Pen Zen: Bring Clarity to Writing

75 Comments

Photo via g2slp

By Jesse Hines

Have you ever read an email from someone that was too wordy, lacked focus, and left you confused? How can we learn from reading such emails to improve our own communication? How do we compose emails and writings that others will actually want to read?

The ability to write clearly is crucial to getting your message across no matter what you’re writing, whether it’s an email, a blog post, a magazine article, or a letter to a friend. Clear and concise writing is vital to having your words read and understood.

The whole purpose of most writing is to inform readers of something or to persuade people to do something. The more clear and concise your language, the easier your message will be understood, and the more likely your readers will respond to that message.

Before you can write clearly, you have to be able to think clearly. A big reason many writers don’t see desired success in conveying their message is that they were not focused on a clear message. Good writing usually stems directly from clear thinking.

In this post, we’ll first look at some common obstacles to clear thinking and writing, then offer some suggestions to develop the mental state for clear writing, and finally give some specific writing tips that, if implemented, will immediately add that magic touch of clarity to your writing.

Three Obstacles to Clear and Concise Writing

Obstacle 1: False ideas about what good writing is.

Many writers try to write more intelligently and attractively than they need to. Their writing can come across as trying too hard and that isn’t intelligent or attractive. There’s no cosmic law dictating that as soon as you start putting words on paper, you have to jazz it up and make it sound more intelligent than it really is.

Even writers with more knowledge and experience make this mistake. They want to impress readers with their grandiose grasp of the language, tossing about little-known, large words and trying to write in a clever way that ends up diminishing the clarity of their message. They’ve forgotten the most important piece of good writing: your first priority is to inform your readers, not to impress them.

If you seek first to impress, you probably won’t; nor will you often truly inform, as your message gets lost in the jungle of your arcane vocabulary. Seek first to inform, as clearly as you can. If you do that, you stand a better chance of also impressing your readers because you expressed your points clearly.

Obstacle 2: Not being clear about one’s message.

Many writers have a general idea of what they want to say, but they don’t crystallize it in one short, snappy sentence. Thus, they start out writing, touching on their topic from different angles, and including every bit of information they think is relevant.

The writing may end up readable and professional sounding, but the readers will come away thinking that, while they understood the gist of the author’s intent, they can’t precisely say what the take-home point was. This is usually because the writer never really knew what it was either.

Obstacle 3: Distractions.

Your mind has to be clear for your writing to be precise. If you’ve got the TV on in the background, if other people are coming in and out of your writing space, if you’ve got Twitter updates and email updates continually popping up on your screen, etc. - your focus will be eradicated.

How to Develop the Clear Mental State for Writing

1. Read, Read, Read

Reading broadly can accomplish two things: one, broaden your vocabulary so you more naturally use the right words instead of searching about for intelligent-sounding words which might not be a good fit; and two, you can get a much better, natural feel for what makes up good, clear, and fluid writing.

Additionally, you expose yourself to more ideas and perspectives, forcing yourself to think more critically in general, which will enable you to think more critically about the subjects on which you’re writing.

Respected magazines and newspapers which regularly include in-depth articles and essays have been extremely helpful to me in demonstrating how to write clear, engaging, intelligent prose which convey both a clear message and a colorful style. Two of my favorites are GQ Magazine and the Wall Street Journal newspaper.

2. Read Books and Blogs on Writing

The following are resources that have most directly and immediately benefited my writing mechanics.

• Book: The Elements of Style by William Strunk, Jr., and E.B. White.
• Essay: Politics And The English Language by George Orwell.
• Book: Style: Lessons in Clarity and Grace by Joseph M. Williams.
• Blog: Copyblogger by Brian Clark.

3. Clear Your Writing Space

When it’s time to write, clear everything off your writing table except for what’s absolutely necessary to write the piece. There might be all kinds of unrelated notes, books, magazines, loose change, several pens, notepads, etc. Simply take a minute to rid the table of all the excess. Only keep resources directly related to the current project and set everything else aside. For example, a pen or notes might be good resources to keep close. Clarity and simplicity in your workspace lends itself to clarity and simplicity in your thinking, and so on down to your writing.

4. Block-Off Time

Determine how much time you realistically think you’ll need to write the piece and schedule that time period for writing only. Say it’ll take you maybe three hours. Block off that time and do nothing but work on the project for the full three hours, taking a five-minute break at the end of each hour to walk around and stretch.

5. Eliminate Distractions

Turn off the television, turn off your cell phone, turn off instant messaging, turn off Twitter and email updates, and anything else that’s likely to interrupt you, thus diminishing your focus. You might also consider turning off your Internet connection so you don’t surf the web.

All of that distracting infotainment will still be there in droves once you finish your project. Then info-binge all you want. But, for the time being, do nothing but write. Simple. Clear. Focused.

