How can I write clearly, concisely, forcefully and humanly?

 

14 Rules of Clear, Concise, Forceful, Human Writing

  

BE CLEAR

1.         Especially when writing to the general public: Have you used any words your reader may not understand?

2.         Especially when writing to people outside your area: Have you defined all unfamiliar jargon terms? Would plain, everyday words be easier for your reader?

3.         Have you used any long, fancy, formal words such as utilise and endeavour when you could have used short, plain everyday words such as use and try?

4.         Have you used any vague, general terms such as a considerable saving, several new staff, when you could have given specific, precise details such as a saving of $5000 a month, seven new staff?

 

BE CONCISE

5.         Have you used any wordy phrases such as a great number of and a sufficient number of when you could have used single words such as many and enough?

6.         Have you spelt out any details which are obvious such as pink in colour and the months of May and June?

7.         Have you unintentionally repeated yourself anywhere such as be truthful and honest, definite decision and circle around?

8.         Have you started any sentences with “It is” or “There is”? Would these sentences work better if you started them another way?

 

BE FORCEFUL

9.         Have you used any abstract noun phrases such as took measurements of instead of strong verbs such as measured?

10.        Are any of your sentences in the passive voice such as The boy was hit by the man? Would any of these passive voice sentences read better in the active voice such as The man hit the boy.

 

BE HUMAN (except in very formal documents )

11.        Have you missed any opportunities to use personal pronouns like I and you and we?

12.        Would any of your sentences read better as direct questions? For example, the statement I need to find out whether you are coming to the Senior Executives meeting on Wednesday would be better written as a question: Are you coming to the Senior Executives meeting on Wednesday?

13.        When you know your reader quite well: Have you used your reader’s name in your letter? If not, is  there anywhere you could use their name, for example, Also, thanks, Joe, for the booklet on emu farming.

14.        For relaxed, friendly letters: Have you remembered to use contractions such as don’t and can’t and     I’ll when appropriate?

                                                                   

 

How can I be more charismatic and charming?

Answer: Improve your ability to:

  1. empathize
  2. listen well
  3. express enthusiasm
  4. maintain good eye contact
  5. display self-confidence
  6. speak well 

This study found that charisma is made up of those 6 behaviours listed above.

And all those behaviours are learnable — and once learned, turn-on-able at will.

 So, to become more charismatic, here’s what  to do:

1. Identify the component sub-skills present  in each of those six behaviours ( for example, for listening, there’s  pay attention, don’t interrupt, listen to the feelings as well as the words, listen to the meaning behind the words, etc.).

2. Practise each sub-skill in isolation.

3. Practise the sub-skills of each behaviour  together in a safe envorinment e.g. on family and close friends and strangers who “don’t count”!

4. Put all 6 bahviours together and practise in a safe environment.

5. Practise the whole charisma package on real people in the real world !

Here are instructions on how to develop each of those behaviours:

empathy

listening

being enthusiastic

good eye contact

self-confidence

speaking well

(still to be written!!!!)

How can I persuade someone to do what I want?

 

Answer 1: Follow the advice of the wise — they probably know something!

 

Read these persuasion quotes from the wisdom through the ages for some useful ideas:

1.  Model the behaviour you’re asking the other person to do. In other words, walk the talk! 

  1. A thousand words will not leave as deep an impression as one deed. (Henrik Ibsen)
  2. Example is not the main thing in influencing others. It is the only thing. (Albert Schweitzer)
  3. Act as if what you do makes a difference. It does. (William James)
  4. A leader leads by example, whether he intends to or not. (Unknown)
  5. A leader is one who knows the way, goes the way, and shows the way. (John C. Maxwell)
  6. Your children will see what you’re all about by how you live rather than what you say. (Wayne Dyer)

2.   Expect to have to show patience and to have to try more than once to get your idea accepted.

  1.  You may have to fight a battle more than once to win it. (Margaret Thatcher)
  2. Good ideas are not adopted automatically. They must be driven into practice with courageous patience. (Hyman Rickover)

3.  Appeal to the person’s emotions, not just to their intellect:

  1. When dealing with people, remember you’re not dealing with creatures of logic. You’re dealing with creatures of emotion, creatures bristling with prejudices and motivated by pride and vanity. (Dale Carnegie)
  2. Those that will not hear must be made to feel. (German Proverb)
  3. The real persuaders are our appetites, our fears and above all our vanity. The skillful propagandist stirs and coaches these internal persuaders.(Eric Hoffer)

4. Provide a convincing answer to their unspoken question: “What’s in it for me?” 

  1. If you would persuade, you must appeal to interest rather than intellect. (Benjamin Franklin)
  2. Never appeal to a man’s “better nature”. He may not have one. Invoking his self-interest gives you more leverage. (Robert Heinlein)

