Issue link: https://epubs.iltanet.org/i/18157
based on this point of view. Poor writing undermines your ability to do that. Improving your writing will not only help you contribute more effectively to projects, but will help you advance your career and improve your personal brand. For example, many of the attorneys and others with whom we work have excellent language skills. If your writing is at a standard far below theirs, you can lose their respect and do harm to your credibility. Conversely, by establishing a reputation for excellent communication, you promote your image. Many of us were taught the value of the “Five W’s,” a journalistic tool that aids concise reporting (who, what, where, when, why and how). Some of us went on to learn that you should structure your communications by “telling them what you are going to tell them, tell them, and then tell them what you’ve told them.” This is still good advice, particularly in a lengthy message, but there are a number of other ways we can all be more effective in our written communication. Some are easy to execute right away, others take practice and persistence. Here are some tips to bolster your message. RULE #1: APPEAL TO YOUR AUDIENCE One of the things you learn in writing for the real business world is that there are two questions your audience will always be asking as they read: 1. Why do I care? 2. How does this affect me? You need to answer both of these questions immediately, near the beginning of anything you write. A suggested structure might look like this: • Introduction: What you’re writing about • How this topic matters to/affects your reader • The specifics of the message • Actions requested based on the message • Summary of what was communicated Providing all of this information to your reader doesn’t require an epic tome. It can be done in a five-line e-mail message. AVOID ABSOLUTES Using absolute terms like “always” and “never” is unwise. Attorneys are trained to look for the loopholes and exceptions. These absolute terms serve as a catch and immediately start some people searching for the exceptions instead of reading what you are trying to tell them. It can be frustrating to write things like “most viruses are bad” when almost universally they are, but absolute terms such as “all,” “always,” “never” and “every” will derail some people and start their mind down a different path. While the downside of this is that you can sound like you’re always hedging, it still makes sense to be judicious with the use of absolutes. WRITE LIKE YOU TALK (ALMOST) Some people suddenly become stiff and formal when they start writing. They use words they wouldn’t use in conversation, and that approach can result in stilted writing. To avoid www.iltanet.org Project Management 39