8 Keys to Clarity When Writing

1. Visualize Road Signs

Think about the street and highway signs you see around your city. People who write road signs have very little space within which to get their message across. In that very limited space, the fewer and larger the words, the more likely drivers are to see the words and process the conveyed message.

Examples:

• Do Not Enter
• Speed Limit 50: Next 400 Miles.
• Stop

Notice the concise prose. The message is very clear. Do the same in your own writing. Choose the right words, the most descriptive words, and keep your words to a minimum. Say exactly what you have to say and be done with it. Don’t muddy up your meaning by writing more than is necessary to make your point.

2. Write a One-Liner Summary

You may remember writing a thesis statement in high school or college. Similar to a thesis statement, consider putting together a one sentence summary text describing the main purpose prior to writing.

Whenever you have something to write, take a few minutes to think your subject through, and then write out, in one or two short sentences, the main idea you’re trying to get across. Think about your purpose with this piece of writing and your expected outcome.

Do this for yourself, as a guiding structure for your writing, and refer back to it regularly to stay on track toward your primary argument.

A purposeful summary or thesis statement is like a company’s mission statement; it sets out our clear mission in whatever we’re writing.

3. Do Your Headline First

A headline is a one-sentence encapsulation of your subject and will act as a guiding force for your entire piece. While the thesis statement is a promise you make to yourself, your writing will reflect the thesis statement - a headline “is a promise to prospective readers. Its job is to clearly communicate the benefit that you will deliver to the reader in exchange for their valuable time,” says Brian Clark.

Figure out what you really want your piece to say, and after putting together a good thesis statement, write up a good, snappy, eye-catching, bold, informative, and short headline.

Once you have a good title, it functions as a reference point for your piece. As you’re writing, imagine yourself in the place of your readers; continually ask yourself if the arguments you’re making, the prose you’re writing, truly fulfills the promise made to your readers. Combining a good thesis statement with a good headline before you begin writing can have a powerful, laser-like effect on your focus, enabling you to write with more clarity and purpose.

Photo via Peter Gene

4. Write Like You Talk

Instead of reaching about for soaring words and phrases, simply write like normal people speak. Of course, you’ll have to adjust for legitimate differences between spoken and written words, but you should use the language your readers will clearly understand and relate to. Don’t confuse your prose’s clarity by using jargon or stilted, “intelligent” words.

An example of what you shouldn’t write:

“I do believe that the most important action that could be taken to improve customer satisfaction is to truly engage customers by establishing a significant relationship with them through extended attention to what motivates them to take a particular stance in correlation to the company.“

Most normal people don’t speak like that. Change it to:

“Let’s really pay attention to what our customers say they want from us.“

Remember, simple, short, and clear.

Another benefit to writing like you speak is that you retain your own voice and can express yourself authentically. You don’t need to search for unfamiliar language to sound more professional. Simply be yourself and write the way you speak. Your prose will become clearer and your own voice will shine through.

5. Use Simple Words to Evoke Vivid Images

Often the simple short word will do much better than any large word, to convey your idea, and be more clearly understood. Try to create concrete images in your writing by using real, earthy words; words that describe actual things. Here are some related quotes from respected authors:

• “Never use a long word where a short one will do.”-George Orwell.
• “Always prefer the clean direct word to the long, vague one. Don’t implement promises, but keep them.”-C.S. Lewis.
• “Poor Faulkner. Does he really think big emotions come from big words? He thinks I don’t know the ten-dollar words. I know them all right. But there are older and simpler and better words, and those are the ones I use.”-Ernest Hemingway.

6. Eliminate Redundant Words and Phrases

Some redundancy is necessary to stress your main points, but too much indicates that you don’t really have much to say or know how to say it well. An easy way of reducing redundancy is to not use two or more words which mean the same thing.

Examples,

• Past history - if something is history, it clearly happened in the past;
• Armed gunman - if someone has a gun, they’re clearly armed;
• Foreign imports - if something is imported, it’s clearly foreign;
• Screaming loudly - if someone is screaming, they’re clearly being loud.

Only use the words you need to use and eliminate excess. After writing, go back to each paragraph and sentence with a fine toothed comb and see how you can rephrase the same meaning using fewer words. Do this several times. Don’t be afraid to cut text out, if it means a more effective piece of writing.

7. Minimize Clichés.

A cliché is a phrase, expression, or idea that has been overused to the point of losing its intended force or novelty, especially when at some time it was considered distinctively forceful or novel. Dulling your writing or speaking with clichés is lazy thinking. It shows you don’t value your subject enough to invest the energy and time to really describe it in more colorful, unique, and accurate language.

George Orwell called clichés dying metaphors and ready-made phrases that do your thinking for you. Instead of using clichés to fill in space, aim to think critically about meaning and choose words that accurately and freshly conjure the image and meaning you are trying to convey.

