Issue link: https://epubs.iltanet.org/i/18157
this, write as if you were saying it. Use the same words and sentence structure as you would when talking to a friend. Try to avoid jargon. Sometimes it is unavoidable, so you should do your best to explain or clarify any jargon or acronyms. If you look at what you have written and see too much technical jargon, it’s not likely that your message will be understood. If you’re using the terms “DNS” and “Active Directory” and “Exchange modifications,” when the reader really needs to know when e-mail will be down and when it will be back up, revisit Rule #1. LEARN TO SELF-EDIT BE PERSUASIVE Imagine communicating to staff about a security update that requires an additional password. You may have to convince them that what is good for the firm is good for them. As IT professionals and project managers, almost everything you write will be an attempt to educate and persuade others to act, even if that action is to hold the course. Project plans and reports attempt to persuade the reader to see the information from the writer’s point of view. If you keep your audience in mind as you write, it is more likely that they will understand and share your perspective. 40 Project Management ILTA White Paper “Clear writing in your e-mail messages, project plans, business plans and scope documents will help establish your credibility as an effective communicator and perhaps even open up unexpected opportunities for you.” Self-editing is an important skill, but it takes time and practice before you can start writing in the same frame of mind that you have when reading with a critical eye. You should read and edit what you have written at least three times before declaring it final. First, read it from the perspective of your audience. Put yourself in attorney or staff shoes and read to make sure you understand the message from their viewpoint and how it applies to them. As you read, keep asking “why do I care,” “is this taking too long to establish the point,” and “is this as clear as it can be?” Then, with a member of your firm’s staff in mind, read it again from his or her perspective. Objective reviewing like this is hard, but it is an effective editing skill. Next, read through your document in an attempt to cut words. You should be able to cut the length by at least 10 percent or more by doing this. For example, the “very” in “very important” is unnecessary. Something is either important or it is not. It is a very good habit to drop these unnecessary words from your writing.