In the office, people need to be able to understand what is being communicated to them, in order for work to be done correctly. For the most part, this is done well, however, it’s never too late to do better and if you’re looking to learn how to improve your writing in 3 steps (yes, it’s that simple) you’ve come to the right place.
How to improve your writing in 3 steps
If you want to know how to improve your writing in 3 steps to make your emails, documentation and other written office media more accessible, here are some tips on how to do it.
Most importantly, it’s incredibly easy to do, and you can actually improve your work performance along the way.
use plain language
Whether you’re sending an email to a large audience, writing a newsletter, or creating new documentation for a new procedure at work, you’re meant to be noticed by others. In these cases, it is necessary to use plain language .
First of all, you should avoid using acronyms and jargon in your text. Some people may not know what they mean and can be a barrier for beginners. They can also make employees feel left out and reduce the overall impact of your work.
When writing for an audience, a good tip is to write for someone who has no idea what your job is.
By being thorough and considering each step carefully, you can write a more detailed explanation and employees are less likely to ask for clarification.
Use of accessible sources
There’s a reason most websites, apps, and social media sites use the same type of font, and that’s because they know it reaches a larger audience. Your email and digital messaging applications already have a default font that is easy to read, which is usually Arial or Calibri , and they are ideal accessible fonts to use in all written documentation.
Lowercase text is also easier on the eyes, so refrain from using all caps, such as when writing titles or trying to emphasize something. Instead, you can bold the words to draw the person’s attention or break up the text.
Also, font size can be important for employees who struggle to see smaller text. Text that is 12px or larger is ideal and is often the standard for public materials. If it’s smaller than this, you run the risk that people won’t be able to read it properly. Of course, they can use the Zoom function on their computers if it is a digital file, but if it has been printed, this can present problems.
Lastly, the font and backgrounds should be black and white , and if you must use color, blue is best because it is what most people with color blindness can distinguish. Not only that, it is a simple color that does not contrast.
Text block division
Have you ever received an email or document that contains continuous blocks of text? If so, you know that it can be off-putting and also difficult for many people to read. Fortunately, there are some quick and easy ways to make detailed snippets of text more accessible.
Bullet points and numbered lists are great tools for listing ideas, benefits, steps, and other bits of information. Make sure your bullet points are concise and specific , and you’ll be able to condense multiple paragraphs into one easy-to-read section. It keeps the reader’s attention and saves you time.
Another way to break up text is to use images . However, you should be careful about the images you use. Any images you use should complement the text; If your image contains important information that is not included in your writing, you could be excluding or confusing people.
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Everyone has different ways of working and some people may need additional things that are not considered here. The important thing is to get feedback and find out what works for people ; The more you can improve the accessibility of your written communication, the more benefits you will see.