5. Before trying to convince the other person that this idea is good,  convince yourself first. 

  1. Let one who wants to move and convince others, first be convinced and moved themselves. If a person speaks with genuine earnestness the thoughts, the emotion and the actual condition of their own heart, others will listen because we all are knit together by the tie of sympathy. (Thomas Carlyle)
  2. That which we do not believe, we cannot adequately say; even though we may repeat the words ever so often. Ralph Waldo Emerson
  3. Before you try to convince anyone else, be sure you are convinced, and if you cannot convince yourself, drop the subject.   (John H. Patterson)

6. Make your message interesting. 

  1. The truth isn’t the truth until people believe you, and they can’t believe you if they don’t know what your saying, and they can’t know what you’ve saying if they don’t listen to you, and they won’t listen to you if you’re not interesting, and you won’t be interesting until you say things imaginatively, originally, freshly. (William Bernbach)
  2. If you can’t get people to listen to you any other way, tell them it’s confidential. (Unknown)

7. Don’t just tell them what to do, teach them how to do it. 

  1. To convert somebody go and take them by the hand and guide them. (Saint Thomas Aquinas)

8. Carefully help them to discover they want to do this without your having to tell them. 

  1. People are usually more convinced by reasons they discovered themselves than by those found out by others. (Blaise Pascal)

9.  Be friendly – make them like you.

  1. If you wish to win a man over to your ideas, first make him your friend. (Abraham Lincoln)

How can I create a teaching video that gets my ideas across clearly?

Answer: Consider using the Common Craft method of explaining. This way, your video will be easy to create and fun to watch — and your message will stick!

RSS in Plain English is a good example of an informational video from the CommonCraft people:

It’s clever, isn’t it?

Would you like to know how they created it?

This video shows you how:

Have a go! It looks so do-able — even for me!

Put your video creation up on YouTube and post your link in the comments section to inspire the rest of us!

How can I quickly learn how to use commas correctly?

Answer: Search Google for lots of  online quizzes to test your comma skills.

 

The best quizzes will explain why your answer is wrong.

This BBC commas quiz is good to start with. Pick your level:  beginner, confident or superstar ! Try it — it’s fun!

To improve your score, before doing the quiz, print off and read the accompanying  factsheet  “when to use commas”  

 Warning: Nothing in English is logical!  The Americans and the English disagree about how to punctuate a list of items!

The English leave out the comma between the second-last item and the last item; they believe “and”  is enough to separate the last two items. The Americans, however, do add a comma to the “and“, creating a possibly over-decorated but definitely non-ambiguous “comma and” separation.

The English way:        red, white and blue flag

The American way:   red, white, and blue flag

Which way is better? Really, it doesn’t matter in the grand scheme of things!  Being Australian, I use both conventions when it suits.  I use the uncluttered “and” option  for one-word items and the non-ambiguous “, and” option for multi-word items:

and option:           red, white and blue flag

, and option:         black-eyed peas, well-brushed potatoes, and  a generous handful of just-picked beans.

Remember, the job of the comma simply is to help your reader understand your meaning first time.

Here is another excellent quiz.  It’s American, so prepare for the rule change! It covers more comma rules, so it’s harder.  If you want to get a good score, defintely print off  the cheat sheet beforehand and study it!

Now do this more advanced series of quizzes:

Using commas with introductory phrases

Commas with coordinating conjunctions

Commas — Fill in the blanks

 By now, you must be getting pretty good at commas! Print off and study this definitive cheat sheet, and you’re ready to tackle  this rather hard and more realistic quiz.  Here, you are given comma-less text, and you have to insert commas where they belong.  

Hopefully, by now, you are a Comma  Master!  If you are, you can feel truly proud because hardly anyone knows how to use commas correctly!  

If you’d like more comma practice, here are some more quizzes:

From chompchomp.com (remember to look at the top of the page to see if your answer is correct )

Comma quiz 1 

Comma quiz 2

Comma quiz 3

Comma quiz 4

Comma quiz 5

and Quiz from GrammarBook.com

How can I engage the attention of my audience and help them remember what I’ve told them?

Lecturer1. Make your power-point slides more exciting.

Here is a good 5 min video showing you how to make boring, conventional PowerPoint slides more engaging. The examples are impressive —  you might need some Powerpoint whizzkid to help you do the clever stuff.

2. Tell your audience up-front the 3 or 4 key points you want them to take away from your talk.

Imagine you are a doctor presenting  a talk   Epilepsy and Pregnancy to  women with epilepsy who may plan to get pregnant one day. Applying the “leading with your news” format, you might start your talk this way:

“I want you to take away these three key points from today’s talk. If you remember nothing else other than these three points, I’ll be delighted.”

1.  Drug X, a commonly prescribed and very effective epilepsy drug, is  dangerous for both the mother and the baby during pregnancy. The safest epilepsy drug for pregnant women is Drug Y.