Examples of long-standing clichés:

• Light at the end of the tunnel
• Keeping up with the Joneses
• Put it on the back burner

Examples of popular clichés today:

• Size does matter
• Perfect storm
• Watergate, Spygate, Nipplegate, Ashleygate. (anything that’s a scandal)-gate

Orwell offers this advice for using more colorful language without resorting to clichés:

“A scrupulous writer, in every sentence that he writes, will ask himself at least four questions, thus: What am I trying to say? What words will express it? What image or idiom will make it clearer? Is this image fresh enough to have an effect? And he will probably ask himself two more: Could I put it more shortly? Have I said anything that is avoidably ugly?

But you are not obliged to go to all this trouble. You can shirk it by simply throwing your mind open and letting the ready-made phrases come crowding in. They will construct your sentences for you - even think your thoughts for you, to a certain extent - and at need they will perform the important service of partially concealing your meaning even from yourself.”

8. Cut Out Most Metadiscourse.

Metadiscourse is simply writing about writing. It occurs when a writer comments on what he is saying. Examples are: I believe, I think, In my opinion. These are unnecessary because it is clear that you are the one expressing your opinion, and excessive usage can make your writing sound extra verbose.

An example of especially verbose metadiscourse:

“I would like to take this opportunity to offer a hearty congratulations to you.“

No need to say you would like to take this opportunity; just take it. Don’t tell him that you would like to, or are about to, offer congratulations - just congratulate him.

Here’s an alternative version projecting the same meaning:

“Congratulations!“

There are times when metadiscourse is helpful. Particularly, when the topic is controversial, it is wise to be clear that a statement is our opinion.

The point here is to become aware of when we add extra words to justify ourselves. Constantly adding metadiscourse adds unnecessary words and buries the main point.

What components have you noticed in writing making it easy to read? Any tips for keeping your emails and writing as simple and clear as possible? Share your thoughts with us in the comments. See you there.

Jesse Hines is a freelance writer. For any writing needs you have, contact him for a quote via his website. To get more writing tips from Jesse, subscribe to his blog, Robust Writing.

If you enjoyed this article, please vote for it on Digg, share it on StumbleUpon or bookmark it on del.icio.us. I appreciate your support. :)

Other Articles You May Enjoy:

• Connect with Your Creative Writer
• The Simple Life
• Your Guide to Get Spinning in the Idea Tornado
• 5 Keys to Simplifying Any Concept

External Resources:

• Book: The Elements of Style
• Book: Style: Lessons in Clarity and Grace
• Mike D: The Five-Sentence Email Rule
• Doshdosh: How to Say Nothing in 500 Words

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75 Responses (71 Comments, 4 Trackbacks ):

Comments

1. Lewis

   Aug 05 08, 4:40 pm PDT

   1

   Wow! Great Information! You could make this into an ebook with the amount of info you packed into this post. I will continue to return to this while writing my blog posts.

   Thanks

2. Avani-Mehta

   Aug 05 08, 4:47 pm PDT

   2

   In order to gain clarity, speak out what exactly you want readers to get. This one has worked very effectively for me. I bounce ideas and thoughts with my family/friends.

   Clarity in writing comes from simplicity in thinking. Think of how would you explain your concept to a kid. Everything superficial and hyped goes out of the window then and you are left with the core of the article.

3. Tom Stine | Spiritual Life Coach

   Aug 05 08, 5:04 pm PDT

   3

   I especially liked the 8 Keys. I have always had the one line summary running in my head, but never written it on paper. I’m going to start putting it at the top of my page and going from there. I like the idea of a touchstone for maintaining focus. Thanks, great post.

4. Jonathan Mead

   Aug 05 08, 5:09 pm PDT

   4

   My advice:

   Get to the core. Omit needless words. Bring freshness and creativity (say tired things in new, unexpected ways). Omit needless words. Omit needless words.

5. Tina Su

   Aug 05 08, 5:14 pm PDT

   5

   I’m a big believer that regardless of how complex a subject is, it can always be broken down into its simplest forms and explained to anyone.

   “If you can’t explain it simply, you don’t understand it well enough.
   If you can’t explain it to a six year old, you don’t understand it yourself.”
   – Albert Einstein

   Sometimes, when I’m writing an email, I’m not really thinking and end up doing a brain dump instead of just “getting to the point”. The receiver of that email will feel confused and possibly overwhelmed by the verbose email.

   Instead of instantly dive into typing, I sit for about 10 seconds and ask myself “What is the point? What outcome would I like?” And type a concise version of my intentions. Short, to the point, easy to read, quick.

   Tina

6. Nathalie Lussier

   Aug 05 08, 5:15 pm PDT

   6

   I think one of the gems is this: write like you talk. It helps to just get ideas out on the page first. Then go back through your writing and remove needless words. ;)

   This is a nice post to keep handy.

