{"id":130320,"date":"2024-09-18T10:36:47","date_gmt":"2024-09-18T14:36:47","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=130320"},"modified":"2024-09-19T10:48:59","modified_gmt":"2024-09-19T14:48:59","slug":"how-to-write-concisely","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/how-to-write-concisely\/","title":{"rendered":"How to Write Concisely: 4 Ways to Say More With Less"},"content":{"rendered":"\n

Are you able to capture your readers’ attention in today’s fast-paced digital world? How would things change if you could get your message across in fewer words?<\/p>\n\n\n\n

In Smart Brevity<\/em>, authors Jim VandeHei, Mike Allen, and Roy Schwartz offer valuable insights on crafting clear, impactful messages. They provide practical tips on how to write concisely<\/a>, engage your audience<\/a> from the start, and respect their time.<\/p>\n\n\n\n

Read on to discover the key components of a well-structured message and why brevity matters in modern communication.<\/p>\n\n\n\n\n\n\n\n

How to Write Concisely<\/h2>\n\n\n\n

If the question is how to grab readers in today\u2019s crowded information marketplace, the answer is to be brief, but well-reasoned, constructing your message in a way that saves your readers\u2019 time and respects their intelligence. VandeHei, Allen, and Schwartz outline four components of a well-structured message: a tight, punchy writing style; a strong opening sentence; a concise explanation of why the content matters; and the option for the reader to find more information if they choose to explore your subject further. We’ll look at the authors’ advice on how to write concisely, and then we’ll share what they say about the importance of brevity.<\/p>\n\n\n\n

#1: Tighten Your Writing Style<\/h3>\n\n\n\n

Before you write, you need to sharpen how <\/em>you write. Instead of using flowery but timid language, adopt a punchy, to-the-point writing style with strong words, active voice, and visual cues. <\/p>\n\n\n\n

The authors advise writers to use shorter, one-syllable words whenever possible,<\/strong> since they\u2019re clearer and more memorable than multisyllable words. For instance, instead of saying that someone \u201cmade an illegal withdrawal from a financial institution,\u201d you should write that they \u201crobbed a bank.\u201d Using elaborate words and uncommon terms can confuse the reader. Short, vivid words and phrases that evoke imagery are more memorable and impactful.<\/p>\n\n\n\n

The authors also encourage you to use active voice, which creates a more compelling narrative.<\/strong> \u201cActive\u201d voice is a sentence structure in which the subject of the sentence acts<\/em>, instead of being acted upon. For example, \u201cRocky Balboa knocked out Apollo Creed\u201d is more gripping than the passive form: \u201cApollo Creed was knocked out by Rocky Balboa.\u201d When using active voice, you should also use strong verbs to inject a sense of action and movement into the writing. For instance, don\u2019t write that \u201cRocky moved quickly up the bleachers\u201d\u2014instead, write that \u201cRocky ran <\/em>up the bleachers.\u201d<\/p>\n\n\n\n

Lastly, the authors suggest that you employ bullet points, bold text, and images<\/strong> to break up dense paragraphs and make information more accessible. Bolded words or phrases signal to the skimming reader to stop and take note of an important idea. Pictures and bullet points serve a similar function, acting as visual roadblocks that make the reader\u2019s eye pause on crucial bits of data. The goal is to communicate effectively and efficiently using any visual tricks appropriate to your subject without wasting the reader’s time or causing confusion.<\/p>\n\n\n\n

#2: Open Strong<\/h3>\n\n\n\n

Once you\u2019ve settled into an engaging writing style, it\u2019s time to craft a powerful opening statement for your message.<\/strong> <\/em>VandeHei, Allen, and Schwartz stress the importance of highlighting the most crucial point or idea in an attention-grabbing phrase at the beginning. Since most contemporary readers recall little of what they read, it\u2019s unlikely your point will stick in anyone\u2019s mind if you bury it in the middle of a piece of writing. Therefore, you need a strong subject line, headline, or opening sentence. <\/p>\n\n\n\n

