Three ways to simplify your writing

Let’s face it, business audiences are overwhelmed.

At work, in school, and in their personal lives, people are constantly asked to consume content. Some of it is legitimately important, and some has been intelligently written and edited to serve their needs. But much of it is poorly organized, carelessly written, and fails to answer basic questions about a given topic.

To stand out against this cluttered landscape, you'll have to simplify your writing. Use these three techniques to ensure your document is completely read, well understood, and long remembered.

1. Consider your reader’s motivation

Who is your reader? What does she need from this document? If you’re writing for more than one person, ask yourself who your ideal reader is. Then, write for her. What does she already know about this subject? What more does she need to know right now?

Perhaps most importantly, consider the result you want from this piece of writing. A response, a decision, buy-in for your project?

Once you’ve considered the audience’s appetite for information and thought about what will motivate her to act in the way you want, you'll know what to include and what not to include. Be as brief as possible.

2. Shorten words, sentences, paragraphs

Choose short words over long ones.

Choose familiar words over unfamiliar ones.

Choose concrete nouns over abstract ones.

Express one idea per sentence. Where possible, delete bridging words such as “since,” “and” and “however.” Limit sentences to 25 words at the most. Vary the lengths of sentences to change the rhythm up and avoid being boring.

Limit paragraphs to four or five sentences at the most. Be willing to include some paragraphs that are only one sentence long. Single-sentence paragraphs can have a lot of impact.

3. Organize your document for scanners

Write brief, simple headlines and subheadings. Limit headlines to seven words, and subheadings to five.

When self-editing your document, take a pass looking only at your title and subheadings. Can the reader identify the key parts of your piece just by scanning through its its subheadings?

Front load your sentences and paragraphs by placing keywords and structure cues at the beginnings of sentences and paragraphs. For example, in a section that describes what will happen before, during and after an upcoming workshop, place the words “before,” “during,” and “after” at the fronts of three separate paragraphs. Your reader will be able to sense the underlying structure of the section when they scan down the left margin. Front loading is essential for scannability.

Write to be remembered

Simplify your writing by implementing these three techniques. You’ll help your reader understand and remember your content. If your reader remembers your main points but doesn't notice your writing, take it as a compliment. It's a sign you wrote sufficiently simply!