7. John Rocheleau

   Aug 05 08, 5:37 pm PDT

   7

   Good resource Tina.

   I forget where, but a long time ago, I read that the two best tools for the writer are the period and the red pen (in the days where a printed draft would be edited by hand). That seemed to make good sense to me. Reading the works of famous writers proves the point.

   That, and not overusing adjectives.

   John

8. photochicki

   Aug 05 08, 6:07 pm PDT

   8

   this is just what I needed to read while I am on my way to finishing my thesis. i will definitely return to this to remind myself of the tips i need to keep in mind while writing!

9. Evelyn Lim | Attraction Mind Map

   Aug 05 08, 6:08 pm PDT

   9

   Great writing tips!! I pretty much agree with most of them. I find it hard to write when I am all cluttered up in thoughts. So the one line summary is a useful thing that I’ve also been doing. Coming up with an outline thereafter also helps develop the “plot” to the article.

   Thanks for sharing,
   Evelyn

10. Marc and Angel Hack Life

    Aug 05 08, 6:14 pm PDT

    10

    Clear, concise… I love it. Thanks for sharing this with us Tina! ;-)

    Dugg…

11. Andrea Hess|Intuition In Business

    Aug 05 08, 7:12 pm PDT

    11

    Great advice, Jesse and Tina. I have to say, though, that I tend to write my headline last, and I enjoy starting in the second paragraph. Otherwise, there’s too much pressure in the blank page!

    I love the idea of writing the way we talk. I generally write a I’m “talking” in my head, then go back and take out every extra word that I can find and tighten it up. That way, the meaning flows but I am more concise than I would be with the spoken word.

    Blessings,
    Andrea

12. Bamboo Forest

    Aug 05 08, 7:14 pm PDT

    12

    Great article Jesse!

    You have explained in a single article, the areas many of us fall short of in our writing. Giving us the understanding we need to make our writing more simple, Clear and focused.

    Bravo.

13. Monica at Healthy Green Moms

    Aug 05 08, 7:25 pm PDT

    13

    Wow Tina, such a useful article.
    I’m going to follow your instructions for my next article. It’s been quite a journey “learning” how to write. I can really see that less is more, but I won’t go on, as you get my point!
    Thanks much :)

14. Kyle Freeman of Unvain.com

    Aug 05 08, 8:05 pm PDT

    14

    I digg it Jesse. I’m gonna try this for my next big post!

15. Jean Browman - Cheerful Monk

    Aug 05 08, 8:24 pm PDT

    15

    I tend to start with a picture and a tentative headline, and I don’t write in one session. I try to get my general subject early in the week (I write two weekly blogs, so I allow myself plenty of time for them), and I remind myself of my subjects from time to time and let the ideas come up naturally. When I feel that a particular slant will take too many words, I back off and try something else, but most of this is done away from the keyboard. Some of my best thinking/playing time is done lying in bed in the morning. “Thinking” is more like just lying there letting clouds form and reform. When one formation gets me excited, then it’s time to start putting words on paper.

    This approach works for me because I’m mainly trying to share the deepest part of me with other people. I figure if I’ve learned something from the piece then it’s a success. And usually when that happens some other people like it, too.

16. Scott McIntyre

    Aug 05 08, 9:06 pm PDT

    16

    Thank you, Jesse and Tina, for this helpful guide to effective writing.

    I especially like the 8 point summary of tips you suggest.

    Like any skill in life that we want to develop, we need to study the basics, practice, and become confident in our own abilities.

    The key is then to build our own unique works of writing using these basic building blocks.

    Every great masterpiece of literature begins with one word.

17. Ankesh Kothari

    Aug 05 08, 10:56 pm PDT

    17

    Here is a 9th key to gain more clarity while writing: start with the end in mind.

    By knowing how you want to end the article and what message you want to convey, you can then cut your writing time in half, keep the copy crisp, and also build some suspense into writing.

18. Glen Allsopp

    Aug 05 08, 11:23 pm PDT

    18

    Excellent, I was looking for something like this very recently. I found a guide by Eckhart Tolle on writing that I was fascinated by. He states he just waits till the next right feeling comes to him then he will write it. If it’s not there he will sit and wait patiently.

    Great stuff Tina

    Cheers
    Glen

19. Jonathan McElroy

    Aug 06 08, 12:16 am PDT

    19

    What are your thoughts on ending sentences with prepositions?

20. Aw

    Aug 06 08, 1:27 am PDT

    20

    Reading books is really important, however, it’s very important to choose what to read.

    Reading a bad book is even worse than reading nothing.

21. Alex Fayle

    Aug 06 08, 2:47 am PDT

    21

    @ Jesse
    Wonderful guide to writing. I’d add one more suggestion - know your audience and pick an appropriate voice.

