May 1, 2024
Writing When You Mean Business
By Gregory F. Treverton, Ajay Patel, and Dick Eassom
Crafting concise, effective business writing isn’t as challenging as it may seem. While English allows for ease in speaking poorly, the chasm between poor and proficient writing is substantial. This brief note aims to bridge that gap in English writing.
Establish Clear Structure: Particularly crucial for lengthy pieces, start with a paragraph or two defining the topic’s significance and the argument’s trajectory. Conclude with a succinct recap.
Utilize Subheadings: This is especially beneficial for longer texts, subheadings provide guidance and reinforce key points.
Avoid Passive Voice: Active voice enhances clarity, directness, and credibility. Structure sentences with subject-verb-object for maximum impact.
Avoid Generalizations: Enrich your writing with specific data and pertinent details rather than vague generalizations.
Craft Robust Thesis Sentences: The opening sentence of each paragraph should succinctly encapsulate its main idea, fostering coherence and clarity.
Use Simplicity in Language and Structure: Avoid unnecessary complexity. Opt for brevity and clarity in word choice and sentence structure.
Minimize Lists and Acronyms: Overreliance on lists and acronyms detracts from clarity and can be confusing. Use them sparingly and judiciously.
Eliminate Redundancies: Trim excess words and phrases to enhance clarity and conciseness.
Embrace Short Sentences: Keep sentences and paragraphs concise to maintain reader engagement and clarity.
Prefer Anglo-Saxon Roots: Choose simpler, punchier Anglo-Saxon words over complex Latin derivatives for greater impact.
Opt for Gerunds over Nouns: Gerunds often provide clearer, more concise expressions than complex nominalizations.
Elevate Verb Choice: Employ dynamic verbs to invigorate your writing and avoid excessive use of “be” verbs.
Vary Sentence Structure: Avoid repetitive sentence beginnings to sustain reader interest and rhythm.
Speak Your Writing: Strive for conversational clarity and directness by speaking aloud what you intend to write, avoiding convoluted sentences.
By adhering to these guidelines, you can significantly enhance the clarity, impact, and effectiveness of your business writing.
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Gregory F. Treverton was Chair of the U.S. National Intelligence Council until January 2017. He is now Professor of the Practice at Dornsife College, University of Southern California, Chair of the Global TechnoPolitics Forum, and an SMA Executive Advisor. |
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Ajay Patel, CF APMP, is SMA’s President and Chief Executive Officer. |
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Dick Eassom, CF APMP Fellow, is SMA’s Vice President for Corporate Support, and a certified Fellow of the Association of Proposal Management Professionals (APMP) |
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