It's all about the reader

People often ask me, if there was one piece of advice you could give me as a writer, what would it be? Answer: Remember your reader! It is always all about the reader. As you think about to whom you are writing, consider these three important categories:


• Level of Knowledge: What does the reader already know about your topic? How much background information does the reader need to make a decision? Or will the reader pass your information up the chain of command?


• Relationship: What is your connection with the reader? Direct report? Peer? Supervisor? Potential client?

 • Personality: What kind of qualities and traits does the reader have? Does your reader prefer facts with ample data or a more informal tone? Does your reader understand and enjoy reading words and phrases such as "interoperable intermodal transport systems"? Or would a simpler style work better?
The more you know about your reader, the easier it is to determine how much and what kind of information to include in anything you write.

Buzzwords That Label You

Game changer, value-add, it is what it is, interface, circle back. Sound like familiar workplace sayings? Well, according to a Robert Half survey, they have been declared passe. Though the referenced article deals with verbal communication, these overused words slip into our writing as well. Just remember, your key decision maker in your word use is your reader--yes, I know it's you too, but it's really about what words the reader will understand.

The old adage, if in doubt leave it out, holds true when it comes to using slang, jargon or buzzwords.

Email Muzzle

The Seattle Times ran an interesting piece on Sunday, August 8, 2010 written by Michelle Goodman. She wrote about the issue of swearing in email. You know, it seems that all barriers for civil discourse and behavior have been lowered to the point that whatever someone thinks, they believe they have free rein to express in writing or elsewhere.

Often we have guest speakers present several webinars on these topics--Email: The Liability Trap, Social Media Etiquette, and Avoid Email Snafus. Each of these experts share horror stories about how people's careers and reputations have been destroyed by not heeding common sense. You are fair warned. Remember: If you wouldn't write it to your mother... then don't!

Lean Thinking--Lean Writing

One of the promises I make in our business-writing workshops is that if you “obey” me—I say this with a wink—I can really save your company money. We have proven our case many times with companies.


My premise is if I can show professionals how to cut writing production time, overall time that it takes to produce a document and get it out the door will be reduced. This lean thinking is based on the lean thinking of manufacturing companies and others.

An interesting article in The Seattle Times writes about how Children’s Hospital is adopting this approach when working with their patients. Take a look. Think about this process the next time you have to write a document of any length.

Avoid Being Defriended, Unfollowed, or Otherwise Ostracized Through Your Social Media Sites

I seldom endorse my webinars. But this is an exception. Arden Clise is delivering a great, must-listen-to webinar tomorrow, titled: Avoid Being Defriended, Unfollowed, or Otherwise Ostracized Through Your Social Media Sites.

I reviewed the content. You wil not be disapointed. I learned some things I did not know about Soical Media and how we must protect our brand, our reputation. Here's the link if you want to sign up!

Bring your document in for a smooth landing.

Bring your document in for a smooth landing. With readers not reading, only scanning, your conclusion is important.
A sentence or paragraph at the end of your document is just as crucial as the one that begins it. Your ending can determine what remains in your reader's mind long after he or she has finished reading.

Use your conclusion to build rapport or to state what should happen next. A memorable quote, a discussion of benefits, and a summation of points are all techniques you can use in your conclusion. Just remember: If you restate or emphasize your main points, be certain to add a different twist to your words so your conclusion doesn't sound stilted.
Then try this writer's trick: After adding the conclusion, reread your introduction. Does it still work? The two should work well together to give your documents a smooth finish.

Don't Dwell on Your Draft

I posted a tweet this morning on this topic but I wanted to write a bit more. One of the biggest time wasters is editing extensively along the way. The better approach is to get a draft down—ugly as it might seem. You might even be frightened that someone would read it! But soldier on. The joy of writing is in the rewriting. That's where the fun is—trying to figure out how to solve the problem of delivering good content to your readers. Consider these tips:

• First, quickly draft a document--just get your words down without too much attention to punctuation, spelling, or grammar rules.



• Next, revise by moving ideas around, adding new details and deleting unnecessary information.


• Finally, polish your document.

I know, I know, waiting to revise is a difficult! But the first draft is for ideas, so you don't want to do anything to stop the flow.