    For example on my blog (like most blogs) I’m very chatty and write more or less as I speak (I say more or less because to write a transcript of what we say would produce unreadable material for the most part). For a business report for a client, however, I’d never be chatty. Different audience, different expectations, different voices.

    @ Glen Allsopp
    If I waited for inspiration for everything, I’d never get any writing done, ever. I believe that if you’re going to write consistently, inspiration comes with practice. The more you write regularly, even when you don’t want to, the more you will will write regularly - momentum is a powerful force.

    @ Aw
    Reading bad books can be good examples of what not to do, as long as you are aware of the bad writing style. Then again, what someone believes is bad writing (for example, for me The Davinci Code is very poorly written) is great writing for others (the numbers of months it sat on the top of the bestseller lists).

    Overall, a great conversation topic, Jesse!

    Cheers,
    Alex

22. Jonathan - Advanced Life Skills

    Aug 06 08, 6:16 am PDT

    22

    My two biggest takeaways are:
    1) Eliminate Distractions
    2) Cut Out Most Metadiscourse

    And apparently the Road Sign thing registered as well.
    Thanks for all the great pointers, they will really help.

23. Jesse Hines

    Aug 06 08, 7:20 am PDT

    23

    Lewis,

    Thanks. An ebook? That’s an idea. Glad you can use this post.

    Tom,

    The one line summary can be a great help in keeping one’s writing focus, no doubt.

    Jonathan,

    “Omit needless words.” Absolutely. Always.

    Tina,

    I love that quote from Einstein–I knew of it, but I couldn’t locate who actually said it. It’s something we should all always keep in mind when expressing anything.

    Nathalie,

    “Write like you talk” is one of the simplest ways to improve one’s writing. It ensures that we keep our own voice.

    photochicki,

    Good luck with your thesis. Glad we could help a little bit.

    Evelyn,

    Thanks. Again, a one line summary is very helpful.

    Andrea,

    Write like you talk. Yes. It’s simple. More folks should try it.

    Bamboo,

    Thanks for the bravo.

    Kyle,

    Glad you dugg the post. That would be cool if you’re able to implement some of these for your next big post.

    Scott,

    Glad you enjoyed the tips. You’re right–we should “build our own unique works of writing using these basic building blocks.” Common approaches, unique works.

    Alex,

    Great addition: “know your audience and pick an appropriate voice.”

    That is vital to effective communication, both writing and speaking.

24. Jesse Hines

    Aug 06 08, 10:53 am PDT

    24

    Jonathan McElroy,

    I don’t mind ending sentences with prepositions.

    I know that many people strongly believe you should never end a sentence with a preposition, but that’s one rule that isn’t definitively argued for, in my opinion.

    I agree with the following excerpt from this article:

    http://www.grammarmudge.cityslide.com/articles/article/1026513/8910.htm

    “As Theodore M. Bernstein says in The Careful Writer (Atheneum: 1968), ‘It is well to consider that a sentence ending with a preposition is sometimes clumsy, often weak.’ But Bernstein adds that ‘a preposition can itself provide strength at the end of a sentence.’ ‘This occurs,’ he says, ‘when the preposition carries real import and the verb has a rather low charge; in such instances heavy stress . . . falls on the preposition, and idiom declares that it appear at the end.’”

    Some examples of when using a preposition to end a sentence would be preferable:

    “He didn’t know what he was getting into.”

    “You don’t know what I have been through.”

    and from Shakespeare:

    “We are such stuff as dreams are made of.”

25. Glen Allsopp

    Aug 06 08, 11:10 am PDT

    25

    @ Alex Fayle

    I agree that it is probably not the best method to use, I found it interesting nontheless.

26. Pokin

    Aug 06 08, 12:41 pm PDT

    26

    Great post! I also found it really helpful to maintain a steady pace when writing. If I’m stuck in a section, I skip it and move on. Agonizing over the right words one section at a time usually resulted in verbose sentences that didn’t flow. I’m of clearer mind coming back to those trouble spots at the end.

    I’m also in agreement with the above. I’m a strong believer of “write like you talk”. I’ve gotten in trouble for being too colloquial before, but I’ll take that to the alternative.

27. sselthguoht

    Aug 06 08, 12:42 pm PDT

    27

    Why doesn’t anyone talk about the creativity at http://stuffididlastnight.com at all????

28. Brent

    Aug 06 08, 12:59 pm PDT

    28

    Delightfully enough, this post has been cited at digg.com under the title Kick-Ass Guide to Write with Clarity (sic).

    Oh dear.

29. djb

    Aug 06 08, 1:06 pm PDT

    29

    “Could I put it more shortly?” could be “Are fewer words possible?”

