Improve Your Communication Skills, 2nd Edition

differences in configuration
between the two 
machines which added a 
degree
of 
complexity
to the exercise. 
The two machines were configured differently, making the 
exercise more complex. 
Unnecessary words 
Some words contribute nothing to meaning. You might use 
them because they sound good, or because you don’t know what 
to say next. Remove them. 
The benefits of this arrangement are a saving in consultancy costs 
and the opportunity for new users to learn the system in a 
meaningful situation at the same time as they learn their jobs. 
This arrangement saves consultancy costs and allows new users 
to learn the system as part of on-the-job learning. 
Developing a readable style 
Good writing comes alive in your mind. Nothing comes 
between the writer and your understanding. Effective writing is 
transparent. 
Bringing your own writing to life is a long-term project. Here 
are some guidelines to point you in the right direction: 
( c) 2011 Kogan Page L imited, All Rights Reserved.

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159 Putting it in Writing
• say what you mean; 
• be specific; 
• be positive; 
• remove blockages. 
Style is personal. Choosing how to write is like choosing how to 
dress. Improving your style is not unlike improving your dress 
sense. Look around; imitate what you admire; aim for functional 
elegance rather than excessive flamboyance. 
Say what you mean 
Concentrate on what you want to say, not how to say it. 
Imagine the reader’s response. If you only had a few seconds to 
get your point across, what would you say? Be sincere, and avoid 
‘scaffolding’: any writing that refers to the fact that you are 
writing (‘In this report, I shall…’). 
Be specific 
Aim to be precise rather than vague. Avoid generalising. Use 
numbers, and names, so that your writing becomes more 
personal. Use verbs with a specific meaning and avoid verbs that 
don’t mean much (
get
, 
carry out
, 
perform
, 
give
, 
conduct
, 
implement
, 
move
, 
do
). Make it concrete. Give real examples. And use jargon 
carefully. 
Be positive 
The best functional writing is forward-looking and action-
centred. Avoid writing too much about what has happened, what 
hasn’t happened, what should have happened or what is wrong. 
Instead, write about proposals, future action and what you are 
doing. Make definite promises and avoid emotive language.