Formatting: Instructions in the Office

If you tape a sign to the clock where people punch in, one way to make sure it's coherent is to format it for readability. 

First, make sure you're in Word or an equivalent (not PowerPoint). Next, make sure your copy is flush left. And as always, keep the instructions precise and concise. 

Before:

If you're swiping in before midnight please remember to punch in your complete employee id number. Don't punch in the first 2 zeros, just the main 8 digits. If you experience Any problems call Stacey at 9220

After:

Anyone swiping in before midnight: punch in your employee identification number (without the first 2 zeros). 
Thank you, 
Stacey (Ext.9220)

Center formatting, as in the "before," seldom works for instructions. Also consider that people may spend 2 seconds in front of the time clock, so keep your instructions short and easy to understand.

(c)2014 Suzann Kale

Tags: formatting, Word, business writing, technical writing, syntax

Make It Concise

Even if you're writing something as quick as a 2-sentence email, there's no need to be sloppy. Here's how to make your tiny blurbs earn their keep.

Before:
Team Members: Please see the attached document, post at all positions’, (Guidelines for values). 

After:

Team Members: New "Guidelines" document is attached. Please post.

Before: 

Please if anyone has any issues, questions, or concerns please ask me, if I cannot answer I will ask my mentors, and use resources’ to answer anyone’s questions.

I advise against asking your co -worker Please come directly to me, I have 4 or 5 different ways of being reached if not in the office.    This will eliminate any misunderstandings you may encounter.

After:

Let me know if you have any concerns.

Before:

My goal is to keep everyone working together.  ( I will be delegating each team member , a department responsibility).  Since we are a team this will unite our department.

Some members of our staff asked for a job specific responsibility, I agree it will promote a united front.     ("A house divided will fall"). 

After:

I will be giving each team member a specific responsibility.

(c)2014 Suzann Kale

Tags: business writing, technical writing, verbage, punctuation, grammar, syntax

Lose the Excess

One way to trim down excess verbage is to locate every "very" and "really" in your copy, and delete them. It's fast and easy: Just plug those words into your Find/Replace program. I guarantee, you will not miss a one of them!

Other words to consider deleting, especially in business or technical writing:
well
so (sometimes, not all the time)
just (when used as an adverb)
any adverb that duplicates what the verb has already said ("No yawning sleepily in the meeting.")
suddenly
finally

After you've written your memo, email, flyer, brochure, or instruction book, do a read-through for the specific purpose of deleting unnecessary words. You'll find yourself with sleek copy that's easy to read and understand.

(c)2014 Suzann Kale

Tags: adverbs, grammar, syntax, business writing, technical writing, verbs