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Every week, I maintain THE TEMPLATE, an award-winningWinner of the 2015 Plank Center Award (public relations org.) for commitment to mentorship. blog that's been viewed more than 1.5 million times by people all over the world. In every column, I provide step-by-step instruction to help you become a stronger communicator. Like I always say, "Write well, open doors!"

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Write Less, Say More: The Power of Brevity

how to write brevity Write less, say more. That’s the power of brevity.

There is a common misconception when it comes to writing that is professional in nature that a person must write in a verbose manner to come across as intelligent.

I’m sorry. Let me do that again.

People often make a mistake in thinking that writing long-winded sentences with big words makes them appear smart.

Actually, let me try this one more time.

You don’t need to write a lot or use big words to sound smart.

Now, that’s better.

Too often, people write sentences like the one at the top when they should choose version #3. The main culprit, in my view, is the loathsome college essay. Only in college are we forced to write a paper a certain length. We develop strategies that balloon our paragraphs so we can fill out eight, 10 or 12 pages and pick up our gold stars on the way out.

In the real world, most people don’t enjoy reading lengthy emails, reports and presentations. It’s extra work and burdensome. Worst of all, trying to write beyond our skill level screams, “I’m in over my head.”

When you write with brevity, you make your points quickly and shrewdly. You don’t waste words and, in doing so, don’t waste a person’s time. A vendor or client, for instance, then sees you as sharp and courteous.

The secret to brevity (and, in turn, clarity) is something we are rarely taught growing up and may appear anathema to a professor of English lit:

Write like you are talking to a friend.

I don’t mean write in internet jargon or shorthand. Whenever I am stuck on a sentence, I step back from the computer screen and ask myself, “OK, what am I trying to say here?” Rather than come up with the most eloquent way to make my point, I write it out in plain English as if talking to a buddy. And once I have my conversational sentence, then I go and attack it with a red pen.

Let’s use the examples from the top.

The before:

There is a common misconception when it comes to writing that is professional in nature that a person must write in a verbose manner to come across as intelligent.

The after:

You don’t need to write a lot or use big words to sound smart.

First things first, I switched the voice from passive to active (from ‘there is’ to ‘you’). Always locate your subject and lead with it. Active voice feels confident; passive does not.

To write the shorter sentence (version 3), I sat up from my computer and asked, “What am I trying to say?” I stopped trying to be clever with it, and the words found their way onto the page.

I also have a habit of being very critical with the number of words I use in each sentence. Once I write something, I go back and decide if each and every word I just wrote deserves to be there. Say to yourself: if I remove this word, would the sentence still make sense? If I remove this sentence, would the paragraph make sense? And the ultimate: do I really need this paragraph?

Speed is key. When people read, for instance, your cover letters and resume, you need to be very respectful of their time. Don’t write five huge paragraphs that go on and on. Be tough on yourself and really give them just what they need to know. You are better off making one or two main points (or telling one great story) rather than trying to jam your entire life into an employer’s brain.

And when you finish editing your work, go back and edit again. After that, go back and edit some more. A boss may never tell you he/she loved your cover letter or resume, but ones that are tightly written and well-composed will leave an impression.

Most of all, you will stand out.

College did not prepare very well us to write in the business world. But those who take it upon themselves to learn to harness the power of brevity will have an edge every time.

Featured photo: Gratisography


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