{"id":13761,"date":"2021-11-21T09:27:53","date_gmt":"2021-11-21T13:27:53","guid":{"rendered":"http:\/\/www.wyliecomm.com\/?p=13761"},"modified":"2024-01-01T08:49:40","modified_gmt":"2024-01-01T12:49:40","slug":"how-to-improve-clarity-in-writing","status":"publish","type":"post","link":"https:\/\/www.wyliecomm.com\/2021\/11\/how-to-improve-clarity-in-writing\/","title":{"rendered":"How to improve clarity in writing"},"content":{"rendered":"<h2>5 steps to simplifying your message<\/h2>\n<p>How can you clarify your message?<\/p>\n<figure id=\"attachment_28054\" aria-describedby=\"caption-attachment-28054\" style=\"width: 600px\" class=\"wp-caption aligncenter\"><img loading=\"lazy\" decoding=\"async\" data-attachment-id=\"28054\" data-permalink=\"https:\/\/www.wyliecomm.com\/2021\/11\/how-to-improve-clarity-in-writing\/how-to-improve-clarity-in-writing-2\/\" data-orig-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" data-orig-size=\"450,300\" data-comments-opened=\"1\" data-image-meta=\"{&quot;aperture&quot;:&quot;0&quot;,&quot;credit&quot;:&quot;&quot;,&quot;camera&quot;:&quot;&quot;,&quot;caption&quot;:&quot;&quot;,&quot;created_timestamp&quot;:&quot;0&quot;,&quot;copyright&quot;:&quot;&quot;,&quot;focal_length&quot;:&quot;0&quot;,&quot;iso&quot;:&quot;0&quot;,&quot;shutter_speed&quot;:&quot;0&quot;,&quot;title&quot;:&quot;&quot;,&quot;orientation&quot;:&quot;0&quot;}\" data-image-title=\"how-to-improve-clarity-in-writing\" data-image-description=\"\" data-image-caption=\"&lt;p&gt;&lt;strong&gt;All clear&lt;\/strong&gt; Give your message context, structure it logically, remove ambiguity and more. &lt;em&gt;&lt;a href=&quot;https:\/\/www.shutterstock.com\/image-photo\/hand-changing-word-unclear-into-clear-1104323108&quot; target=&quot;_blank&quot; rel=&quot;noopener noreferrer&quot;&gt;Image by Ivelin Radkov&lt;\/a&gt;&lt;\/em&gt;&lt;\/p&gt;\n\" data-medium-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing-300x200.png\" data-large-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" tabindex=\"0\" role=\"button\" data-src=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" alt=\"How to improve clarity in writing\" title=\"How to improve clarity in writing\" width=\"450\" height=\"300\" class=\"size-full wp-image-28054 lazyload\" data-srcset=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png 450w, https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing-300x200.png 300w\" data-sizes=\"(max-width: 450px) 100vw, 450px\" src=\"data:image\/gif;base64,R0lGODlhAQABAAAAACH5BAEKAAEALAAAAAABAAEAAAICTAEAOw==\" style=\"--smush-placeholder-width: 450px; --smush-placeholder-aspect-ratio: 450\/300;\" \/><noscript><img loading=\"lazy\" decoding=\"async\" data-attachment-id=\"28054\" data-permalink=\"https:\/\/www.wyliecomm.com\/2021\/11\/how-to-improve-clarity-in-writing\/how-to-improve-clarity-in-writing-2\/\" data-orig-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" data-orig-size=\"450,300\" data-comments-opened=\"1\" data-image-meta=\"{&quot;aperture&quot;:&quot;0&quot;,&quot;credit&quot;:&quot;&quot;,&quot;camera&quot;:&quot;&quot;,&quot;caption&quot;:&quot;&quot;,&quot;created_timestamp&quot;:&quot;0&quot;,&quot;copyright&quot;:&quot;&quot;,&quot;focal_length&quot;:&quot;0&quot;,&quot;iso&quot;:&quot;0&quot;,&quot;shutter_speed&quot;:&quot;0&quot;,&quot;title&quot;:&quot;&quot;,&quot;orientation&quot;:&quot;0&quot;}\" data-image-title=\"how-to-improve-clarity-in-writing\" data-image-description=\"\" data-image-caption=\"&lt;p&gt;&lt;strong&gt;All clear&lt;\/strong&gt; Give your message context, structure it logically, remove ambiguity and more. &lt;em&gt;&lt;a href=&quot;https:\/\/www.shutterstock.com\/image-photo\/hand-changing-word-unclear-into-clear-1104323108&quot; target=&quot;_blank&quot; rel=&quot;noopener noreferrer&quot;&gt;Image by Ivelin Radkov&lt;\/a&gt;&lt;\/em&gt;&lt;\/p&gt;\n\" data-medium-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing-300x200.png\" data-large-file=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" tabindex=\"0\" role=\"button\" src=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png\" alt=\"How to improve clarity in writing\" title=\"How to improve clarity in writing\" width=\"450\" height=\"300\" class=\"size-full wp-image-28054\" srcset=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing.png 