In a worlwide culture where today and every day in 2017 an estimated 269 billion emails will be sent by some 3.7 billion email users; where an estimated 54% of the entire planet currently uses email; and where the number of email users is projected to increase from 3.7 billion today to 4.1 billion by the year 2021, it is truly mind-boggling to consider how in the world it could be possible to break through all this Internet “noise” to communicate anything to anyone!
A good question indeed. To get started, here are a few things to consider:
1. Decide on your purpose. Why are you writing? Do you want a specific reader, or readers to read what you have written? Or is just writing it enough? Who are you writing it for?
2. While it seems obvious, your best chance of getting your writing read is to write about something your reader wants to read. Second-best is to write something he or she has to read. In the second case, don’t count on that much of it getting through.
3. Now that you have decided what to write about, ask yourself how your reader prefers to read: Online – in a letter, memo, instructions, report? Or in a blog, Facebook, Twitter, or LinkedIn? On paper? Where are you most likely to find your reader?
4. Next step: assuming you want your writing read, what is the appropriate tone to use? What is the tone your reader will expect? What is the tone that will best connect with your reader? Should you use a formal, or academic tone? Will your reader be more likely to read and comprehend a less formal tone? Is that appropriate? Does your reader speak a specialized language – “legalese,” “medicalese,” “computerese”?
5. Much of the business writing done for higher-level co-workers tends to sound almost like a vocabulary test, as staff tends to “write up” for the higher-level reader. And yet, if that higher echelon reader were asked, he or she most likely would prefer to spend less time with a more comfortable, more readable, more easily-understood writing style. After all, that reader probably prefers having a family dinner, and maybe watching a little football, to staying late at work, trying to figure out what that piece of business writing says.
6. So if you want your writing to be read, write about something your reader wants to read – or present the information in such a way that he or she will want to read it. Use the writing medium your reader prefers, when you can appropriately do so. Write with a comfortable style, and an appropriate tone and language. And by all means, if you do nothing else, make it easy for the reader to get your point quickly, clearly, and concisely.
That last guideline is, and will continue to be, your most essential, most critical tool for cutting through all the “noise” your reader deals with on a day-to-day basis. The one tool you can totally control: Make your point quickly, clearly, and concisely.
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