Let’s deal with an often unpleasant reality. As business leaders, we spend a lot of each day writing – emails, reports, proposals, marketing materials, evaluations … well, you get the picture. We should all add the title ‘Workplace Writer’ to our business cards.
And we often write more than we need. Those extra – and unnecessary – words waste our time to write them and our readers’ time to read them. They even can get in the way of our messages. What follows, then, is a quick review of ‘Keep It Short & Simple’ techniques to help you KISS your verbosity goodbye – for making every word count and counting every word.
As workplace writers, we typically chose words out of habit – the first word we can think of or the word we usually think of. And, all too often, we chose more words than we need. So, go beyond the first word or usual word to the best word you can think of to accurately and consistently convey a specific meaning to a specific reader or group of readers. These simple strategies will energize your word use, reduce your verbosity and Keep it Short & Simple.
KISS by Using Short & Familiar Words
Whenever a short, simple, familiar word is just as clear or clearer as a longer word, use the shorter word. The extra syllables don’t add anything to your meaning and may detract from your image as a real, down-to-earth person. But don’t trade clarity for brevity.
- Avoid “big wordism” whenever possible. Don’t try to impress people with your educated vocabulary. Why use a 50-cent word in a 10-cent conversation?
- Why use “anticipate”, when “expect” is just as clear, shorter and more conversational. The same goes for “utilize” vs. “use”, “compensate” vs. “pay” and “telephone” vs. “phone”.
KISS by Using Short & Uncluttered Phrases
Now that you’ve improved your individual word choices, carry that momentum on to phrases. Cut out any unnecessary words or whole phrases that don’t enhance your message or tone. But never sacrifice clarity or tone for brevity.
- Use short verbs instead of longer noun phrases that add unnecessary words and a more formal, stuffy tone. They don’t enhance message or your image. Turn “…reach a decision” into “decide” and “…in the process of the investigation of…” into “investigating”.
- Turn “… in the amount of $2,300” into “… for $2,300”. Same for turning “At the present time …” into “Now …” and “Despite the fact that” into “Although …”.
Putting It Altogether
When you combine these various KISS guidelines, this is what can happen. Start with
“We have been in the process of the investigation of various alternative proposals to solve our computer system problems for several months now.” (23 words)
By choosing simple and specific words and cutting unnecessary phrases, you wind up with:
“We’ve been investigating four proposals to solve our system problems for three months.” (13 words)
The message is just as clear – or clearer – and you reduced your verbosity by 43% – not too shabby!
You can KISS your verbosity goodbye when you make every word count and count every word, because the words you use do make a difference.
20 Comments
Very good information. Lucky me I discovered
your blog by chance (stumbleupon). I’ve book marked it for later!
Glad you stumbled upon my blog. Keep stumbling back each month – more good content to come … PJS
May I simply say what a comfort to discover somebody who really understands what they’re discussing on the net. You definitely understand how to bring an issue to light and make it important. A lot more people ought to check this out and understand this side of the story. It’s surprising you are not more popular since you definitely possess the gift.
Lorrie, thanks so much for your very positive comments about my recent piece on short and simple workplace writing. Glad the content resonated with you. Do visit the article archive on my site for more useful tools and techniques.
Great topic – I need to spend some time learning more. Thanks for fantastic info.
Hi … looks like you enjoyed the recent piece on KISS – one of my favorite rants. Keep coming back for more.
I’m really impressed with your writing skills as well as with the layout on your weblog. Keep up the excellent quality writing, it is rare to see a great blog like this one today.
Brittney, thanks so much for starting off 2015 with some very nice comments about my writing. Please continue being an engaged reader and visit my site for more content on workplace writing. Regards … Phil Stella
I’m thoroughly enjoying your blog.
Glad you enjoyed it. Call me at 440 449-0356 if you want to discuss blogging.
It’s awesome to pay a visit to this web page.
Thanks … visit us anytime.
Very nice post. I’ve really enjoyed surfing around your blog posts and I hope you write again soon!
Hi Eula … thanks for your nice comments. Visit the blog posts often and check out previous articles housed on the site archives. Regards … Phil Stella
Way cool! Some very valid points! I appreciate you writing this plus the rest of the site is also really good.
Love to hear feedback like ‘way cool’. My kinda language. Thanks and keep coming back.
Great website, stick with it!
Thanks … I will stick with it!
You are a skilled blogger. I have shared your web site in my social networks.
Thanks for sharing my site … I hope your colleagues become engaged readers like you.