3.0 Keep it Simple

Mark Twain was simple on prose and brilliant on thought. He knew that complicated words only complicate a message. And he realized that complicated messages serve no useful purpose, except to baffle readers and leave them feeling inferior and uninterested. So, unless your intent is to stump your reader, keep it simple! One of the great examples of simple writing is Abraham Lincoln’s Gettysburg Address. Lincoln was never accused of being a long-winded speaker—if anything, he was maligned for being too simple a man. Little did his critics understand how important it is to keep things simple and focused. This is not to say that you speak or write down to people, but rather, that the minute you try to go over their heads, or get too complex, you have lost them. As president of the United States, Abraham Lincoln knew that his speeches needed to address everyone from “Joe, the barber,” to “Joe, the judge.” His theory worked. The Gettysburg Address is only three paragraphs long, and it took only two minutes to say aloud. In those two minutes, Abraham Lincoln motivated an entire country and changed the direction of the world. Today may be the age of complex technology and global business deals/interaction, but that doesn’t mean that you should complicate your communication. On the contrary—to communicate effectively, you need to get back to the basics. You must simplify your writing. THE TIME FACTOR It is vital to consider the time factor of the readers: How busy are they? Will a long e-mail frustrate them? Will they have time to respond to everything you have written? Ask yourself these questions and write accordingly—better yet,find this out about the reader ahead of time. That will help you gauge how much you should include in your e-mail, and it 24 BUSINESS WRITING CLEAR AND SIMPLE CHAPTER 1 Basic Training 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 25 will show the reader that you consider his or her time valuable. The better you write, the less time your boss has to spend editing and reviewing your work! One great way to save time in your e-mails is to remove the warm-up paragraph. Sometimes we like to give people background when we are telling a good story because we think it adds flavor to the tale and brings the listener into our world. That may be true if you are sitting with a friend sipping a latte on a lazy Saturday afternoon. But, if you are sending a busy executive a business message, then that is the last thing you should do (unless it is specifically requested). Instead, engage your reader in the first paragraph by providing important and relevant information in as compelling a way as possible. An executive coach for a leading training organization says that her clients are busy executives who have very little time for fluff. She understands that she needs to respect their time constraints, so she gets her messages out in a few simple sentences. To: [email protected] From: [email protected] Date: December 8, 2020 Subject: Agenda for 12/12 meeting Mr. Myers, Attached is an outline of the topics to cover at our follow-up meeting on Tuesday, December 12. Please review them and let me know if there are any additional topics that should be addressed. Once I get confirmation from you, I will send the final agenda to you and your management team. Thank you, Pam Basic Training CHAPTER 1 BUSINESS WRITING CLEAR AND SIMPLE 25 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 26 WORDS OF WISDOM It is estimated that about one-third of the words in a standard business letter are unnecessary. So, simplify the complicated. Reduce the lingo to plain, understandable language. Think of the time you will save! SIMPLIFY YOUR WORDS You know that old saying about children getting to the point with their words? They don’t waste any time trying to impress anyone because they already have a clear picture of their goal. If they want a cookie, for example, they simply ask, “May I have a cookie please, Mom?” (the nice version). There is really no reason the same rules shouldn’t apply to doing business in adulthood. If you need a coworker to attend a meeting, for example, the best way to approach him is to simply ask, “Can you sit in on the meeting this afternoon, Bob?” Bob should be not only refreshed by your candid manner, but also able to give you a direct response. We can work with simplicity and clarity. It is the cloudiness in life that poses the biggest challenge. The point here is that, when you simplify your writing, you get to the point much faster and more effectively. So, you don’t want to go overboard trying to impress someone with your cosmic vocabulary because: (1) They’ll probably think you are trying to hide some portentous shortcoming; or, (2) They won’t understand a word you have written and, therefore, won’t act on your letter. Here are some examples of flashy, overdone words that mostly serve only to complicate and confuse: Flashy Simplified advise say/tell as per according to aggregate total/collective ascertain determine cogitate think about cognizant aware comprised made up of commence begin conjecture think/believe 26 BUSINESS WRITING CLEAR AND SIMPLE CHAPTER 1 Basic Training 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 27 Flashy Simplified disbursement payment endeavor attempt initial first interface with get together with forward send maximal fullest modus operandi method nominal small obviate make necessary per diem a day permit let predicated based proclivity tendency recalcitrant resistant to authority remunerate pay said *Don’t use as an adjective same *Don’t use as a noun scrutinize inspect sine qua non vital/essential subsequent after transpired happened undersigned I/me Here is a list of outdated, stale expressions that you can replace with a more conversational, simple tone: Stale Fresh a large segment of many acknowledge receipt of received allow us to express appreciation thank you at this writing now at your convenience by April 8 check in the amount of check for $500 due to the fact that because during the course of our investigation our investigation showed enclosed, you will find here is . . . give due consideration consider held a meeting to discuss met and discussed I have before me the . . . I received the . . . Basic Training CHAPTER 1 BUSINESS WRITING CLEAR AND SIMPLE 27 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 28 Stale Fresh in accordance with according to in the event that in case/if made the announcement that announced please be advised that *Just state the issue too numerous to mention numerous until such a time as when upon completion, mail form mail completed form we are engaged in the process of we are we regret to inform you we are sorry This doesn’t mean you have to dumb yourself down to a third-grade level in order to get your point across. In fact, it is best to assume the recipient is at least as intelligent as you are—so using a respectful tone is key. It also doesn’t mean that you should never use any flashy words; if you need a flashy word to illustrate your point, then go for it. And you can certainly use more complex words if they fit the situation. But, remember that not even the smartest grammarian can remain intrigued for long by a windy, pompous diatribe, however well placed the big words are. ELIMINATE BUZZWORDS Buzzwords are trendy business terms that take up unnecessary space in your letters. Newer professionals tend to use them because they think it somehow validates them as professionals, and that their bosses will take them more seriously if they use them. But, in truth, using buzzwords is rather like wearing bell-bottoms—at some point, the trend will shift, and you will be left out in the cold with no original thoughts of your own. So, start now by developing your own writing technique—sans the buzzwords—and pave your way toward simpler, easier writing: Buzzwords Normal Words concinnity harmony functionality effectiveness/success guesstimate estimate incent inspire meaningful actual, real modality method net net end result/conclusion paradigm model