30. dorian

    Aug 06 08, 1:14 pm PDT

    30

    Perhaps you could add that NOT inserting ads into your text makes it even more fun to read it.
    Further than that, I really like your article. Good job!

31. Alison Wiley

    Aug 06 08, 1:55 pm PDT

    31

    Ah. Clarity is a favorite topic of mine. The times I’ve gotten awards for my writing and (separately) been published in major newspapers have been the times I’ve been crystal-clear in my thinking. The clarity then got transmitted to the reader, a la Pen Zen.

    I see our lives as being very parallel to our writing. . . . what do we stand for? What can we strip away, and what’s the essence?
    http://www.diamondcutlife.org/

32. Owen Hopkin

    Aug 06 08, 2:11 pm PDT

    32

    Maybe I’m not the target audience here, but I found this article a little worrying in its drive to stifle creativity.

    I absolutely agree with the stand taken against corporate newspeak and the tendency to over-elaborate, but if everyone wrote like The Wall Street Journal we’d be living in a very boring world indeed.

    Don’t just think about what you want to say. Think about how you can say it creatively! There’s nothing wrong with reaching a little higher, or trying to take the reader a little higher, too. Maybe, just maybe, the word you don’t understand has precisely the correct meaning and not ‘arcane’ at all. Let’s not forget to use the dictionary here. It’s one of the most powerful language tools we have.

    Clarity in writing is incredibly important, but the creativity that’s been the bedrock of English writing should be embraced and used. Great prose is not just for musty old books, it’s there to help you express your personality, your emotions and your message.

33. Jim McDosh

    Aug 06 08, 2:21 pm PDT

    33

    Dude Clarity is worth its weight in gold. Didnt you know that.

    JT
    www.Ultimate-Anonymity.com

34. Ken

    Aug 06 08, 2:37 pm PDT

    34

    taking your advice: Great. Post.

35. alan

    Aug 06 08, 3:08 pm PDT

    35

    The metadiscourse point is huge and the most common mistake of otherwise reasonable corresponders. However, I was particularly impressed that you included the corollary that metadiscourse is sometimes important for managing tone. Sometimes, delivering a point to directly carries an unwanted abruptness that can be smoothed out with the cadence management metadiscourse provides. That said, you should always start off by removing it and only re-apply it in the Few instances where it is necessary.

    Also, the point you made about thinking about what you want to say before writing is the single most effective tool to good writing. It’s the art of thinking about the message rather than the writing. Once you realize what it is you want to convey, simply write it out just as you thought it. 90% of the time, that’s the optimal way to write.

36. John Breininger

    Aug 06 08, 4:31 pm PDT

    36

    Good informative article.

    You might find the book I just finished reading called: Words that Work by Dr. Frank Luntz interesting. He espouses many of the same basic fundamentals that you point out and takes it to the next level. Highly recommended for anyone that needs to use the English language to communicate effectively.

37. Phillip Promotes

    Aug 06 08, 6:15 pm PDT

    37

    Nice one brother. Online writing and print writing all require well-written copy.

    Glad you drive home that point.

38. Jesse Hines

    Aug 06 08, 7:13 pm PDT

    38

    Owen,

    Trust me, I have no “drive to stifle creativity” whatsoever.

    In fact, I agree that with you that “if everyone wrote like The Wall Street Journal we’d be living in a very boring world indeed.”

    That’s why I also mentioned GQ Magazine because it runs monthly in-depth articles on interesting subjects, often very creatively and elegantly written–great examples of style and clarity.

    Reading feature-length magazine essays and articles (as well as the short articles) in addition to great literature has helped me improve my own creative writing.

    The point, though, is to make sure we’re clear about our subject and message before we get too creative with it.

    Let’s use the dictionary and imbue our prose with elegant and provocative creativity, but let’s also make sure that the words we’re using actually mean what we want to say.

    I’m all for clarity and creativity.

39. Flora Morris Brown, Ph.D.

    Aug 06 08, 7:31 pm PDT

    39

    Thanks for these reminders. A potential danger in the haste of churning out daily blog posts is making some of these very mistakes.

40. PinoyCopywriter

    Aug 06 08, 8:42 pm PDT

    40

    Clarity is hard to achieve simply because there will always be distractions all around you. I don’t believe in a perfect, peaceful, writing-conducive environment. Distractions will always be there. Now, how you handle that is the true test of a clear mind.

41. Ohm

    Aug 06 08, 8:55 pm PDT

    41

    This is a well researched article Jesse/Tina and I’m impressed how much information you have packed into it. I think we need to consistently monitor ourselves when we write. Trimming excessive words is as much a necessity than bringing the actual message across.

    -ohm

42. Jenny

    Aug 06 08, 10:04 pm PDT

    42

    Thanks, I hate writing letters. I tend to ramble and avoid it as much as possible. Now I can try some good ol’ fashioned correspondence again.

