This article is a Part III of my series on crafting clear technical announcements.
Part I is available here .
Part II is here .
Rule 5: Write Short Sentences
Writing short sentences is a powerful technique for enhancing clarity and engagement in technical communications.
Each sentence should adhere to the principle of “One Sentence == One Idea”, where sentence conveys a single, clear thought without overloading the reader. Reducing the use of subordinate clauses, such as:
- “which,”
- “that,”
- “because,”
- “whose,”
- “until,”
- “unless,”
- “since”,
simplifies the structure of your sentences, making them easier to read and understand. Avoid filler phrases and opt for more concise alternatives to cut down on unnecessary words and sharpens your message. For example:
- “at this point in time” => “now”,
- “determine location of” => “find”,
- “is able to” => “can”, etc.
By focusing on short, succinct sentences, you make your technical announcements more accessible and digestible, increasing the likelihood that your audience will grasp and retain the essential information.
Rule 6: Use Plain English
Using plain English in technical announcements is essential for ensuring that your communication is universally understood.
To achieve this, avoid jargon and opt for simple, straightforward language. For example:
- use “help” instead of “facilitate,”
- “use” instead of “utilize.”
Choose common, everyday words over complex or technical terms whenever possible, and steer clear of obsolete or overly-complex English that might confuse your audience. Keep your writing culturally neutral, especially in diverse work environments where some team members may use translation software. Such software often has difficulty with cultural references and idioms, which can distort the intended message.
By using plain English, you help ensure that everyone, regardless of their native language or cultural background, can easily understand and act on your announcements.
This approach not only improves comprehension but also fosters inclusivity, making your communications more effective across the entire organization.
Together, these 6 rules form a comprehensive approach to communication that not only conveys information effectively but also fosters a clearer understanding among all team members, enhancing collaboration and efficiency in any technical environment.