push the envelope test the restrictions resource constrained not enough people/money resultful gets results 28 BUSINESS WRITING CLEAR AND SIMPLE CHAPTER 1 Basic Training 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 29 Buzzwords Normal Words right-sizing cutting excess scope down examine closely scope out take an in-depth look skill set skills solution set solution suboptimal not the best workshopping work on AVOID TECHNOBABBLE Technobabble is defined as technical language that goes over the head of anyone who is not well versed in it—whatever it may be. And, with today’s advancing technological industries, you have to be considerate, with both your words and your writing, of people who are not directly involved in your specific field. One executive in the computer consulting business says: We make a conscious effort to cut back on the computer jargon when writing to our clients. Using jargon only makes clients feel inferior and self-conscious, and it isn’t necessary to make our point. Be sure to write in language that everyone can understand. Also be sure that your writing is not misinterpreted. Try gearing the letter toward someone who is totally uninvolved in the subject about which you are writing. If they can get the gist of your message, then you have written simply and clearly. The obvious exception is when you are writing to someone in your same field. In that case, you can be as technically focused as you want to be. Remember that you are writing to impact the reader in some way, not to totally confuse them. They can do nothing about your subject if they know nothing about it. Here is an example of techno-jargon that would baffle any nontechnical person: HCO, Inc. will develop a real-time interface between Lexor and Rocky Mountain Corp. This interface will be bidirectional, and assumes approximately ten business event transactions will be supported (based upon current design documentation). The interface will be implemented in an asynchronous fashion, to provide greater reliability and system scalability, using an event queuing/routing solution such as Microsoft BizSpeak. Here is the understandable version—in this case, it had to be a little longer to simplify: HCO, Inc. will develop software that will allow Lexor and Rocky Mountain Corp. to communicate with each other instantly. Data can be transferred from Lexor to Rocky Mountain Corp., and vice versa. It will be transferred between the two Basic Training CHAPTER 1 BUSINESS WRITING CLEAR AND SIMPLE 29 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 30 systems in ten separate distinct events, which will be triggered by end-users in either system. When the data transfer process is triggered, the information will be placed in a queue for execution. The queuing of data transfer requests will allow for greater system reliability, and will also make it easier to grow the system, store more data, and/or add new features. Microsoft BizSpeak will be used to support the queuing process. AVOID BUREAUCRATESE AND LEGALESE Another way you can simplify your writing is by avoiding bureaucratese and legalese. Their respective definitions are self-explanatory. Here is an example of legalese that makes the paragraph unclear, unpersuasive, and passive: In balancing the interests of the party of the first part with the party of the second part, full factual development from the facts herein is needed in order to ensure an equitable administration of justice. Here, we get more information from fewer words, and with a more active tone: The court needs full factual development in order to ensure a fair administration of justice for both parties. Another legalese example . . . A duty of care to the herein above mentioned plaintiff was breached by the defendant when the slippery floor was left unmopped by the defendant. The clear alternative . . . The defendant breached her duty of care to the plaintiff when she failed to mop the slippery floor. DON’T USE NEEDLESS DETAILS While it is necessary to provide supporting details—facts and statistics—when you are making a recommendation, or drawing up a proposal, be sure to present only what the reader needs. There is nothing worse than getting a document loaded with numbers or obscure terms that mean nothing to you (remember to put yourself in the reader’s shoes). So, wade through your information carefully, and be sure that you are sending exactly what is needed. If you have statistics to share that are important to the reader, then reference them, and attach them to your brief document. Grant your reader the chance to go over the details at his or her leisure. 30 BUSINESS WRITING CLEAR AND SIMPLE CHAPTER 1 Basic Training 6023_BusinessWritingClear(fin) 8/16/07 2:36 PM Page 31 LIFELESS VERSUS LIVELY WRITING Business is competitive today—globally competitive. Of course, you want to stand out with prose that is simple and lively, and with words that demand action and attention. So, use language that is alive and kicking, and replace the lifeless phrases of the past: Detailed and Lifeless Simple and Alive along this line so at hand here attached herewith attached avail yourself to the opportunity take the chance/try we wish to state *Just state your case we hereby advise we advise/suggest I solicit your kind indulgence *Just ask under separate cover attached with your kind permission *Just ask this is to inform you that *Just tell it I wish to call your attention to *Just state it I am writing to tell you that *Just tell it SUMMARY The theme of this section is: simplicity. Keeping your writing simple is the best way to get your point across in today’s global, complex workforce, where face-to-face interaction is not always possible. So, write like you are face to face with someone, and keep it simple. Remember that your reader may be scanning the e-mail or multitasking, so make it a good one; then attach whatever detailed information is needed—if any—so your reader can look over the particulars on his own time. Know what to avoid: anything that is unnecessarily complex or abstract. Avoid showy words, out-of-date words and phrases, buzzwords, and technical jargon. Liven up your writing with simplicity and clarity. Learn to write in a direct manner that gets results. Remember that no one has ever complained that something was too easy to read.