(Shortform note: Research on how the brain forms memories shows that two parts of a message are likely to stick in someone\u2019s mind\u2014the first, due to what\u2019s known as \u201cprimacy bias,\u201d and the last<\/em>, in what\u2019s known as \u201crecency bias.\u201d In The Art of Thinking Clearly<\/em><\/a>, Rolf Dobelli explains that when being presented with various statements, the first information you receive is initially easier to remember, but only for a short time. After that, whatever information you received most recently is easier to remember<\/a>. <\/strong>However, given the modern skimming habits that VandeHei, Allen, and Schwartz describe, your opening headline may be both the first and last<\/em> statement your readers pay attention to.)<\/p>\n\n\n\n

The authors suggest that you compress your opening statement to no more than six words <\/strong>and make them provocative to entice the reader, while accurately reflecting the content of your message. A strong opening sentence should convey something new and essential, capturing the reader’s interest immediately. The authors further recommend asking yourself whether your opening line or headline is something you\u2019d read if you came across it somewhere else. If not, then you need to rework it. Additionally, you can use techniques like rhetorical questions, surprising statistics, or well-known names in the opening to pique your reader’s curiosity and draw them in.<\/p>\n\n\n\n

What Clickbait Writers Don\u2019t Want You to Know!<\/strong>

While strong opening statements may indeed be vital to catching your reader\u2019s eye, be careful not to push them into the realm of clickbait<\/em><\/a>\u2014overly sensational headlines designed solely to entice readers into clicking a link. Content creators, including both unreliable sources and mainstream media outlets, use clickbait to drive readers to their websites, employing questions, lists, and superlatives to create a “curiosity gap” to make you feel there\u2019s key information that you need to discover. Though VandeHei, Allen, and Schwartz don\u2019t use the term \u201cclickbait\u201d to describe their preferred writing style, their advice on crafting a strong opening could be interpreted that way.

However, internet users are becoming aware of clickbait writers\u2019 techniques. Studies suggest that clickbait may not be as effective as commonly believed<\/a>. Experiments comparing user engagement with clickbait and non-clickbait headlines found that readers are just as likely, if not more <\/em>likely, to click on and share non-clickbait material. Readers also tend to perceive non-clickbait content as more credible, less deceptive, and more curiosity-inducing. So while clickbait aims to pique readers\u2019 interest, it may not necessarily succeed in getting them to engage with content more than non-sensationalized headlines.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

#3: Explain the Context<\/h3>\n\n\n\n

Once you\u2019ve grabbed a reader\u2019s attention, the next step is to hold it. Do this by explaining why your message is important\u2014in other words, provide context to help the reader understand the importance of the information you’re presenting. You\u2019ll have to clearly label the context so readers don\u2019t miss it; doing so will help them understand why your information is important to them personally.<\/p>\n\n\n\n

VandeHei, Allen, and Schwartz recommend you use signals to slow down readers who are skimming,<\/strong> such as a bolded heading that says \u201cWhat It Means.\u201d This can quickly help them understand why your content is relevant to them. Assume that your readers are busy and are bombarded with information from multiple sources. By explicitly stating why your particular piece of information is important upfront, you increase the odds that the reader will deem it worthy of their time.<\/p>\n\n\n\n

(Shortform note: The bold typeface that the authors mention isn\u2019t the only form of emphasis available\u2014you can also use italics, underlining, and text in ALL CAPS<\/a>, though each of these have specific meanings, especially in online text. Use italics to highlight key words, quotes, book titles, and foreign phrases. Reserve underlining for hyperlinks, since readers expect any underlined text to be clickable. Readers equate ALL CAPS with shouting, so use it sparingly or only to identify acronyms like ASAP (short for \u201cAs Soon As Possible\u201d). Overusing any of these formatting options dilutes their impact, so apply them judiciously.)<\/p>\n\n\n\n

