Sixth Rule to Write by: The Few The Proud Theory

Trick #1: Build a super structure. Organize your thoughts before you write. If you’re not certain where you’re going, get your ideas down and then review them for the most logical progression. For example, if your intent is to persuade, put your strongest argument first—if you put it last, readers might not get that far and your best thinking will be missed. (See the fourth rule to write by: Begin with the End in Sight Theory: http://www.communitelligence.com/blps/article.cfm?weblog=78&page=727.)

Trick #2: If a word doesn’t add—subtract it. Be merciless until there’s nothing left to tighten. Start with clichés. Never again write “enclosed please find”  instead of “here is,” or “due to the fact that” instead of “because,” or “at this time” instead of “now.” Also know that if a sentence is 30 words, it’s too long, and there must be something you can cut. The average length in business writing is 10 to 12 words. Change that to eight to 10 if the material is complex, or when you’re writing emails.

Trick #3: Practice word choice variety. Don’t begin several sentences in a row—or consecutive paragraphs—with the same word (especially “I”). Read each paragraph to ensure you aren’t repeating a word or phrase too often. But use that thesaurus sparingly: don’t signal readers that you’re searching very hard for another word to use. Also vary your transitions. My personal failing is to frequently use “so,” which means I look for that. Repetition—unless it’s effectively used for emphasis (“government of the people, by the people and for the people”)—is boring and makes readers zone out.

Trick #4: Use the active voice. It’s the difference between “I will do it” versus “It will be done by me.” The first is much stronger—and shorter. The only reasons to take the passive approach are if you don’t know who did something, or don’t wish to identify that person.

Trick #5: Watch for consistency. Keep an eye on changes in tense, such as sliding between past and present. Choose one and stick with it—unless you’re actually discussing different time frames. Do the same thing with capitalization: it’s either “Company” or “company” in the middle of a sentence. (I default to the latter because the former can look like legalese or bespeak a firm’s ego.) And watch that your subheads use the same approach: all bold, or underlined or the same color.

Trick #6: Keep writing reference materials—or buddies—handy. If grammar, punctuation and usage are not your strong suits, know where to get help. Spell check is a good start but doesn’t catch everything. So have those books by your desk where you can easily use them—because if they’re down the hall, you’re more likely to guess, and perhaps wrongly. (You noticed I used “so” didn’t you?) Or know where to go online to get your questions answered. Or find that grammar maven who always seems to know the obscure rules. (That would be me.)