Why Parallel Structure Matters You’re unlikely to be praised for writing lists using parallel structure. Yet fail to do so, and people will take note. It’s easy to recognize lists that are not parallel because they don’t make sense or sound right. As a result, your writing will come across as sloppy and confusing. . . . → Read More: The Hidden Value of Writing Lists in Parallel Structure
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The Problem When writing procedures, a surefire way to create confusion is to assume that your readers can complete multi-step activities without explicit instructions. When you make this assumption, you risk creating confusion, frustration, and inaction. You’ll also burden other employees, subject matter experts, and/or help desk workers with unnecessary questions. This defeats the . . . → Read More: Never Assume Knowledge It Works Like Magic When writing procedures, an ample use of white space can transform a cluttered confusing mess into a beautiful set of instructions. By increasing the readability (reading ease) of your procedures, you reduce confusion which helps your readers be more productive. The simple step of adding nothing (empty space) can magically . . . → Read More: White Space – How to Make Something from Nothing Getting quick answers to grammar-related questions can be a challenge. Here’s a great free online resource called Common Errors in English Usage by Paul Brians. Brians is an Emeritus Professor of English at Washington State University- http://www.wsu.edu/~brians/errors/errors.html Many grammar guides offer lengthy convoluted descriptions of grammar rules. I especially like this one because . . . → Read More: Free Practical Grammar Resource A Small Investment Now Well written procedures (instructions) are worth their weight in gold, so to speak. Think about it. A single set of instructions can be used over and over by dozens, hundreds, or even thousands of employees (or customers) over a period of many years, with no additional effort or expense. By . . . → Read More: Cumulative Return on Investment (ROI) A Sure Way to Confuse Your Readers In school and throughout our lives, we’ve learned to write using the academic model, i.e., introduction, body, and conclusion. In business writing, this approach greatly limits our ability to get things done. We can think of the academic model as a movie, where the plot gradually builds . . . → Read More: How to Write from the Readers’ Perspective Vague Niceties Lead to Inaction When a friend ends an email with a vague statement like, “We should get together sometime.” what happens? Nothing! Until someone offers a more specific suggestion, e.g., “Are you free on Saturday?” any talk about getting together is just a nicety. Business Writing is No Different The same . . . → Read More: Get Things Done by Communicating a Sense of Urgency The Hidden Cost of Negative Emotion When we’re frustrated, irritated, or overwhelmed, we’re often tempted to respond in the heat of the moment. Though satisfying, that initial good feeling can quickly give way to one of deep regret. Many a relationship has been strained, opportunity lost, or career damaged, due to a single off-the-cuff . . . → Read More: In the Heat of the Moment—If It Feels Good, Don’t Do It Rambling Rose Lowers Productivity Unclear communication promotes inaction and inappropriate action. Though miscommunication has many causes, a common challenge is that writers tend to ramble as they type—making it difficult for readers to know what needs to get done and when. Confused readers tend to do nothing, or worse, they make incorrect assumptions about . . . → Read More: Clear Communication Drives Productivity |
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