Clarity and more clarity
by Guy Perring
You hand in the technical report that you have been preparing for your boss for the last week. You were working until the early hours and just finished for the Friday morning deadline. Unfortunately these are the comments that your boss makes after lunch on Friday.
The above comments represent all the things that can go wrong with an poorly planned and structured report. Here are some tips to make sure your writing achieves the desired effect.
a) Be direct
Use tact but don't use language to avoid an issue because it is difficult.
Instead of restructuring, re-engineering, redeploying, downsizing
Use job losses (this is usually what the above words mean!)
b) Don’t use jargon and clichéd phrases
Jargon and cliché is the enemy of clarity and hides your ideas.
Instead of zero-sum game
Write a situation where there is only one winner
Instead of at this moment in time
c) Use the active voice wherever possible
Sentences in the active voice are easier to understand. The active voice also makes it clear who is responsible.
Instead of In a week’s time the decision will be taken.
Write We will decide in a week's time.
d) Try personal pronouns
Using first and second person pronouns to make your writing clearer.
Instead of The British Council wants customers to be informed that waiting time will be reduced.
Write You will be served quicker.
e) Use verbs and try to avoid nouns ending in -ion
Clear English prefers doing words.
Instead of The realisation of cost benefit analysis should lead to a reduction in overall expenditure.
Write This will save us money.
h) When you have a choice, use the simpler word
Long words by themselves do not prove that you are smart.
Instead of to access
Write to open/use
Instead of to initiate
Write to begin/start
Instead of in close proximity to
Write near
i) Use short sentences
Short sentences help people understand new ideas and information.
Guy Perring is Director, Professional Development Unit (PDU), at the British Council Malaysia. The PDU offers a wide range of learning opportunities from management and communication skills training to developing English skills. Visit our website at www.britishcouncil.org.my or email us at guy.perring@britishcouncil.org.my.
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