Before you start writing, ask yourself a few questions to help you focus on what is important.

Ask yourself:

• Who is your reader?
• What do they already know?
• What do they need to know?
• What do they not need to know?
• How and where will they read this?
• What results do I want?
• What can I put in an appendix for people who want more detail?

When communicating via email, letters, or reports, it’s crucial to be concise, especially for readers on smaller screens like smartphones or e-readers. Excessive scrolling can deter readers from engaging with your content.

For those using regular computer screens or reading on paper, presentation matters. Strive for a balance of white space and text, utilize easily readable fonts in appropriate sizes, and ensure your document looks appealing.

Tips for Effective Writing:

• Eliminate Unnecessary Words: Choose concise phrases. For instance, use “now” instead of “at this point in time.”
• Avoid Vague Language: Steer clear of ambiguous terms like “better” or “faster.” Specify the measures—how much better or faster?
• Simplify Sentences: Avoid overly complex sentences by not carelessly stringing phrases and clauses together.
• Focus on Relevant Facts: Keep sentences and paragraphs free from superfluous information.
• Write Courteously: Always show respect for your readers.
• Organize Your Thoughts: Ensure your ideas flow logically.
• Use Concrete Language: Instead of saying “in the near future,” specify a deadline, such as “by noon on Thursday, December 15.”