Additionally, providing context on why your information matters helps the reader frame it properly.<\/strong> Without context, your reader may miss the larger implications of your message or fail to understand how it ties into something bigger. For instance, if you write a company memo about a new software update, readers might ignore your message unless you spell out how it might change the way they work. Clearly articulating your message\u2019s context orients the reader and lets them judge its importance. The authors also suggest that explicitly stating why your message matters demonstrates consideration for the reader. It shows that you value their attention by getting to the point<\/a> right away, rather than burying it in overwritten prose.<\/p>\n\n\n\n

(Shortform note: Providing context does more than merely show respect for the reader\u2014it helps them retain information. In The Only Study Guide You\u2019ll Ever Need<\/em><\/a>, <\/em>Jade Bowler explains that people remember new information better by connecting it to concepts they\u2019re already familiar with<\/a>. <\/strong>Likewise, the authors of Make It Stick<\/em><\/a> suggest that when you make connections between different types of information, such as a new fact and a context that you already know, you stimulate brain cells\u2019 growth and the creation of new neural connections<\/a>. In other words, VandeHei, Allen, and Schwartz\u2019s advice to give context for whatever you need to convey engages the brain\u2019s mechanisms for solidifying short-term memory into knowledge.)<\/p>\n\n\n\n

Furthermore, by using an explicit \u201cWhat It Means\u201d heading as the authors recommend, you tap into how modern readers naturally scan a page.<\/strong> Bold text catches the skimming reader’s eye, increasing the chances they’ll absorb what follows. Being clear about why your message matters is crucial for cutting through the internet\u2019s clutter and ultimately ensuring your most important points are actually understood by your audience.<\/p>\n\n\n\n

(Shortform note: The habit of skimming a page of text isn\u2019t just a byproduct of the information age\u2014it\u2019s a time-saving reading technique<\/a> that you can employ yourself. Intentionally glancing through key parts of a text is useful when you need to quickly grasp the main ideas without getting bogged down in details. By focusing on a book or article\u2019s introduction, headings, and conclusions, you can efficiently grasp the big picture and overall structure of the document. Skimming is particularly helpful when previewing material to decide if it’s worth a deeper read, as well as when refreshing yourself on information you’ve already learned.)<\/p>\n\n\n\n

#4: Offer More Information<\/h3>\n\n\n\n

Once you\u2019ve hooked your reader and given them context, offer them the option to read more if they wish. This is where long-form writing has its place. You can include the depth and detail you initially truncated as well as a path for readers to explore further without forcing them to wade through a swamp of needless text.<\/p>\n\n\n\n

VandeHei, Allen, and Schwartz recommend using an explicit \u201cmore information\u201d signpost, similar to the one you used to signal context earlier. This is an elegant way to give readers the chance to dive more deeply into a subject if they wish,<\/strong> while also respecting the time of those who just want the major takeaways. The key is that you\u2019re not forcing supplemental information on readers up front. By providing expanded information at the end, you’re making in-depth reading an opt-in experience for those with more time and greater interest in your subject.<\/p>\n\n\n\n

(Shortform note: The authors\u2019 strategy of clearly marking where a text\u2019s \u201cdeep end\u201d begins is similar to the opt-in approach used in digital marketing<\/a>. Just as marketers obtain explicit permission before sending people promotional content, you give readers the choice to engage with your additional material. This approach ensures that those who delve deeper are genuinely interested in your subject. On the other hand, forcing a reader to wade through excessive text before reaching your point is like the \u201copt-out\u201d marketing technique that presumes consent to send marketing materials until individuals make the choice to unsubscribe. As in marketing, the assumption that the reader\u2019s time is yours risks annoying or alienating your audience.)<\/p>\n\n\n\n

The authors write that this section is where you should include references to additional material on your topic.<\/strong> These could be links to news articles, research papers, book excerpts, videos, podcasts, and biographical information. Most readers likely won’t <\/em>click through these sources, but simply including them serves two important purposes:<\/p>\n\n\n\n