450w, https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2021\/11\/how-to-improve-clarity-in-writing-300x200.png 300w\" sizes=\"(max-width: 450px) 100vw, 450px\" \/><\/noscript><figcaption id=\"caption-attachment-28054\" class=\"wp-caption-text\"><strong>All clear<\/strong> Give your message context, structure it logically, remove ambiguity and more. <em><a href=\"https:\/\/www.shutterstock.com\/image-photo\/hand-changing-word-unclear-into-clear-1104323108\" target=\"_blank\" rel=\"noopener noreferrer\">Image by Ivelin Radkov<\/a><\/em><\/figcaption><\/figure>\n<p>The authors of &#8220;Complex to Clear: Managing Clarity in Corporate Communication&#8221; developed this CLEAR mnemonic for simplifying your subject:<\/p>\n<h3>1. Contextualized<\/h3>\n<p><em>The authors say:<\/em> Provide the context or background of a message upfront. Who should read this and why? When and how should it be used?<\/p>\n<p><em>Ann says:<\/em> That might work for a business memo or email, but putting the blah-blah background first is hardly a compelling way to start a press release, blog post or other business story. Instead, use a <a title=\"Feature structure\" href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-organize-an-article\/feature-story-structure\/\">feature-style story structure<\/a> to:<\/p>\n<ol>\n<li><strong>Catch the readers&#8217; attention with a compelling illustration<\/strong> (see &#8220;Resonating\u201d) in the <a title=\"Feature leads\" href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-organize-an-article\/feature-story-structure\/feature-leads\/\">lead<\/a>.<\/li>\n<li><strong>Tell \u2019em what you&#8217;re going to tell \u2019em<\/strong> in the <a title=\"Nut graph\" href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-organize-an-article\/feature-story-structure\/nut-graph\/\">nut graph<\/a>.<\/li>\n<li><strong>Provide context<\/strong> in the <a title=\"Background section\" href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-organize-an-article\/feature-story-structure\/background-section\/\">background section<\/a>.<\/li>\n<\/ol>\n<p>One problem with <a title=\"Inverted pyramids\" class=\"locked\" href=\"https:\/\/revvingupreadership.com\/writing\/how-to-organize-an-article\/inverted-pyramid-format\/\" target=\"_blank\" rel=\"noopener noreferrer\">inverted pyramids<\/a> is that the context and background fall to the bottom of the pyramid. As a result, &#8220;only journalists and sources can fully understand inverted-pyramid stories,&#8221; write the authors of \u201c<a class=\"locked\" href=\"https:\/\/revvingupreadership.com\/2010\/06\/inverted-pyramids-score-low-in-readership\/\" target=\"_blank\" rel=\"noopener noreferrer\">Ways with Words<\/a>,\u201d a study by the American Society of Newspaper Editors and The Poynter Institute.<\/p>\n<p>Here are three more ways to provide context early in your piece:<\/p>\n<ol>\n<li><strong>Call out to the intended reader<\/strong> in the <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/micro-content\/how-to-write-a-good-headline\/\">headline<\/a> by starting with the reader \u2014 &#8220;Asthma sufferers \u2026,&#8221; &#8220;New mothers \u2026&#8221; or &#8220;Business communicators \u2026,&#8221; for example.<\/li>\n<li><strong>Add a standard label<\/strong> to the beginning of your <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-an-email\/email-subject-line-best-practices\/\">subject line<\/a> \u2014 &#8220;Action required,&#8221; &#8220;Response requested,&#8221; or &#8220;Deadline: 3\/15,&#8221; for instance.<\/li>\n<li><strong>Summarize the context<\/strong> in the <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/micro-content\/double-deck-headline\/\">deck<\/a>.<\/li>\n<\/ol>\n<h3>2. Logically structured<\/h3>\n<p><em>The authors say:<\/em> A logical structure is needed in order to have a <em>scaffold <\/em>or support with which to process and interpret new information. Structure the message in a logical and accessible manner. What is the overall logic of the message? How do the elements build on each other?<\/p>\n<p>Three structures that might work for your memos and articles:<\/p>\n<ol>\n<li><strong>SPIN<\/strong>: situation, problem, implications, next steps<\/li>\n<li><strong>Pioneer Hi-Bred&#8217;s corporate communication memo structure<\/strong>, developed by Mike Hall: situation, response strategy, media coverage, media strategy, standby statement to press<\/li>\n<li><strong>Narrative story structure<\/strong>: the hero\u2019s context, the obstacle to overcome, a failed attempt, a successful attempt (climax) a resolution and a moral, or lessons learned.