43. Poems

    Aug 07 08, 2:22 am PDT

    43

    Such a great pointers!!!! Thanks for sharing with us!

44. Martin Wildam

    Aug 07 08, 3:09 am PDT

    44

    Thanks for the great article and also the lot of informative comments.

    > I believe, I think, In my opinion.
    > These are unnecessary because it is clear
    > that you are the one expressing your opinion,
    > and excessive usage can make your writing sound extra verbose.”

    I do not completely agree with this as there are differences in “I think” (just an idea that asks for a response to it) and “I know” (result of a research or testing). An opinion is a more proven thing than a thought. For all variants it is ok to share with others (you not necessarily may share only proven knowledge unless you are writing about the results of a scientific study ;-) ).

    However, such phrases are often used more intensive than necessary.

45. Elaine K

    Aug 07 08, 5:37 am PDT

    45

    Superb advice! Thanks!

46. Jesse Hines

    Aug 07 08, 10:23 am PDT

    46

    ohm,

    Thanks.

    I think you’re right that “we need to consistently monitor ourselves when we write.”

    It’s all about focus.

    Martin,

    Indeed, “there are differences in ‘I think’ (just an idea that asks for a response to it) and ‘I know’ (result of a research or testing).”

    All metadiscourse shouldn’t always be eliminated, but it should be scrutinized to see if it’s really necessary or helpful.

    Sometimes it is, often it isn’t.

    But, it does depend on the context.

47. Giyen

    Aug 07 08, 5:56 pm PDT

    47

    There is no better book for writing than Elements of Style. Classic and relevant all at the same time. Good writing does not go out of style.

48. young ha kim

    Aug 07 08, 10:38 pm PDT

    48

    Thanks for the helpful advice.

    This post reminds me of Mr. Collea who used to write a note in my bio lab report: “too much information is no information!”

49. njprogressive

    Aug 08 08, 8:52 am PDT

    49

    Use the active voice. When you use active verbs, your writing is shorter, punchier, and more direct.

50. Ed

    Aug 09 08, 6:35 am PDT

    50

    In tip 6 you admonish the writer to “Eliminate Redundant Words and Phrases”.

    In tip 5 in the opening paragraph you advise the writer to use simple words and then you provide 3 quotes which repeats the advice made in the opening paragraph. The quotes are redundant.

    I expected to see examples of using simple words in tip 5 instead of the 3 repeated quotes.

51. fiona

    Aug 09 08, 11:50 pm PDT

    51

    I agree short and simple is better than too wordy sentence.

52. Jesse Hines

    Aug 10 08, 12:10 am PDT

    52

    Ed,

    Perhaps I should have given examples of simple words to use instead of bigger words; at the same time, I think you’re confusing the different types of redundancy.

    There’s a major difference between bad redundancy, which uses two or more words that mean the same thing to describe something (for example, “armed gunman”) and good redundancy, which really emphasizes a vital point (for example, me giving three similar quotes by three different, highly respected authors).

    By appealing to authority, I strengthen my argument so that it’s not just me advocating the use of simple words–better writers than I do, too.

    Using redundant words is almost always bad, but repeating your main point can often be good–within reason.

    Anyway, here are some big words and their preferable, simple versions:

    Inexorable: determined, unstoppable
    Veritable: real, true
    Expedite: speed up
    Ameliorate: improve
    Clandestine: secret, hidden

    I hope that helps.

53. Writer Dad

    Aug 11 08, 1:24 pm PDT

    53

    If you really want to get to the meat, it’s hard to go wrong with the advice of Strunk and White.

54. Cath Lawson

    Aug 13 08, 1:32 am PDT

    54

    Hi Jesse - What a brilliant post. I am guilty of some of those mistakes - particularly trying to cover too many angles, instead of keeping it simple. Your tips have helped me to see where I’m going wrong. Thank you.

55. Jesse Hines

    Aug 13 08, 7:39 am PDT

    55

    Cath,

    Thanks for the good words.

    I’m glad you were able to use some of these ideas.

56. Kiki LeBlue

    Aug 13 08, 2:38 pm PDT

    56

    I really like your post. I think you’re handing out great advice, and I think you’ve done an excellent, if not slightly verbose, job of covering a lot of the essentials. However, writing about writing is fraught with potholes because YOUR writing style essentially dictates how seriously it will be taken. And so for the future I would recommend grabbing several editors before posting an article like this. After all, one of the keys to great writing is great editing. Because sometimes you have to look at what you have written with a more than fine toothed comb, before others do it for you.

