A Guide to Impactful Writing with Everyday English
By Graham Phelps.
How to use impactful writing in everyday English. In this short article, I will look at three things:
The most common unforced writing errors to avoid.
How to begin using visual elements to bring your writing to life.
A few advanced writing techniques to leave a lasting impression on your reader.
In the busy world of work, life, and business, writing with impact using everyday English is a superpower. It can distinguish your written communication as both accessible and professional. This guide will discuss some common pitfalls to avoid, the use of visual elements, and advanced writing techniques that etch your words into the minds of your readers.
Common Unforced Errors to Avoid
Redundancy: Repeating the same idea or using unnecessary words dilutes the impact. For example, avoid phrases like " fundamentals" or " plans" – the adjectives are implied in the nouns.
Overuse of Jargon: While industry-specific terms are sometimes necessary, overusing jargon can alienate readers outside your expertise. Use plain language where possible.
Passive Voice: Overusing passive voice can make your writing seem distant and unclear. Active voice connects with readers, making your writing more direct and dynamic. Compare "The report was prepared by the team" with "The team prepared the report."
Poor Punctuation: Incorrect punctuation can confuse readers and change the meaning of your sentence. For example, "Let's eat, Grandma!" instead of "Let's eat, Grandma!"
Utilising Visual Elements
Bullets and Lists: Use bullet points or numbered lists to break down complex information into digestible pieces. They help to highlight key points and improve the readability of your text.
Charts and Graphs: Incorporate charts and graphs to summarise data or trends visually. A well-placed graph can convey more at a glance than several paragraphs of text.
Whitespace: Remember to underestimate the power of whitespace. It makes documents easier to read by giving the eye a rest and helping to separate ideas.
Font and Colour: Use font variations and a splash of colour to draw attention to significant points, but do so sparingly. Over-styling can be as off-putting as a block of dense text.
Advanced Writing Techniques
Analogies and Metaphors: Analogies and metaphors can illuminate complex ideas, making them relatable. For instance, likening a business's growth to a tree can convey the concept of steady, organic growth.
Storytelling: Weave narratives into your writing to engage the reader. Stories can be powerful vehicles for conveying messages and values.
Varied Sentence Length: Mix short and punchy sentences with longer, more complex ones to create rhythm and maintain interest. It's like music; variation keeps the tune interesting.
The Rule of Three: This writing principle suggests that a trio of events or characters is more memorable and engaging. For example, "Our new strategy is faster, more efficient, and more reliable."
Conclusion and Summary
Writing in everyday English for business can be done without sacrificing sophistication for simplicity. Instead, it's about crafting messages free from errors, visually engaging, and imbued with techniques that resonate with the reader.
By steering clear of unforced errors, embracing visual elements for clarity, and employing advanced writing techniques, managers can ensure their communication is impactful and retains a lasting impression. Whether through a compelling narrative or the strategic use of metaphors, the goal is to leave the reader enlightened and moved to action.
Taken from the one-day training course: “Better Business Writing” by Graham Phelps.
And for one-o-one coaching: www.businesswritingcoach.co.uk
© Graham Phelps 2024