Clear writing takes time and effort for most of us. Unfortunately, that's true even when trying to write something that is just reasonably clear! Every clear sentence you write is not an accident, so be prepared to write and rewrite!
You can find some significant help in our Thought-TALK workshop.
While I do not consider myself a skilled writer, I enjoy writing because it is a valuable tool that helps me better understand my topic. You might be like me. If you would like clarity about an idea or theory that you have, then please write about it. However, ensure that you remove clutter and view it from your audience's perspective. Then, read it with their perspective to see if your writing is understandable and, most importantly, clear!
You may already accept that clear writing is tough, but if you don't, here are six reasons clear writing is hard work.
It Isn’t Natural
Most people aren’t naturally clear-headed, especially when writing. That is probably true of you - it is true of me. It takes time and effort to write something that is just reasonably clear. That's because clear sentences are no accident. And, since clarity doesn't just happen, write and revise your document multiple times.
It Isn’t Like Speaking
Writing like you speak is suitable for capturing ideas, but please do not use that as the end product. Try this little experiment if you do not know what I am talking about. Record yourself talking to somebody. Keep the conversation to 3 to 5 minutes. Now, transcribe it. I bet it sounds strange and often unclear when you read it.
If the video below were transcribed, it would need editing to make it clear. Hopefully, the conversation between Paul and me is clear as you watch, but it is different if you read it. Even when you transcribe what seems to be a clear spoken communication, you see many ways to revise it to make it better for reading.
It Looks at the Topic Through the Reader's Eyes
As you read what you write, it may sound clear to you. However, you have probably been thinking about this information for a while.
Stop and prepare your mind. Do your best to set aside what you know about your topic and approach it with an open mind. When you remove your knowledge of the subject, it sounds much different. So, rewrite it so they can understand the information in the way you want them to.
If something is unclear, most readers are initially tenacious. They may blame themselves for not understanding. But, after a while, they will give up and stop reading.
It Requires Clear Thinking
Clear speaking and clear writing come from one thing - clear thinking! Clear communication stems from clear thinking. One can’t exist without the other. The more you work with the sentences you write, the greater your chance of creating better and clearer thinking about your topic. As you process your thoughts into sentences, you aid your thinking, which in turn helps your writing become clearer.
If you want to write clearly, ask these two questions:
- “What am I trying to communicate?”
- “How would someone new to the subject hear it?”
It is Trying to Communicate Not Sound Important or Smart
One of the significant obstacles to clear writing is the tendency to try to sound smart. For example, why not say, “It may rain” instead of “We are anticipating experiencing considerable precipitation.”
If your writing seems simple, you may think something needs to be fixed, or people won't be interested in it! On the other hand, it may be the best way to communicate your information. Often, the more education, the worse the writing.
It Requires Subtraction to Add Clarity
Finally, clear writing is most effective when it conveys essential information without cluttering it with unnecessary words and data. So, you can increase your clarity with four simple tips. Remove...
- …unnecessary words; words that serve no function
- …long words that could be short
- …adverbs that carry the same meaning as the verb
- …passive construction that leaves the reader unclear of who is doing what
If that's too much to remember, consider this very simple secret...
- If you read it and it could be misunderstood, it’s probably not clear, or it uses the wrong construction
- “I once knew a man with a wooden leg named Smith.” (What was the name of his other leg?)
One of my favorite phrases is, "Muddled thinking equals muddled speaking." You can add muddled writing to that also.
All your writing needs to be clear, especially in your emails.