57. L.D.

    Aug 14 08, 11:50 am PDT

    57

    Thank you for that! It is great to read this helpful advices, which will surely help me writing more clearly, though I’m from germany and thus usually only write german ;)

58. Sara at On Simplicity

    Aug 14 08, 5:34 pm PDT

    58

    I definitely make some of these mistakes. I think (See? I just did it!) I use metadiscourse to maintain a certain cadence and promote a conversational tone. It’s easy to go overboard, though.

    I’d absolutely second the recommendation to clear your space out. For writing with an established purpose, it can work wonders. For creative writing or brainstorming, though, I tend to break all the rules. I plop myself in an unusual space and go at it, with no particular destination or point in mind.

    Your points are well-taken. If you ever republish this anywhere, it would great as a four-part series.

59. fiona

    Aug 16 08, 11:03 pm PDT

    59

    Nothing beats reading :) And dont write if you are not in the mood.

60. Wing Girls

    Aug 17 08, 7:14 pm PDT

    60

    I completely agree with the comments listed in this article. I feel that with emails, texts etc there is so much room for error and confusion.

    Awhile back, I met one of the staples in the advertising world, Bruce Silverman. He came up with “American Express don’t leave home with out” plus tons of others. He recommended the best book ever for communicating effectively. It is called Writing that Works by Kenneth Roman (Author), Joel Raphaelson. You can get it on Amazon or click here.

    This book taught me that big words and fancy writing is useless and the best way to communicate is through simple, easy to read messages.

    Great article.

    Thanks for the read.

61. Big George

    Aug 20 08, 5:00 am PDT

    61

    Wow, this is such a great article, long! but interesting none the less. My TV is off, my topic is focussed and i’m ready to write! Thanks for all you advice.

62. Orchid

    Aug 21 08, 12:56 am PDT

    62

    I think this is good advice if you’re all about imparting information and nothing more, but sometimes an interesting journey is more important than the destination.

    Please don’t confuse “interesting” writing with convoluted, complex, riddled with difficult language and unnecessarily wordy writing. Of course, I’m guessing I’ve just used a handful of verboten (oops, there I go again) words according to ‘use simple words’ rule.

    I think I’ll stick with writing in “color” over simplified “black and white” with my writing. Thanks anyway.

63. Jesse Hines

    Aug 21 08, 8:54 am PDT

    63

    Orchid,

    “sometimes an interesting journey is more important than the destination.”

    Sometimes.

    But, why bother ever getting to the destination then? I hear that sentiment a lot, but I wonder: let’s ask an Olympic athlete who wins a gold medal or, conversely, an athlete who barely failed to medal, if all their training and sacrifice was “more important” than winning the medal.

    Presumably, their journey was more about their destination (an Olympic gold medal) than just the journey (training, long hours, specialized diet) as an end in itself.

    “I think I’ll stick with writing in ‘color’ over simplified ‘black and white’ with my writing.”

    It’s not an either/or situation. Good writing imparts information in a colorful way. But, without clarity of purpose and meaning, and a meaning clearly expressed, colorful writing by itself isn’t complete.

    Combine the two (clear information colorfully imparted) and you’ve got some powerful writing.

64. J.D. Meier

    Aug 22 08, 5:53 pm PDT

    64

    Conversational writing wins. I like your point on metadiscourse.

65. justine

    Aug 23 08, 5:28 am PDT

    65

    i checked out the elements of style from the library and i just love, love it. the book is small and right to the point. anyway, thanks so much for recommending this book. i think i might be buying it for reference. have a wonderful day tina.

66. Jef

    Aug 24 08, 2:57 am PDT

    66

    Question: ANYone know the article of reference from Orwell?

67. Jacob

    Sep 14 08, 11:27 am PDT

    67

    Great article, among the many others. I may have to revisit my writing as I know I have a tendency to be overly verbal. I give way too many brain dumps in email at work because I haven’t distilled out my real question. It’s like thinking out loud in email. :-) I do it all the time! Lesson learned…

68. Jesse Hines

    Sep 23 08, 7:52 pm PDT

    68

    Jef,

    You asked: “ANYone know the article of reference from Orwell?”

    For some reason, the link is not working, but here’s the article and a link that works:

    “Politics And The English Language”
    by George Orwell

    http://www.ourcivilisation.com/decline/orwell1.htm

69. Tyson

    Dec 18 08, 10:44 am PST

    69

    You may want to change your link to the “How to Say Nothing in 500 or Less” article, the original article is no longer at that location this post says it is. This is a common problem we find in SEO, and I recently wrote about it on our blog, which you may find interesting, and also includes an updated link to this great article.

    Portland Search Engine Marketing Blog

70. Trinnie Sy

    Jan 21 09, 6:35 pm PST

    70

    Very useful and no-frills. I just love your articles!

71. Athlyn Green

    Mar 31 09, 11:18 am PDT

    71

    Absolutely essential information. This article is informative, content-rich and offers invaluable advice to newer and established writers. 3 thumbs up!

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