Writing To Be Understood: It Matters More Now, Than It Ever Did Before

How many of us really paid attention to the writing or grammar lessons our teachers presented? I have to admit, I hated it. Hearing my teacher going on and on about verbs, adjectives, dangling participles and how to diagram a sentence. Ugh. At that early age I'd think to myself, "When will I ever use this?" and then I'd daydream out the window. Fast forward to the 21st century and who knew, what was old would be new again.

Writing has taken on a new importance in today's world. Whether at work or home, all of us are writing all the time: emails, documentation, Power Point presentations, more emails, meeting notes, white board ideas, social media posts, and even more emails! Your message might be going to just one person or to many, the impact might be small or large. Your intention for writing these communications is that they be read and understood either today, tomorrow, or any number of years later. To complicate things further, the manner in which you write can be a reflection of how others view you. For all these reasons, doesn't it make sense to take a little time and ensure your written communications are read and understood with clarity? Considering all the effort you've put into your work, why follow it up with a poorly communicated message?

Here is an example of a work message that seems to have been written quickly and sent:

TO: Development Team

FROM: Me

SUBJECT: Upgrade

After installing the new software, increasing traffic flow impacts connection latency.

If you're like me, you had to re-read that sentence about 3 times to see if it made sense. Only to realize that now I have many questions floating in my head:

• "SUBJECT: Upgrade" Upgrade of what?

• "After installing..." Has the software already been installed and this is report of what is happening now? Maybe the problem has already been addressed and resolved? Or will it occur in the future after the installation has completed?

• "...increasing traffic flow impacts..." Is this a warning of what WILL happen or MIGHT happen once the software is installed?

Depending on what was intended, a better way to communicate the message might be:

TO: Development Team

FROM: Me

SUBJECT: Server Upgrade

After installing the new software, increasing traffic flow will impact connection latency.

I can still see some questions, but with the change of just THREE words the reader has a better understanding of the message.

Face it, we've all been guilty of this sort of thing. You just want to send that quick email to communicate something, but did not take the time to reread what was actually written. Once you click the "Send" button, it's gone. And then all the questions come back asking for more information. Or the reader might make an unintended assumption and move forward with some action that was not desired. To complicate matters, you may have damaged your own credibility with peers or other leaders that received the message. This whole mess could have been avoided if you just took 1-2 minutes to reread the message before sending it.

I find that emails are some of my poorest communications, yet that's what I'm involved with most of everyday. I am ashamed to admit that after a review of my past communications, I find sloppy grammar and spelling errors not identified by spell-check. This is not the sort of image I want to present to others. Therefore, I have taken a personal vow for a new routine; Before clicking the "Send" button of each email, I will reread what I've written and then update for clarity. If time allows, I may even hold onto the draft and look at it the next day before sending. After all, who said your best written work has to be the first draft?

Here's another (classic) example, where simple punctuation can change the meaning of a message. Compare the meaning of these two sentences:

Let's eat, children!

Let's eat children!

Yikes! A simple comma can have a huge impact on meaning. Punctuation is another example where simple adjustments can provide the reader with more clarity to the thoughts and ideas being shared.

The English language is an odd and complex thing; it morphs and changes over time. While I might dabble with a few other languages, English is the only language that I feel truly comfortable. Imagine if English WAS NOT your first language. Many of us are employed at large and complex companies, where diversity is touted as a way to strengthen the company's brand of business. The employees, contractors, customers, and vendors can come from a multitude of countries, cultures and languages. This diversity allows them to connect with others in a manner where their competition might struggle.

In this ever-changing world of things moving faster and faster, it's important to stop...take a breath...get focused. Find the point of clarity in your own thoughts and consider the audience that receives your message. Take the time your work deserves and communicate it with clarity and meaning to others.