Striving for “simple” is about making effective business communication easier for the writer through careful advance planning; and for the reader, by ensuring your objectives are met and your call to action is clear.
We’ll close with one more step for vastly improved writing: revision.
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Effective revision serves you as well as your reader.
Over time, it makes clear the patterns you naturally fall into, such as “writing how you talk,” which leads to unnecessary wordiness. It serves your reader by respecting their time and attention: just as a sculptor reveals their masterpiece by chipping away the excess stone, the real value of your writing is often what remains after a careful revision.
Try these 12 suggestions for effectively revising your business communication.
Note: It goes without saying that at this stage, you have already run spell-check and grammar-check tools and taken care of any errors they find.
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First, run a baseline readability assessment.
Microsoft Word and other writing apps can measure your writing against a respected readability scale, like Flesch-Kincaid or Fry. (In Word, look for “Document stats” in the Editor.)
At first, your baseline score will likely be higher than you want it. As you revise, aim for a reading level no higher than Flesch-Kincaid 8.0 or Fry 7 … and lower is usually better.
Shorten your sentences.
Aim for 20 words or fewer, per sentence. Shorter is clearer (and shorter sentences will help your readability score).
Read it aloud.
If any portion sounds stiff, awkward or inauthentic when spoken, try re-wording it to suit the tone you are after. If you’re unsure what the tone of your writing should be, aim for “professional but conversational” and then follow the Bonus tip I provide, below.
Play “Find the fluff.”
Look for words and phrases that feel like filler and don’t change the meaning of your sentence if they are removed. See how much leaner you can make your sentences by cutting them.
Adjectives (descriptive words) and adverbs (modifiers that often end in “-ly”) are prime candidates for trimming. They are rarely needed and always weaken your writing.
Use the “Why?” test.
After each key point, ask yourself “Why?” and check to see if your ideas build upon each other. This helps ensure you have explained your reasoning clearly.
Cut the jargon.
Replace industry-specific jargon with plain language, unless you’re certain all your readers will understand it. (Even if they will, challenge yourself to replace jargon with plain language anyway.)
Be ruthless: eliminate redundancy.
Did you say it already, but in different words? Fix that.
This is a common side effect of the Harrier approach; attacking a point from a different angle didn’t usually change the conclusions I would reach, and I fell victim to tiresome redundancy.
Show your skimmers and scanners some love.
Just as each of these tips is short and bolded (before transitioning into explanation), give your skimming readers something to grab onto: headings, bullets, judiciously bolded text, etc.
Sad but true: Almost no one reads every word of a document anymore unless something about it has motivated them to slow down and pay attention.
Turn questions Into statements.
Where possible and unless they serve a specific, intentional purpose in your writing, rephrase rhetorical questions into strong, confident statements.
Also, see if you can revise any “I think” statements to be more declarative.
Walk away before you hit Send.
Take a short break before the final review. Fresh eyes catch mistakes faster.
Read it backward.
Scan from the end to the beginning to spot hidden spelling errors and overlooked details.
Run the F-pattern visual test.
Give extra attention to the top, left, and middle sections of your document; they’re prime reading spots in most business communications. Make sure they are error-free.
Consider whether you can reconfigure your document to put the most critical information there, without wrecking the flow or compromising the improvements you’ve already made.
Bonus tip: Get a second opinion.
It’s best not to be too precious about your business communication: Don’t allow your words to hold too much power over your sense of your professional self. Seeking, and learning to process, outside feedback on your work is important, especially when you’re just starting out.
If possible, have a colleague or friend review the document for anything you might have missed.
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Speaking of second opinions, I know a great consultant and communication coach who can help you get more value from your revisions. *wink*
Thanks for reading. Did I miss your favorite revision tip? Leave a comment below and let me know.
