Reflection Shorts - "Win that Communication" - episode #13

Don't make your readers curse you; make it easy for them!

Whenever I read a long document, I go through a bunch of feelings:

• Shock: 😱 OMG, so long of a document?

• Denial: 😩 Do I really need to read it?

• Anger: 😡 Why didn’t the writer make it easier for me to read?

• Bargain: 🤔 Can I skim or skip a few sections?

• Guilt: 😓 Why am I not reading it effectively?

• Acceptance: 😌 Oh, geez! I need to just read it, but this is the last time I will do it.

If you are a writer, why make someone go through all this? 🤷‍♂️

There is a reason we tend to do this. We all experience events sequentially. So, we naturally want to explain things in the order we experienced them. It's called a "timeline" way. 🗓️

The system isn’t scalable because…<para1>
I checked logs and found…<para2>
I then tried monitoring stuff with…<para3>
I added the bug fix, it didn’t work so..<para4>
Finally, I realized I should do this. And finally it worked because..<para5>

We pour over many paragraphs, hoping that the reader first needs to understand the whole context to grasp the key point. 🧐

This may work for storytelling, but rarely is it appreciated when writing a business document or email. 📄✉️

But in reality, readers lose interest and are looking to save their time and “grasp” the key point ASAP. ⏳

When writing a business document or writing professional emails:

Don’t save the secret for the end and spring it on the reader. Give the main information early and make it easy for readers to consume your main point.

Adhere to these tips to maintain professionalism in your writing of business documents or emails.

1. Bring the key message in the first two sentences. 🔑 Use this format:

   ---

   1. Key Message: What readers should know and can stop reading afterwards.

   2. Background: Brief context to support the key message.

   3. Expanded Message: Only if needed, add explanation or additional context.

   4. Wrap up: Quick conclusion reinforcing the key message.

      ---

2. Write sentences of varied length: For example, one sentence of 17 words, followed by a bit longer sentence in the next line. Repeat a mix and match. 🎯

3. Don’t overwhelm the reader; move extra context to the appendices. 🗂️

4. Use bullet points so that your main line and each bullet point make up a complete sentence. 📋

5. When emailing someone to do something, use “Please” and “Thank you” 🙏, and curate sentences to meet the attitude of the reader.

If you need to provide additional context that is essential for persuading the other person, arrange a call with them, whether by phone, Zoom, or in-person meeting. 📞💻

Make it easier for them, not for you! 💡

That’s it for today. If you are wondering “What’s a Reflection Short?” Read here. 📖

References

• Simply Said: Communicating Better at Work and Beyond

Interesting Reads

1. Why your job search is failing as an engineer or a manager (and how to fix it) by

   Gregor Ojstersek
   and
   Taha Hussain
   .

2. How Google Search Works 🔥 by

   Neo Kim

3. 3 Keys to Onboarding by

   Kevin Naughton Jr.

4. Can We Please Avoid Over-Engineering by

   Hemant Pandey

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👋 Hey there, I am Gourav. I write about Engineering, Productivity, Thought Leadership, and the Mysteries of the mind!

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