Written Language
Since we build our tools around the written word, we have an incredible opportunity to convey our message with precision and impact. Clarity, simplicity, and brevity are essential to ensuring that our message resonates with and reaches the appropriate audience. Every word choice is critical—each must be deliberate, contributing to a message that is both powerful and accessible. We prioritize readability in both our language and design—no amount of design can compensate for poorly crafted language. To support this, we can use tools like SMOG, which estimates the readability of text by determining the grade level needed to understand it based on the frequency of polysyllabic words. By focusing on the craft of language, we can balance style and substance, leading to consistently clear and effective communication that can meet these readability standards.
Source Material
We will reference two of the most influential works of English language writing that have shaped how countless writers approach their craft. These seminal guides have impacted the writing world, setting clear, effective communication standards. The foundational guide for clear and concise writing is The Elements of Style, which emphasizes brevity, clarity, and the importance of proper grammar and punctuation—building on these principles, On Writing Well advocates for clarity, simplicity, brevity, and humanity, urging writers to craft precise, engaging prose that resonates with readers.
Revision Importance
These authors emphasize that revision is crucial for achieving clear and effective writing. Strunk and White1 advocate for the removal of unnecessary words and redundancies to enhance brevity and clarity. Zinsser2 highlights the importance of critically evaluating and refining one’s prose, he suggests most work can be reduced by 50% without losing any meaning. They view revision as more than just correcting grammatical errors; it is a process of refining and perfecting the message to ensure it is impactful and easily understood.
Brevity
- Definition: Brevity involves conveying information concisely and efficiently, using the fewest words necessary to express the core message. It focuses on eliminating redundant or superfluous details to keep the text direct and to the point.
- Focus: Delivering the essential information in a clear and concise manner, without unnecessary elaboration or verbosity.
Do This, Not That
Clarity
- Definition: Clarity is about ensuring that the reader can easily understand the meaning of the text. It involves organizing thoughts logically, using precise language, and avoiding ambiguity.
- Focus: Ensuring that the message is comprehensible and free of confusion.
Do This, Not That
Simplicity
- Definition: Simplicity involves using straightforward, unembellished language to make complex ideas easy to understand. It aims to avoid unnecessary complexity and jargon.
- Focus: Clear communication by eliminating complexity, making the text accessible to the reader.
Guidelines for Achieving Simplicity
- Choose Simple Words: Use common, straightforward words instead of technical or complex terms unless necessary.
- Shorten Sentences: Aim for brevity in sentences to avoid overwhelming readers with lengthy constructions.
- Be Direct: Get to the point quickly and clearly, avoiding roundabout explanations.
- Organize Information Logically: Present information in a clear, logical order to help readers follow along easily.
- Avoid Redundancy: Eliminate repetitive phrases or redundant information to keep the text concise.
Do This, Not That
1. Avoiding Jargon
- Complex: "Our system utilizes advanced algorithms to facilitate predictive analytics for optimizing patient outcomes."
- Simple: "Our system uses algorithms to predict and improve patient outcomes."
Explanation: Use clear, everyday language to ensure that all readers can understand the content.
2. Eliminating Unnecessary Words
- Complex: "In order to complete the registration process, it is necessary for you to submit the required documents."
- Simple: "Submit the required documents to complete registration."
Explanation: Focus on essential information and cut out superfluous language.
3. Using Concrete Terms
- Complex: "The team will engage in a comprehensive evaluation to determine the feasibility of the proposed solution."
- Simple: "The team will evaluate whether the proposed solution will work."
Explanation: Specific, straightforward words enhance clarity and make the message more actionable.
4. Breaking Down Complex Ideas
- Complex: "The intervention aims to address multiple facets of patient engagement through a series of multi-layered strategies designed to improve overall care quality."
- Simple: "The intervention focuses on improving patient engagement with strategies to enhance care quality."
Explanation: Use clear and direct sentences to convey complex concepts more effectively.
5. Using Direct Language
- Complex: "Patients are advised to seek out additional assistance if they find themselves experiencing difficulties in managing their treatment regimen."
- Simple: "If patients have trouble managing their treatment, they should seek help."
Explanation: Direct language, makes it easier for the reader to understand the advice without additional complexity.