In today’s fast-paced world, the ability to convey ideas quickly and effectively is more valuable than ever. Whether you’re writing an e-mail, a blog post, a report, or a grant proposal, mastering the art of concise communication can significantly boost your influence and ensure your message is heard. This article offers practical tips for writing short, making your point, and having a lasting impact on your reader.
Nearly every writer uses a writing assistant, such as Grammarly, Pro Writing Aid, Microsoft Editor, or Hemingway Editor. Several tools are available now.
You may already know many of the items here, but reiteration can be good; it can confirm your thoughts or help you recall something you learned before but have forgotten. I am providing some thoughts and tips I use in my writing.
Know Your Audience and Purpose
As grant proposal writers, we spend most of our time persuading; a grant proposal is a sales presentation seeking funding. However, sometimes we instruct, inform, and even entertain.
Tailoring your message to the needs and expectations of your audience helps you craft content that resonates and holds your reader’s attention. Knowing your purpose lets you strip away unnecessary details and focus on the core of your message.
Prioritize Clarity and Simplicity
I shudder now, remembering teachers instructing us that our report or essay must be at least five hundred words. We often added unnecessary words to boost our word count. But today, that is ineffective writing. Today, it is short and clear.
Scientists are one group of writers that put too much clutter in their writing. Verbs are the action words of a sentence, yet often, I see these verbs in the noun form. Here are two examples:
- The noun form: The incorporation of warmer water increased the fertilization of Xenopus oocytes.
- The verb form: Incorporating warmer water allowed us to fertilize more Xenopus oocytes.
Verbs are the action verb words of a sentence, bringing dynamism to your writing. When you use verbs instead of nouns, your sentence becomes more straightforward, making it easier for readers to understand your message. Verbs naturally lead to more concise sentences because they eliminate the need for extra words often accompanying noun phrases.
In the noun form, “incorporation” and “fertilization” create a longer, more complex phrase. And note, too, that I wrote create, not the “creation of!” Using verbs directly states the action, making the sentence clear and efficient.
A Discussion of Using “of” and that Other Word “that”
Whoa! A badly written headline! It should read, “A Discussion on “of and “that.” But I made my point.
Every word counts in the quest for clear, concise writing. Two common culprits that often clutter sentences are “of” and “that.” While these words serve a purpose, they are frequently overused, leading to wordy and less impactful writing. By being mindful of when to cut “of” and “that,” you can sharpen your prose and communicate more effectively.
Why avoid “of” and “that”?
- Brevity: Cutting unnecessary words reduces sentence length without losing meaning, making your writing more direct and easier to read.
- Clarity: Fewer filler words help emphasize the key message, improving the reader’s comprehension
- Fluidity: Overusing “of” and “that” can make sentences feel clunky. Removing them often results in smoother, more natural phrasing.
Here are two examples of streamlining sentences:
- Original: The results of the study showed that the majority of participants favored the new policy.
- Revised: The study showed most participants favored the new policy.
- Original: She believed that the solution would be effective.
- Revised: She believed the solution would be effective.
While trimming these words can enhance writing, it’s essential not to remove them indiscriminately. Sometimes, “of” and “that” are necessary for clarity, meaning, or grammatical correctness. For instance:
- The theory of relativity (necessary for accuracy)
- She said that she would help. (avoids ambiguity)
Writing is both an art and a craft. Being conscious of word choice, especially with “of” and “that,” allows you to write with greater precision. The next time you draft a sentence, ask yourself if these words add value. If not, let them go and enjoy the clarity that follows.
My Disdain for Very
Very is the weakest of all adverbs. It is the only adverb that cannot stand alone. Why use very to support a verb? Seriously! Here are a couple of examples:
- With “very”: The statistics presented were very interesting.
- Stronger alternative: The statistics were shocking.
- With “very”: The writer was very tired after a long day.
- Stronger alternative: The writer was exhausted after a long day.
In these examples, the sentences with “very” are perfectly understandable, but they lack the vividness and specific specificity of the alternative. For instance, replacing very tired with exhausted provides a clearer picture of the subject state.
Then a quote from Mark Twain, “Substitute ‘damn’ every time you’re inclined to write ‘very;’ your editor will delete it, and the writing will be just as it should be.”
Avoid Overloading Sentences with Information
Long, information-heavy sentences can overwhelm readers and obscure your main point. Break up complex ideas into shorter sentences or even separate paragraphs. This improves readability and allows each idea to stand independently, making a more substantial impact.
- Overloaded: The foundation which has been in operation for over 50 years recently underwent a significant rebranding effort focusing on digital transformation and sustainability to stay relevant in a rapidly changing market.
- Simplified: The company has operated for over 50 years and recently rebranded. Its new focus is on digital marketing to stay relevant in a changing market.
Be Specific and Use Concrete Examples
While writing concisely is our goal, a general statement often leaves readers wondering what you mean. Conversely, specific, concrete examples clarify your point and make your writing more relatable and impactful.
- General: Many grant writers face challenges at work.
- Specific: Grant proposal writers often struggle to balance multiple projects, tight deadlines, and constant communication demands.
Use the Active Voice
All writers seem aware of the importance of using an active voice. Yet, why do I see so much material in the passive voice? It seems natural to write passively, but that is not how we speak. I correct my writing endlessly to switch to the active voice.
Writing in the passive voice can make your writing more academic, neutral, reasoned, and philosophical. However, that is not the voice to use when crafting a compelling proposal seeking funding from a federal agency or private foundation.
An active voice makes your writing more direct and vigorous. It places the sentence’s subject at the forefront, making your statements more precise and impactful.
- Passive: The results were analyzed by the team.
- Active: The team analyzed the results
Use Bullet Points or Lists for Emphasis
I use bullet lists frequently. I love them, and of course, you already read that I am using them here. This format makes it easier to digest information quickly and helps highlight essential details.
- Concise: Quickly conveys the main points without unnecessary words.
- Clear: Easy to understand with no ambiguity.
- Engaging: Keeps the reader interested and focused.
Use Transitions to Maintain Flow
While wanting to be concise, maintaining a logical flow is crucial, even when writing short and impactful. Use transition words and phrases to guide readers through your ideas smoothly. However, be mindful not to overuse them, which can make your writing feel mechanical.
- Transitions of addition: additionally, in addition, besides, Also, Additionally, Besides, as well as, and Besides.
- Transitions of Contrast: In contrast, Although, But, However, Conversely, Although, Instead, Despite, Nevertheless, Whereas, Rather, and Yet
- Comparison: Similarly, Likewise, In the same way, Just as, Comparatively, and Correspondingly
Again, the above is a good list, but it is not all-encompassing. Again, transition words and phrases are essential writing tools, ensuring a coherent flow for your readers.
Conclusion
Writing with brevity and impact is not about saying less; it’s about saying what matters most with clarity and conviction. You can craft powerful and memorable messages by focusing on your audience, honing your editing skills, and choosing your words carefully. Remember, every word should count, and every sentence should serve a purpose. With these tips, you’ll be well on your way to mastering the art of concise and impactful writing.
