The Power of Effective Writing

How to write clearly, succinctly and purposefully

Author

CJ Sun
April 01, 2024

Read time: 7 minutes

In Today’s Issue

  • Concepts that will improve your email communication

  • How to write clearly, succinctly and purposefully

  • The Rule of Three

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Words are our most inexhaustible source of magic. They have the power to inspire and transform, to create and to destroy.

Words wield immense power.

They can swing open doors, ignite relationships, rally teams, seal deals, and even clinch that dream job.

But choose poorly, and you risk slamming those doors shut.

Every word counts. And how you deliver them? Absolutely crucial.

It can be the difference between success and failure, winning or losing.

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Words are containers for power. You choose what kind of power they carry.

Joyce Meyer

How you communicate at work is a key indicator of your future success.

Just as how you communicate in an interview is the number one indicator if you get the job or not.

You can have all the qualifications on your resume, but if you can’t articulate why you are the ideal candidate, you’re toast.

Speaking? Important. Writing? Even more so.

Writing isn’t hard. But writing well is.

Effective writing is clear, succinct and purposeful.

It is a skill that many overlook, and a few master.

Master it, and sky’s the limit for your career.

No time to waste—let’s dive straight in.

The Power of Brevity

In today's hyper-connected work environment, our inboxes overflow with emails, pings, chats, Slacks, and texts – it's a digital downpour.

Who has the patience for lengthy emails anymore? If your messages are packed with dense paragraphs, it's time for an update.

Why use 20 words when 10 will do the job as effectively?

Brevity in writing is the art of conveying maximal meaning with minimal words—saying more, with less.

It's the literary equivalent of a precision strike – hitting the mark with surgical precision, leaving no room for uncertainty or excess.

Here’s a couple examples:

Original:

Good morning Whit,

I hope this email finds you well. I just wanted to check in and see if you've had a chance to review the draft proposal I sent over last week. I'm eager to hear your thoughts and any feedback you may have. Let me know if you need any further information or clarification on anything. Thanks so much for your attention to this matter.

Best regards,

CJ

Refined with Brevity:

Hi Whit,

Have you reviewed the draft proposal I sent last week? Your feedback is appreciated. Let me know if you need more info.

Thanks!

CJ

Original:

Hi Whit,

I'm writing to follow up on our previous conversation regarding the project timeline. As discussed, we agreed to expedite the delivery of the final report by two weeks to accommodate the client's request. I wanted to check in and see if you've made any progress on your end and if there are any challenges or obstacles we need to address to meet this accelerated deadline. Please let me know if you need any support or resources to ensure we stay on track. Looking forward to hearing from you soon.

Best regards,

CJ

Refined with Brevity:

Whit,

Quick check-in on the project timeline. Are we on track for the accelerated deadline? Need any support? Let me know.

Thanks!

CJ

Here are some marketing examples:

  • Instead of: "Our brand-new product line offers innovative features and superior quality, perfect for meeting your needs in today's fast-paced market."

  • Try: "Introducing our latest line: Innovative. Superior. Perfect for you."

  • Instead of: "We'd like to invite you to subscribe to our newsletter to stay updated on our latest news, offers, and promotions."

  • Try: "Stay in the loop. Subscribe for news & offers."

In today's fast-paced workplace, brevity is not just a choice but a necessity.

Long-winded emails have become a thing of the past, replaced by concise, impactful messages that get straight to the point.

Why waste words when you can deliver your message with precision?

Brevity isn't just about saving time; it's about respecting your reader's time and ensuring clarity in communication.

Mastering the art of brevity can elevate your writing and enhance your effectiveness in the workplace.

Utilizing Bullets for Clarity and Impact

Incorporating bullet points into your email writing enhances clarity, readability, and impact by breaking down complex information into digestible chunks for your reader to grasp at a glance.

Here's how:

  • Enhanced Readability: Bullet points create white space, easing the strain on the eyes and helps with information processing compared to dense paragraphs.

  • Improved Comprehension: Bullet points prompt readers to digest each point individually, preventing information overload and improving retention of key details.

  • Reduced Skimming: In a world of busy inboxes, bullet points act as signposts, guiding readers through your content and minimizing the risk of overlooking important information during a quick skim.

In essence, the simplicity and clarity of bullet points significantly enhance the readability and comprehension of your message compared to dense paragraphs.

Here's how using bullets can transform your emails:

Before

Hi Team,

I wanted to provide an update on the recent marketing campaign. We've made some progress, but there are still a few areas that need attention. Specifically, we need to focus on increasing social media engagement, optimizing our website for better conversion rates, and refining our email marketing strategy. Additionally, we should consider incorporating influencer partnerships to expand our reach. Let's discuss these action items further during our next meeting.

Thanks,

CJ

Improved with Bullets:

Hi Team,

I wanted to provide an update on the recent marketing campaign.

1. We've made progress, but there are areas needing attention:

  • Increasing social media engagement

  • Optimizing website for better conversion rates

  • Refining email marketing strategy to improve clickthrough

2. We should also consider incorporating influencer partnerships to expand reach.

Let's discuss these action items further during our next meeting.

Thanks,

CJ

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If you want something stuck in someone’s head, put it in a sequence of three.

Brian Clark

Understanding human psychology is key to effective communication.

We're wired to recognize patterns, and the Rule of Three capitalizes on this innate ability.

By presenting information in threes, we create a pattern that's easy to remember.

Why do you think it’s called the Three Little Pigs, the Three Blind Mice, the Three Musketeers and the Three Wise Men?

This simplicity and pattern recognition make content more memorable and engaging.

That's why embracing the Rule of Three can elevate your writing and make you a more effective communicator.

Before:

Hi [Prospect],

I'm reaching out to discuss our new product line and how it can benefit your business. Our products are easy to use, innovative, reliable, and competitively priced. We offer a range of solutions tailored to meet your specific needs and our customer service is worldclass. Please let me know if you're interested in learning more.

Best regards,

CJ

Improved with 3 Bullets:

Hi [Prospect],

I wanted to introduce you to our new product line, which offers:

  • Innovation: Our products feature cutting-edge technology designed to solve your business challenges.

  • Reliability: Backed by extensive testing and customer feedback, our solutions are proven to deliver results.

  • Competitive Pricing: We offer competitive pricing options to ensure maximum value for your investment.

Are you interested in learning more about how our products can benefit your business?

Let's schedule a call to discuss further.

Best regards,

CJ

Incorporating bullet points into your email writing isn't just a tweak; it's a game-changer.

It streamlines communication, boosts readability, and ensures your message hits home with maximum impact.

In Conclusion

Effective writing is transformative, both personally and professionally.

It communicates that you are thoughtful, detail-oriented, professional, articulate, confident, adaptable, and potentially leadership material.

Words wield immense power.

So choose the right words and deliver them purposefully.

Thank you for reading,

-CJ

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