2. A woman with epilepsy who follows the recommended medication guidelines can expect to have a normal  pregnancy with just a very small elevated risk for complications compared with women who do not have epilepsy.

3. A woman with epilepsy who is planning to get pregnant should visit her  doctorwho manages her epilepsy  x months beforehand to set things up for a safe pregnancy.

Why should you give your punchline away upfront?

Two reasons:

  1. You’ll  grab your audience’s attention. Your audience will never be more receptive than in the opening minute of your talk, so don’t waste  that special attention on boring  stuff! Instead, open with your key take-home points — just like newspapers do in the headline and opening paragraph of newspaper articles.
  2. Your audience won’t sit there for the first half of your lecture in a vacuum wondering where your talk is heading. They’ll know — because you told them! Once they know you key points, everything else you tell them will make a lot more sense.

3. Ask  questions.

You can ask questions two ways:

  1. Ask a real question and pause for a moment for someone hopefully to answer it.
  2. Ask a rhetorical question, where you ask a question,  pause a moment… and then answer it yourself!

What  do you think happens it  that pause between your asking the question and  your audience or you answering it?

That’s right — your audience thinks about the question and tries to come up with an answer in their head. And that’s what you want — a thinking audience!

It goes against our nature to hear someone ask us a question and for us just to ignore it. That’s impolite! Once we’ve tried to come up with an answer, we are then curious to find out if we are correct — so we are all ears! Even if we couldn’t think of an answer, we’ve still put in enough thinking work to want  to find out what the answer is. The result is that asking your audience a question means that you now have a room of very curious and attentive people waiting for an answer!

Back to  our doctor giving a talk to epileptic women thinking about getting pregnant. Here are some obvious questions:

  1. Imagine you are on a high dose of your  epilepsy drug and you’ve   just discovered you’re pregnant. What fears might be going through your mind?
  2. Who can guess the three most serious dangers of an epileptic getting pregnant?

Or maybe you are giving a lecture on Ohm’s Law to first year engineering students. You might ask this question and then get your students to raise their hand to indicate their answer:

“What do you expect will happen to the peak of this action potential if I increase the external sodium concentration? How many of you vote that it will get bigger? How many vote for smaller? How many aren’t sure?”

Even in a class of hundreds of  students this questioning methods works well in  generating a feeling of suspense that is uncommon in standard lectures. Even the most tuned-out students will tune in for this moment!

4. Give out the PowerPoint slide info as lecture notes so  your audience doesn’t have to write everything down.

Perhaps they need to write something down, though,  to get them involved,  so try this idea:

For each PowerPoint slide in the handout,  leave out the key bit of information for them to write down themselves off the PowerPoint slide you show them.

5. Don’t describe — show a short video

YouTube is a great source of “showing” examples of  topics you might want to teach your students; it is also a great source of talented, passionate lecturers presenting their topics in effective ways.

Here, for example, is an excellent short Youtube of  a guy explaining Ohm’s law in such a clear and interesting way

Alternatively, you could give all the relevant, good YouTube links to your students and tell them to watch them afterwards.

6. Don’t describe – show a demonstration

If you’re teaching Ohm’s Law,  give your students a real Ohm’s Law problem to solve.  Here’s another video where a guy has just bought something from Radio Shack and the instructions on the packet say he has to produce a 2.6  amp current — and the video shows how, by applying Ohm’s Law,  he can do that.

7. Don’t just say what it is — use an analogy to say what it’s like.

That first Ohms Law video used a clever analogy  that likens voltage to the difference in height between two containers of water.

8. Get your audience listening for answers — and writing them down

Give your students a list of questions and then show a YouTube that contains all the answers to those questions.   Get your students to write the answers down as they listen. They will be active listeners who are listening  with a purpose.

9. Break up your lecture with quick quizzes at the end of each section.

At the end of each section of your lecture say:  “Right,  quick quiz to see if you were listening.”

Then volley off as many quick yes/no  questions  you can ask in 60 seconds and get students to  answer by rasing their hand if the answer is yes. It’s fun, it helps them consolidate what they’ve learned, and you get  feedback on whether your message is getting through. And, just as important,  these quick quizzes break up the monotonous lecture format and get your students involved and thinking.

10. Get your students to write a one-minute paper on the key points they  learned from the lecture.

At the end of your lecture, you ask your students to write down  as many key points they can think of  in one minute. They then hand in these answers. This exercise does two things:

  1. It helps your students consolidate what they learned during your lecture.
  2. It  provides vital feedback for you on how well you got your key points across. If you notice some of your key points consistently get missed, that tells you that next time you need to present those key points better.

11. At end of your lecture, give a couple of  exam-type questions based on the lecture.

This is another  way to help your students recall what they’ve just heard.  Tell them  questions like these may appear in their exam and they’ll take a keen interest in answering the questions!

How to write a good email

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