When you’re pressed for time — which, let’s face it, is most of the time — you’ll get the best results if you prioritize edits that will sharpen your message. Instead of spending those last five minutes obsessing over a single sentence, try focusing on the big picture with these three strategies:
1. Get right to the point by cutting the “since the dawn of time” opening e.g Don’t do this Budgets are generally complicated and difficult to create because of the number of stakeholders that must be satisfied in a variety of situations. We do not have infinite resources, nor can we please everyone all the time. We must think strategically. When we consider the pros and cons of increasing spending on digital marketing, things get even more complicated. Since the data does not support increasing digital marketing, after careful review, I have concluded that we should focus on growing our sales team. Start like this instead: After careful review, I have concluded that we should grow our sales team.
2. Use headlines to make claims, instead of descriptive topic sentences. e.g don’t start like this: Summary from my client meeting on Thursday but write this instead : After meeting with the client on Thursday, I recommend rethinking our pitch. Another example; don’t write this descriptive topic sentence: I met with the client at his office in Boston; use this claim topic sentence instead: My meeting with the client focused primarily on plans for future growth.
3. Clarify who does what in your sentences. Consider the difference between these two sentences: All managers should approve and submit expense reports by Friday at noon. Expense reports should be approved and submitted by Friday at noon. In the first sentence, we know who should do what: Managers should do the approving and submitting. In the second sentence, we know that two actions must occur, but we’re not clear on who should do what. While it also depends on what information you want to highlight or include the person directly where required. Here is another example to consider: The CEO decided to close the branch locations. The decision was made to close the branch locations.
Read Jane Rosenzweig’s full article at hbr.org https://hbr.org/2020/04/3-ways-to-make-your-writing-clearer
