Put your message in focus

Writers often lose focus because they are unclear about what they want to say. If you are unclear in your own mind, how can you expect readers to understand? Another common mistake of writers is focusing on their own agendas and neglecting their readers’ needs. To avoid these problems, review your first draft and ask yourself two questions:

• Is my key message clearly stated?
• Did I include all of the information my readers will need to understand what they need to do?

If the answer to either of these questions is no, review what you have already identified as your purpose, audience, and bottom line. Edit your document to address your audience’s requirements and to clearly state your key message.

Review for clarity

As you read the first draft, consider whether your purpose is easy to find and understand. Also review for precision and scope of content.

As you edit for clarity, ask yourself these questions:

• Is my information accurate?
• Is my information complete?
• Did I label requests for action and deadlines so that they will be obvious to the reader?
• Did I headline next steps?

Sequence your key message strategically

Another element to watch for is the location of your key message: the one thing you want readers to remember. In most cases, you should position this information at the beginning of the document. If the key message is buried, readers may skim right over it.

If you’ve determined that your reader will probably not be receptive to your ideas, position your key message strategically—where it will have the best chance of being read and considered. It may make more sense to build a context for your key message before introducing it.

Answer your readers’ question: “Why?”

Your document not only should state your key message but also should explain why it is important. For example, if the key message is that you need more time to complete work on a project, don’t just stop after you’ve explained your need. Answer the “Why?” question by including the following:

• What will happen if you don’t get the extra time
• Whom your extension will affect
• How an extension will affect other projects you’re working on
• How your readers will be affected

Don’t skip the “Why?” question; it’s your key to credibility. Make sure that your document explains exactly why your key message is important in terms that the reader will understand.

Be sure to include a clear statement of the impact of your key message in terms relevant to the audience. For example, instead of stating, “Option A is better than option B,” write, “Option A is better than option B because option A will reduce annual operating costs by 30 percent.”