Whether you are writing a letter, an email or a presentation you want key points to be clear and easily understood. Everyone struggles with managing information overload so … Keep your communication – clear, concise and relevant.
1. Always start with a rough draft that allows you to let everything out – say everything you want to say.
2. Revise the draft by cutting out what does not really need to be said or is too long of an explanation. Keep in mind who the reader is and ask if the statement, story or sentence is really something they need to know. If it is not crucial, omit it.
3. While reading over your drafts look at the order of events, topics, messages. How much of the letter is about the individual and how much of it is about you? We all want to know “what’s in it for me?”
“Why should I take 10-15 mins to read this… I have too much to do already?”. With this in mind move parts of your letter around to ensure you catch the reader’s attention at the beginning.
Start with acknowledgement of the reader or clearly stating what the letter is based on. The rest of the letter is information… background.
4. Have an objective person read over your final draft for anything you may have missed.
5. By eliminating some of your original thoughts it creates more space for the real message to come through.
This format can also be used in preparing for important conversations. By writing down your thoughts, editing and identifying your key points the conversation will be far more productive.