Make it Snappy!

How to Keep Your Writing Clear and Concise

Good business writing is frequently described as “clear and concise.” Makes sense, right? None of us aim for “confusing and long-winded” writing. All writers want to make their points understood, and in business, clarity is a necessity. Yet, clear and concise writing is a facet of the art of writing, and that’s what can make it difficult to achieve. No one rule or easy trick will give an instant payoff. It takes awareness and practice. So how is it done?

Three main approaches will make your writing crisper. We’re diving into syntax here, but stick with me!

1. Use an Active Voice

When possible, use an active voice rather than a passive voice. In an active voice, the subject of sentence performs the action and therefore, the emphasis is on the subject driving the action. In a passive voice, the subject receives the action, which can be much less impactful.

Passive: The graphics were designed by Kiera.

Active: Kiera designed the graphics.

Passive: Change was initiated by people who had long suffered.

Active: People who had long suffered initiated change.

A passive voice can also result in sentences with unclear meanings when no relationship is established between the subject and the action. Because an active voice focuses more on what or who is driving the action, it is clearer.

Passive: Goals are being set for the team.

Active: Leadership is setting goals for the team.

Passive: Daily exercise is considered to be crucial for adults over 65.

Active: Research shows daily exercise is crucial for adults over 65.

2. Be Assertive

Make assertions and avoid noncommittal language. This can be done through sentence structure or word choice, for example, long is more assertive and direct than not short. And, there’s a bonus benefit: Often, using this approach also results in less wordy sentences.

Weak: He did not remember the meeting, and he was not on time.

Strong: He forgot about the meeting and was late.

Weak: Our coffee isn’t weak and we don’t close early!

Strong: Our coffee is strong and we’re open late!

Weak: The initiative’s strategy should be replaced with a new one.

Strong: The initiative needs a new strategy.

3. Trim the Excess

Look for words or phrases that could be removed or condensed without changing the meaning of your sentence. This not only saves valuable space on the page, but it also makes a piece easier for a reader to digest. Every word you strike is one less word a reader needs to parse. In some cases, a single word can be used in place of a lengthy phrase; other times two sentences can be combined.

Wordy: Paul submitted an application for the position.

Concise: Paul applied for the position.

Wordy: The statement never addressed the question as to whether they supported the initiative or not.

Concise: The statement never addressed whether they supported the initiative.

Wordy: There are three main areas of focus. These are growth, adaptability, and scalability.

Concise: There are three main areas of focus: growth, adaptability, and scalability.

Wordy: The company was forced to downsize. This action resulted in a staff reduction of fifteen percent.

Concise: The company was forced to downsize, resulting in a staff reduction of fifteen percent.

These three approaches – using an active voice, making assertions, and avoiding wordiness – will make your writing tight and clear. However, as with most good things, success calls for a bit of moderation. Good writing is also varied, and occasionally changing sentence structure will add much-needed spice to your writing. The passive voice is not forbidden, and in some cases its emphasis is appropriate. What is driving the action may be unknown, or unimportant. And, a long string of expressive, epic, imaginative adjectives might be the best line of attack to draw attention to your company’s latest advertisement. Tossing in a short sentence in the midst of longer, compound sentences is another sure way to capture a reader’s attention. Style is critical. But let’s face it, attention spans are decreasing, and readers usually want us to get to the point or they’ll tune out. Keep them reading by remembering these principles and delivering your message loud and clear.