The_Essential_Manager_s_Handbook

270 / SPEAKING AND WRITING

In focus

THE RIGHT ORDER

A poorly organized letter reads like

a mystery story. Clue by clue, it

unfolds details that make sense

only toward the end—if the reader

gets that far. Your job is to make it

easier for the reader, by explaining

each point with an overview,

followed by details. To avoid

any confusion, always give

directions before reasons, requests

before justifications, answers before

explanations, conclusions

before details, and solutions before

problems. Try the approach used in

newspaper articles. They start with

the most important information and

taper off to the least important.

Making your writing come alive

To escape from outdated, excessively formal

writing styles, try to make your writing more like

your speaking, and then ”tidy it up.” Imagine your

reader is in front of you and aim all the time for

writing that is clear, fresh, and easy to read. You may

need to write a first draft for structural purposes,

and then go back over your document.

VIGOROUS AND

DIRECT

Use active

sentences and

avoid the passive

voice. Be more

definite by limiting

the use of the

word “not.”

Make sure that your writing is:

US_270-271_A_Better_Writer.indd 270 31/05/16 5:29 pm