Bring life to Business Writing

 

Verbs are the backbone of sentences. Honing strong verbs is the single best strategy for clear writing. Focusing on strong verbs also naturally resolves many other syntax problems, especially passive voice used incorrectly and clause sequencing errors.

Smothered Verbs are Action Words that are buried in a Group of other Words.

·         Eliminating the other words creates a clearer, more forceful sentence.

·         Smothering phrases often begin with a form of be, give, have, make or take.

·         The noun in the phrase often ends with -ion or -ment.

·         Smothered Verb Examples

·         Be in agreement

·         Give consideration to

·         Have a suspicion

·         Make an adjustment

·         Extend an invitation

·         Hold a discussion

·         Unsmothered Verb Examples

·         Be in agreement = Agree

·         Give consideration to = Consider

·         Have a suspicion = Suspect

·         Make an adjustment = Adjust

·         Extend an invitation = Invite

Use the real verb! Cut the smothering fluff words--This is the secret to make your Business Writing look distinct.

Consider this Passage as an Example

I am in possession of your report, and my team held a discussion and gave much consideration to your budget recommendations. After much deliberation, I will give instructions to my assistant to make an adjustment to your account. You will see the increase in your budget’s total account on the intranet by Friday, when you can make a comparison between the two budget figures. (64 words)

Now Look at this Restructured Writing

I have your report, and my team discussed and considered your budget recommendations. After much deliberation, I instructed my assistant to adjust your account. You will see the increase in your budget’s total account on the intranet by Friday, when you can compare the two budget figures. (47 words)

 On average, unsmothering verbs reduces bloat by 25%.This is a powerful clarity technique.

Avoid Verb + Modifier Construction

Choose powerful verbs that connote meaning, which don't need a second modifying word to do their job. A verb that cannot stand on its own is wimpy. For instance:

·         "The attendant shouted loudly.”

·         "The attendant shouted," is a perfect sentence. The adverb "loudly" is inferred and extraneous.

·         To emphasize the shouting, if necessary, choose a more precise verb: “The attendant screeched.”

A verb that cannot stand on its own is wimpy. Choose a single strong, evocative verb instead of a verb + modifier.

·         "The executive ran quickly into the boardroom.”

·         "Ran quickly" is wasteful word choice. Pick a better verb. "The executive sprinted into the boardroom," is concise, visual, and lively. Avoid Verb + Modifier

The Power of Short Words

Many business writers feel they convey their intelligence more by dropping long words, when short words actually work better rhetorically. Long words don’t make you sound intelligent unless used very judiciously. In the wrong situation they’ll have the opposite effect, making you sound pretentious and even unsure. They’re also less likely to be understood and more awkward to read.

 Do you really think big emotions come from big words? ----The answer is NO.

Here is a sound rule: Use small, old words where you can. If a long word says just what you want to say, do not fear to use it. But know that our tongue is rich in crisp, brisk, swift, short words. Make them the spine and the heart of what you speak and write. Short words are like fast friends. They will not let you down.

Clear business writing is a huge competitive advantage. It is the currency that conveys a company’s products and knowledge, and the primary connection to customers.