Think before you write
We are all familiar with the adage ‘think before you speak’. But most of the time, our unconscious makes split-second decisions about our audience and the appropriate tone and register to adopt when speaking to them. If it is face-to-face, we pick up on body language and mood through assessing the person’s demeanour and reaction to what we are saying and we make modifications accordingly.
We don’t use the same familiarity when we are speaking to our manager that we use with our partner, or good friend. We are sensitive to the impression we are trying to make or preserve. And the same goes with our writing.
So, before we poise our fingers over the keyboard, we need to picture the reader. What is the appropriate register and tone? Will our writing be disseminated to a different audience who may require a more formal or professional approach? Is the document for two different readers: someone without any prior knowledge of a subject and someone who can be considered an expert? We need to consider these questions before we begin writing, as the answers will shape all of our choices.
As a quick reference, consider:
Who is the intended audience?
How can I describe their level of knowledge: novice, competent, expert?
What is the main message I need to impart?
What is the appropriate form to convey this message (e.g. email, report, newsletter, blog)?
What is the purpose of my communication – is it to inform or to get someone to act or do something differently?
Next time you are about to launch into writing something important, metaphorically bite your tongue and consider your reader before you start writing or your message may not be read the way you intended.