<\/li>\n<\/ol>\n<p><em>Ann says:<\/em> Absolutely. In addition to the feature-style story structure, a <a href=\"https:\/\/www.wyliecomm.com\/2022\/01\/create-fill-in-the-blanks-story-writing-templates\/\" target=\"\" rel=\"noopener noreferrer\">story template<\/a> can make a great foundation for your piece.<\/p>\n<h3>3. Essential<\/h3>\n<p><em>The authors say: <\/em>The cognitive load theory argues that removing irrelevant or redundant information helps communicators avoid overloading readers&#8217; working memory.<\/p>\n<p>So focus on essential elements and show them in overview before going into details. What is the most important part? What can be left out? How can it be said more simply? Too much information (information overload syndrome) can lead to mental shortcuts and confusion.<\/p>\n<p><em>Ann says: <\/em>Several things going on here:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.wyliecomm.com\/2021\/05\/what-is-a-story-angle\/\" target=\"\" rel=\"noopener noreferrer\"><strong>Find your focus<\/strong><\/a>. Write a walk-away sentence summarizing what you want your reader to walk away with after reading your piece.<\/li>\n<li><strong>Leave out the rest<\/strong>. Remove every paragraph, sentence and word that doesn&#8217;t help you make that point. Because the more we tell people, the less they understand.<\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/\"><strong>Cut Through the Clutter<\/strong><\/a>. Make <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/when-it-comes-to-paragraph-length\/\">paragraphs<\/a>, <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/short-sentences\/\">sentences<\/a>, <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/phrases\/\">phrases<\/a> and <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/word-length\/\">words<\/a> as simple and easy to understand as possible.<\/li>\n<\/ul>\n<p>As for giving audience members an overview before going into details, that works better for speeches than copy. In a written piece, use <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/micro-content\/how-to-write-a-subheading\/\">subheads<\/a> and other <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/micro-content\/\">display copy<\/a> to show readers the parts.<\/p>\n<h3>4. Ambiguity-free<\/h3>\n<p><em>The authors say: <\/em>Remove vague terms or sentences and use terms with clear, specific meanings. Could any part of the message be misunderstood? Can the message be made more specific?<\/p>\n<p><em>Ann says: <\/em>Agreed. <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/how-to-avoid-jargon\/\">Jargon<\/a>, <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/how-to-avoid-passive-voice\/\">passive voice<\/a>, noun phrases and <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/what-is-readability\/adjectives-and-adverbs\/\">hyperbole<\/a> slow stories down and muddy messages.<\/p>\n<p>I especially appreciate the authors&#8217; suggestion to provide a short <a class=\"locked\" href=\"https:\/\/revvingupreadership.com\/2021\/09\/redefine-the-way-you-define-terms-to-avoid-jargon\/\" target=\"_blank\" rel=\"noopener noreferrer\">glossary<\/a> of key terms in the appendix.<\/p>\n<h3>5. Resonating<\/h3>\n<p><em>The authors say: <\/em>Use a style and format that resonates with the audience and stimulates it to engage with the content. Does the communication address the receivers directly? Are there stimulating examples, questions, illustrations, etc.?<\/p>\n<p>Offer illustrative examples and visualizations, as well as stories; and use appropriate analogies or metaphors. Don\u2019t make your message dull.