One of the questions we get asked most is, “do you have any tips for how to write a great letter, business plan, or work document?” This week we are sharing some of our best tips on how you can approach and succeed in effectively writing a clear, concise, and compelling document. Following these simple suggestions can help you step up your writing game with limited effort.
1. 5W’s and an H: There is no question that someone could ask that can’t be answered by who, what, where, when, why, and how. Proactively covering these tenants of journalism is a great way to approach writing a pitch letter, one-page project summary, or even website content. It’s best to start with “what.” For example, first, explain what your product or service is or does. Then use simple questions/headings to introduce each point: Who you designed your product or service for (i.e., your target audience)? . . . When you’re open for business? . . . Where you can find our product/service?. . . and How much does your product/service cost? Then wrap things up by clearly explaining why your product is unique and better than the competition (i.e., your point of differentiation).
2. Write from your heart, edit from your head: One of the biggest problems people make when writing is to include too much information. A great way to combat this is to write the first draft from your “heart” -- meaning jot down all of your thoughts, ideas, and key points down on paper. If possible, let it sit overnight and then come back to “edit from your head” by ensuring that what you have written covers the 5W’s in a concise way.
3. Don’t bury the lead: Start any written (or verbal communication) with a direct, clear statement that accurately summarizes the primary point of what you want to say.
4. If you want to be a better writer, become an avid reader: I learned this from one of my first supervisors – Steve Foley. Steve taught me volumes about being a great writer. He also always used to tell me, “If you want to be a better writer, be a better reader.” I soon learned that reading everything, especially newspapers, was a great way to write better press releases and business communications. Reading taught me to incorporate certain phrasing or sentence structures and to always figure out how to start and end any piece.
5. Avoid jargon, industry lingo, and “corporate speak:” Avoid words that disconnect you from your reader/audience. Every “community,” including companies and organizations, has its own slang and language. Having your own language is great to help you connect internally, but generally people outside of your environment have no idea what you’re talking about.
6. Write to express and not impress: You goal in writing anything is not to use big words to impress others with your expansive vocabulary or how much you know, but rather to find the right words and tone to connect and engage with your audience.
7. Write for a 5th Grader: It has been said that the New York Times is written for someone who has a fifth grade education. This is a good thing to keep in mind for writing anything well. Simple sentences always work.
