The Importance of Concise Writing

If you've ever had to assemble anything, I'm pretty sure it came with a set of instructions in the box. Life isn't always folded up neatly on a piece of paper, and if it is, then you truly aren't living. Such is taking the correct approach to writing effectively. People have to be able to navigate from point A to point B meaning treat you work like a GPS system. Sometimes the software could use an update to pick up traffic warnings, the new construction zones, or even where the next exit with a McDonald's is located; otherwise, the unit simply needs to be replaced with a newer model. The purpose of our work is to serve as the map that gets us through a process. It must remain consistent enough to stand on its own through the inevitable changes and revisions.

One of the most important points of writing effectively is point of view. Most instructions are simple enough for a fifth-grader to follow because they represent the median comprehension for newspapers, magazines, and assorted mass media. How do I know this? Next time you're on Facebook, take a look through your timelines. What are your friends/organizations discussing? Are their topics photographs? How is their grammar? Do you understand what is being said or asked of you? Knowing your target audience - even if it is the world - means having the ability to tailor your craft to those members. Write clearly to their levels; going into technical detail of how an internal LAN works means squat if all you want to know is how can I access your local Wi-Fi to surf and check e-mail.

Below I am sharing the four B's of becoming a great technical writer:

1. Be clear.
2. Be direct
3. Be to the point.
4. No BS.

Be clear. Gauge the audience for their level of understanding. If the group is part of a particular industry, use their language as it is what the members are acutely familiar with. The same jargon retail managers use with their associates could very well seem Greek to machine operators in a chemicals factory. Different targets require different messages.

Be direct. In my undergraduate days at Henderson State University, I was an active member of Alpha Phi Omega - and chapter webmaster. When we needed a message sent out, the brothers released two versions: one for the chapter, and another for the general student body. The reason for that was fraternity business stayed within the fraternity, while for the fellow students all we had to do was slap our letters on flyers and get the signing approved. Zero in on the intended party.

Be to the point. There is a time and a place for everything, and not everyone necessarily needs to hear a story for every situation. A short monologue is acceptable as an ice breaker; be wary of the audience. By getting to the point, you not only save a LOT of time and energy, but you also showcases those top-notch time management skills. You may even get a promotion, raise, and the proverbial corner office as a result of your great work.

No BS. Always tell the truth and be a team player. Cite outside sources because it is more enjoyable to share the limelight. Any lie starts out small and gets out of control eventually destroys any hard-earned credibility you have acquired from customers, supervisors, and followers.

Pretty easy stuff? Seems that way. At this point, the fun begins by staying within required parameters and using grammar check before releasing documents. To me, there is nothing worse than finding a misspelled word because I was too careless to reread and proofread my own work. By following those four steps, your work is on its way to becoming concise enough without going over the heads of the targeted audience.