<\/p>\n<p><em>Ann says: <\/em>Who could disagree with that? Surprise and delight your readers with:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/concrete-details\/\">Concrete details<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/how-to-make-writing-more-descriptive\/\">Description<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/human-interest-stories\/\">Human interest<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/2022\/06\/how-to-write-funny-content\/\">Humor<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/how-to-write-a-metaphor\/\">Metaphor<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/public-relations-writing\/press-release-quotes\/\">Quotations<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/corporate-storytelling\/\">Storytelling<\/a><\/li>\n<li><a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/how-to-write-creative-content\/how-to-use-wordplay\/\">Wordplay<\/a><\/li>\n<\/ul>\n<p>Graphic stories and other <a href=\"https:\/\/www.wyliecomm.com\/writing-tips\/writing-process\/what-is-the-creative-process\/\">creative story formats<\/a> also help engage readers.<br \/>\n____<\/p>\n<p>Source: Martin J. Eppler, Ph.D., and Nichole Bischof, &#8220;Complex to Clear: Managing Clarity in Corporate Communication,&#8221; University of St. Gallen, November 2011<\/p>\n<div id='MMC-Clear' class='widgets_on_page wop_tiny1  wop_small1  wop_medium1  wop_large1  wop_wide1'>\n\t\t\t<ul><li id=\"custom_html-81\" class=\"widget_text widget widget_custom_html\"><div class=\"textwidget custom-html-widget\"><a title=\"Clear-writing workshop, a mini master class\" href=\"https:\/\/www.wyliecomm.com\/corporate-communications-training\/mini-master-classes-home\/clear-writing-course\/\" target=\"\" rel=\"noopener\"><img decoding=\"async\" data-src=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2024\/02\/clear-writing-training-mmc.png\" alt=\"Clear-writing workshop, a mini master class\" title=\"Clear-writing workshop, a mini master class\" width=\"auto\" height=\"auto\" border=\"0\" style=\"--smush-placeholder-width: 250px; --smush-placeholder-aspect-ratio: 250\/250;float:left; text-align:left; margin: 0 auto; margin-right: 10px; margin-top: 2px; margin-bottom: 10px; font-size: 18x; line-height: 22px; padding: 0px; color: #FFFFFF; max-width:100%; max-height:100%;\" class=\"img-max lazyload\" src=\"data:image\/gif;base64,R0lGODlhAQABAAAAACH5BAEKAAEALAAAAAABAAEAAAICTAEAOw==\"><noscript><img decoding=\"async\" src=\"https:\/\/www.wyliecomm.com\/wp-content\/uploads\/2024\/02\/clear-writing-training-mmc.png\" alt=\"Clear-writing workshop, a mini master class\" title=\"Clear-writing workshop, a mini master class\" width=\"auto\" height=\"auto\" border=\"0\" style=\"float:left; text-align:left; margin: 0 auto; margin-right: 10px; margin-top: 2px; margin-bottom: 10px; font-size: 18x; line-height: 22px; padding: 0px; color: #FFFFFF; max-width:100%; max-height:100%;\" class=\"img-max\"><\/noscript><\/a><h3>Reach more readers with tight writing<\/h3>\r\n\t\r\n<p>Would your piece be twice as good if it were half as long? Yes, say readability experts.<\/p>\r\n\t\r\n<p>So how long should your message be? Your paragraphs? Your sentences? Your words? What reading ease level should you hit?<\/p>\r\n\t\r\n<p>Learn how to write clearer, more concise messages at our <a title=\"Clear-writing workshop, a mini master class\" href=\"https:\/\/www.wyliecomm.com\/corporate-communications-training\/mini-master-classes-home\/clear-writing-course\/\" target=\"\" rel=\"noopener\"><strong>clear-writing course<\/strong><\/a>.<\/p>\r\n\r\n<div class=\"btn btn--depth\" style=\"text-align: center;  margin: 10px 0 20px; width:100%;\"><a id=\"btnTT\" style=\"\" title=\"BOOK NOW\" href=\"https:\/\/www.wyliecomm.com\/corporate-communications-training\/mini-master-classes-home\/clear-writing-course\/\" target=\"\" rel=\"noopener noreferrer\" data-width=\"91\">BOOK NOW<\/a>\r\n<!-- [if mso]>\r\n<p style=\"line-height:0;margin:0;\"><v:roundrect xmlns:v=\"urn:schemas-microsoft-com:vml\" href=\"https:\/\/www.wyliecomm.com\/corporate-communications-training\/mini-master-classes-home\/clear-writing-course\/\" style=\"width:153px\" arcsize=\"8%\" 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message<\/p>\n","protected":false},"author":6,"featured_media":28054,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[274],"tags":[389,96],"class_list":{"0":"post-13761","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-readability","8":"tag-clear-writing","9":"tag-readability","10":"entry"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v23.4 (Yoast SEO v23.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to improve clarity in writing<\/title>\n<meta name=\"description\" content=\"All clear Give your message context, structure it 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