Experienced professional writers won’t need to read this post. All the advice here will be second nature to them.

However, if you’re new to publishing your writing, these simple tips could help you look less like an amateur and more like a pro.

Especially number one. And five. And six. But seven is the most important.

1. Never use exclamation marks
Don’t use them. Just never use them. Using an exclamation mark makes you look like an amateur (unless you can get away with doing it ‘ironically,’ which is mighty tricky). Using more than one exclamation mark at time makes you look like a complete and utter idiot. Don’t do it!!!!

2. Don’t publish or send straight away
Always try to review or edit what you’ve written at a different time, when you are in a different mood. How does it sound now?

3. Break out of formal structure
At school and college people learn to structure essays with introductions and conclusions. There’s nothing wrong with this but there are lots of other ways to structure a piece of writing (including the inverted triangle used in journalism). However, even if you do stick to the introduction-argument-conclusion structure, you don’t have to be so lame as to highlight it in your subheads. Honestly, I have received articles for inclusion in a business magazine where the author had included ‘introduction’ and ‘conclusion’ as sub-headlines. What’s wrong with that? It’s boring and unimaginative, that’s what.

4. Use short words
Don’t try to sound clever by using long words for the sake of it. It actually has the opposite effect.

5. Edit
Cut out as much as possible, eliminating redundant words. Always edit your work as thoroughly as time allows.

6. Be clear
Remember that it is your job, as the writer, to communicate effectively. If the reader doesn’t get it, it’s your fault.

7. Say something interesting
Presenting a balanced point of view is all well and good - but it gets dull after a while. Be passionate about your subject. Be audacious. Project your personality.

If you enjoyed this post, please consider helping me promote it through whatever social media you use (Digg, StumbleUpon etc). Or link to it from your own blog. Or make a comment. Or tell people about it, in person or by email. Thanks for your help.

English is a mongrel language, one that has evolved over a long period of time, and continues to change. It’s also a language that has no standardised version. There is no single ‘correct’ version of English.

The obvious comparison is between US and UK English. We spell and use words differently. Often the same word can have a completely different meaning in one country to the other.

The French language, on the other hand, is strictly controlled by L’Académie Francaise, an institution that ‘protects’ the language by fixing an accepted standard of pronunciation, syntax and sentence construction.

But the sheer variety of English, the speed at which it changes and the way it gets changed by different people to suit their purposes, all go to make it a more vital and dynamic language. Continue reading →

When writing isn’t clear, it becomes a double waste of time.

It wastes the time of your reader, who has to puzzle out what you mean.

And it wastes the time of the writer, who will either not be read (so what was the point); or he will have to write it again, to explain what he means.

Writing properly means communicating clearly. It doesn’t necessarily mean obeying the rules correctly. It means getting your point across so the reader clearly understands you.

To get your meaning across clearly, you need to choose the right words and set them in the right order. After that, style will take care of itself. As Matthew Arnold (An English Victorian poet) said:

Have something to say and say it as clearly as you can. That is the only secret of style.

Choosing the right words to use is not always easy, however. Often it requires a little work and a fair bit of thought.

Clear writing, like clear thinking, is hard work. But it is work that is worth doing, because without it, you waste not only your own time but also that of your reader. And that is a rudeness which is inexcusable.

Photo by ponanwi (CC on Flickr)

When you blog and people link to your site your blogging software lets you know. So you can go and check out what people are saying. You might not always like what you find of course….

A while back on this site I fired off a quick little piece about writing how you talk. It got picked up by StumbleUpon and brought in thousands of visitors. It is far-and-away the most popular article that’s appeared on this site.

However, from the start it has generated a lot of misunderstanding. (It must be the way I wrote it. The fault is all mine.)

One of the latest links to the site is from someone who appears to be rethinking their education based on what I wrote. This has alarmed me, to say the list.

I was going to link to the page but have decided not to, to respect their privacy. (Yes, I know that sounds daft when they published something on the web, but it’s not really on a blog. It seems to be more of a ‘keep track of your thoughts’ kind of site).But this is what the person says:

So, I’ve decided not to pursue a minor in English. I guess somewhere along the line, I lost my interest and I feel that it really isn’t my thing. I mean, I can speak it just fine, so people tell me, but I figure once I have the minor, I’ll not have a use for it. Well, I’m decided in not pursuing, so I won’t be taking advanced composition next semester or any other English class for that matter. Anyway, here’s a nice little article I found on the web. It’s really one of those ‘what you were taught in grade school was all wrong’ kinds of pieces, but I found it interesting. (Here they link back to my original article).

Let’s get something straight here. I’m not saying that you don’t need a formal education in order to be a good writer. I’m not saying that everything you learnt in school about writing is wrong. (It’s also not the English classes that are to blame. It’s the history essays, the French essays, the science reports). Continue reading →

Journalists summarise the whole story in the first paragraph, and expand on the detail as they go along. So the most important and interesting stuff is at the top, and the fluff that is less useful or intriguing goes towards the end.

“The second paragraph? Who reads the second paragraph?”

There, I’ve gone and done it myself and now you don’t need to read the rest of this post. But wait… don’t go. There’s more you need to know first.

Until I decided to demonstrate this technique, with the first paragraph of this post, I was intending to start with a little reminiscence about a great movie from 1974 called The Front Page. It stars Walter Matthau and Jack Lemon as the editor and reporter in a 1920s Chicago newspaper.

At one point, Lemmon, the intrepid reporter, is filing copy about a notoriously dangerous criminal who has broken out of jail and stolen a gun. He’s on the loose, on the prison roof.

“Where’s the bit about the gun?”

Reading the copy, Matthau asks something along the lines of: “Where’s the bit about the gun?”

(I’m doing this from memory, as I don’t have a copy of the film to hand).

Lemmon replies: “It’s in the second paragraph.”

To which Matthau, the editor, says: “The second paragraph? Who reads the second paragraph?”

And it’s all there, in that one-liner - just about everything you need to know about writing in the newspaper style. It’s an education in journalism, all by itself.

Continue reading →

Communication is all about the right mindset. And that means embracing the idea that there’s no such thing as a failure of understanding, only a failure to communicate effectively.

Of course, this may not always be totally true in all circumstances. But as a general rule of thumb for communicators of all kinds, it works just fine.

If you’re writing, explaining something, teaching, then you need to make sure that you get the message across in a way that your audience can understand. If they don’t get it, it’s your fault, not theirs.

This is true when talking to a stranger at a party or addressing a hall full of people.

It’s something most copywriters would understand instinctively (or at least, you’ld hope they would). It’s something most effective communicators would never really need to be told. It’s probably second nature to them.

But it’s also true that huge numbers of people just don’t get this. Those people who write instructions for mobile phones, perhaps.
The arrogant guy in the bar pontificating at people who are too slow to follow his argument. The impatient business exec sniping at the temp who’s had no training.

The IT guy who doesn’t explain how to use his software, or even why, just gives you a list of changes made since the last version.
The bottom line is that if you want to communicate then the onus is on you to get it right. Make an effort to explain, rather than expecting people to understand.

This is especially true in mass communications, be it journalism, writing a blog or creating your own marketing materials. It’s so much better for one person to make the effort to explain things clearly than for dozens, hundreds, thousands to have to wade though poorly written copy. Especially as they can always stop reading, and move on.