Writing is an important skill whether we write for a living or write because we are living (ha!). In this article we are exploring not writing not in the sense of punctuation or grammatical errors only but writing to effectively convey a message to the reader.
Words are carriers of thought and expression.
As of 2021, estimates show that at least 319 billion emails are sent and received daily as this link shows, so in one form or the other we are writing or reading what has been written. Apart from sending emails to different stakeholders, we are writing content on Social Media, updating our CVs or writing reports.
Being able to write apart from being an important skill in life is also necessary when it comes to marketing a product, negotiating, persuading or informing your reader. Fortunately there are a number of ways you can improve your writing.
Practice Writing
Practice makes perfect and writing is no exception to that rule. It is important to write each day so you can improve your writing. Ideally you should write each day in the style and topic you will like to improve at. For example, if you are looking to improve your writing as a Blogger, you probably should not spend too much time writing a novel. Also an email or social media post does not qualify as writing for the day.
When you are ready to write, make some time, find a quiet place to gather your thoughts and write your ideas, or a diary, or on any topic that interests you. How many words should you write daily? As many as it takes to deliver that message you intend to. The more the better and it makes sense to have a different range of people review what you have written.
Read More
Reading book, articles or magazines on the topic you write about or general topics will help you with your writing. These are a few benefits of reading as it relates to writing better.
Knowledge Gain
Reading more on a topic allows you the opportunity to become an expert in that topic to a degree and will add more authenticity to your writing which your readers will appreciate.
Message Delivery
There are different styles in which a message can be delivered and this will depend on the topic and your target audience. As you read a diverse number of topics, you improve your creativity and ability to adapt to different styles of message delivery.
Writing Styles
There are different ways to write and methods of connecting with your target audience or reader through writing. The style of writing in a cook book is very different from what you will see in a novel because they serve different purposes. Whilst I do not suggest you read a cookbook unless you are so inclined, you can appreciate the differences in the technique used to engage the target audience.
Structure your Writing
Most of what you write will follow a particular format so bear that in mind. An Introduction, Brief Summary, Main body, Paragraphs, sections and points within them and closing summary if necessary.
Use bullet points, sub-headings and indentations where necessary so the writing is clear and the main points are in focus. If sentences are too long it is easy for your reader to get lost in translation. Use the correct punctuation to improve the flow of the narrative too.
Remove Unnecessary Words
Filler words are words or sounds used in conversation or writing that indicate a pause, hesitation or to fill silence. They do not add value to the sentence so avoid them.
There are number of examples on this link that illustrate the point.
For example, rather than writing: He actually does not know what he is doing.
It is clearer to write: He does not know what he is doing.
Edit your Writing
Read what you have written (perhaps after a short break) to see if it makes sense and if it captures your intent to the reader. Spelling mistakes, incoherent sentences and grammatical errors can be overlooked when you are focused on writing. However before you publish there are a number of things you can do.
You can edit your text and find any obvious errors and have a someone else read it to verify if it makes sense. There are a number of tools out there that can identify spelling mistakes, long sentences and provide recommendations so you can improve the sentence structure and overall message delivery.
Remember the Basics
Grammar, spelling, sentence structure and punctuation are important too so use tools such are Grammarly, MS Word spell check or any other similar tools depending on what application you are using to write. When possible, have someone review your text before you hit the send button.
Short Sentences and Paragraphs
Keeping your sentences and paragraphs short makes it easier for the reader to follow what is said and understand the information. The spacing makes it easier on the eyes too.
Write in a Conversational Manner
Write as if the reader was in front of you and with simple words. It also helps to read what you have written out loud to determine if the message is consistent, the tone is appropriate and if the reader will easily understand what is written.
Final Note
Written communication is another essential pillar of communication and it just as important when it comes to creating an impression on the reader. In a work environment written communication is very important. For roles such as Public Relations, Human Resources and many others that require important messages to be conveyed through writing, being able to communicate effective through writing is an important skill.
Similar to speaking, at times you are required to be more assertive, persuasive or just putting a point across or creating reports that will be used to make critical decisions in an organisation. Writing effectively is indispensable in any workplace.
There are other honourable mentions that are specific to the content that is being written. The points we have covered will help in any situation where you are required to write.
