Making Your Point
Oct 6, 2010 12:00 PM, By Don Kreski
How to write for websites, brochures, engineering documents, or email.
A good lead
Make your most important point first. You will get people's attention if you start out by telling them that they're going to save $50,000 by accepting your proposal. If you were writing a novel, you'd keep the climax for the end, but in a press release, a blog entry, or even just a note, the main thing you have to worry about is whether they will read it at all.
Journalists call the first sentence of an article the "lead," and they know that it's the most important sentence they will write. If you can write a good lead when you first sit down, the rest of the piece will follow naturally. Still, most people have to write a first draft before they can figure out what's most important or what will be most likely to grab their reader's attention. When that happens, pull your lead from wherever you find it and rewrite or rearrange as necessary.
Break things up
People like to digest complicated explanations in pieces. If you're telling the story of your company on your website, for example, write one topic per page and try to present each topic with a single theme that you introduce with a strong lead. If you're writing a proposal, separate the topics into distinct sections.
Within a given web page, letter, or article, organize your ideas into sub-sections and use subheads to set them off. Present your thoughts in bite-sized pieces, arranged in a logical order to make your point. If some readers skim your work rather than pore over it carefully, the subheads can help them follow your ideas. Miss Pence would never allow bullet points, but they can help you communicate to readers in a hurry.
Convince your readers
Avoid hype. Superlatives are not enough. Because we are constantly bombarded by advertising messages, any time you overstate your point, readers get suspicious.
What you need to do is find out what's true about the thing you're trying to describe, then state that simply and clearly. Prove, if possible, why it is "great," "best," or "world-class." Most of the time, if you give the reasons and skip the adjectives, you'll be more convincing.
For the sake of clarity, good spelling and punctuation are a must. Usually you're better off avoiding slang, jargon, and offbeat language, but it's OK to have fun once in a while, if you're sure your reader will appreciate it.
If it's an important document, read it aloud at the end of the writing process. Pronouncing the words, even in a whisper, forces you to stumble over any awkward phrases, anything that's unclear, and anything that's too formal. If you're worried about tonesay you're writing an email about something that makes you angry reading the piece aloud can help you see it from your reader's perspective.
Your reader, after all, is the person you must please. Forget the formal style that you learned in high school and you'll be a much more effective writer. You'll have more fun, too.
Don Kreski is the president of Kreski Marketing Consultants, which offers marketing services to the AV industry. You can reach him at www.kreski.com/contact.html.
Acceptable Use Policy blog comments powered by Disqus