The benefits of writing effectively are available to anyone willing to labor over a sentence or paragraph until it is as good as can be rendered by thought and patience.
For most of us that's hard work, but if we take the time to apply the Five Cs Formula of editing we can improve on any written communication. This formula may be applied to anything from business and technical to creative writing, and after a little practice will only seem like an extension of the writing process.
By applying the formula the quality of the work is determined by asking if it is:
- Concise
- Correct
- Clear
- Complete
- Courteous
Mastering the craft of writing has the power to impact our lives by making us more productive; by generating feelings of personal accomplishment and satisfaction, by increasing confidence and self esteem, and by directly or indirectly producing material rewards.
The thing is, since we have to write anyway; and most of us have to on some level or another, we might as well do so well enough to enjoy its numerous benefits.
The many benefits associated with the ability to turn a good phrase are all within our reach, and also includes:
- Increased professional efficiency
- Ability to obtain higher levels of employment/job promotion
- Performing well on school/professional examinations
- Writing literature/information that produce revenue.
Even if the net result of a well-written piece is simply a moment of favorable attention, that is certainly better than receiving negative attention for a poorly written piece.
If the piece of writing meets the Five Cs criteria, it is on the way to being an effective communication.
Concise
The single most pervasive deterrent to good writing is clutter. The tendency toward wordiness, over-writing, and rambling often buries the message.
Clutter is using long, cumbersome words when short, airy words are more effective. It is over explaining: “As is often the case” instead of “generally”, or “due to the fact that” instead of “because”. Clutter is saying something in ten words when five is sufficient.
Wordy: At the Student Center of the University today, the recently appointed Dean of Students gave a long, and informative speech regarding many policy changes for the coming school year.
Concise: Today at the University's Student Center, the new Dean of Students outlined policy changes for the coming year.
Wordy: The music was being played so loudly, it could be heard two to three blocks away from the house.
Concise: The music was so loud it was audible for several blocks.
Described by one professor as “weeds”, if allowed to grow, clutter will stifle the best writing. Weed fighting then is a crucial element of the writing process and is best employed during the revision stage. Every word and sentence must be examined to see if there's a need for its existence.
An effective tool in fighting clutter is putting the writing aside for a period of time like several days, a day, or even an hour. This objective distancing permits a return to the work with a fresh eye making it easier to spot and weed out superfluous language.
Clear
Assuring clarity in writing should begin with determining the intended purpose of the communication. What should be accomplished by the communication?
Decide what details should be included. Ask what the reader needs to know to enable him or her to understand the message.
Organize information in order of importance.
Be specific. Don't use words that are vague, but words that say exactly what is meant.
Write only what is needed to make the point. Don't ramble and confuse the issue.
Unclear: Tardy employees will have all episodes of tardiness tallied retroactive to the beginning of the year for all recurrences.
Clear: Tardiness episodes are no longer accrued quarterly, but annually.
Unclear: This stereo has many different features.
Clear: This stereo has a 5-changer CD player, AM-FM radio, audio cassette player, and remote control.
When the writing is complete, ask if ...
- Only the essential information has been included
- The purpose of the communication been served
- The message is clear
Correct
Aim for excellence.
A piece of writing may be effective in every respect, but miss the mark
because of problems with punctuation and grammar, spelling, tone, etc.
Assure that the information in your communication is correct; all sources
have been checked for accuracy. Once something is said, it is difficult, sometimes impossible to call it back.
Pay attention to details: for example, make sure that names, dates,
etc., are correct.
Courteous
Be careful of negative tones. Even if the communication must convey a negative message, approach it in a positive manner.
Wait for emotions to cool before writing something that will become a permanent record.
Demonstrate a positive rather that a negative attitude in written communications.
Use tact and good judgment.
Complete
An incomplete communication compromises its purpose.
If necessary information is missing, appropriate action by the reader may be impossible; the message may be unclear; or worse, may send an incorrect message.
An incomplete communication can be a waste of everyone's time, especially if it must be rewritten.
Although there are many different elements involved in effective writing, the revision and review stage can be the most critical.
Take the time to slowly check each separate element of any written communication to assure the Five Cs criteria are met and, maybe take an ordinary memorandum, business procedure, news letter, short story from the ordinary to the magnificent.
