Conversing with your reader

Recently, a dear friend (who is also an art tutor) was struggling to put together a manual.

This woman knows her stuff.  And she’s an eloquent speaker.  But when she tried to produce a written version of some of the ideas and techniques that she is so good at conveying to her students, the result was, by her own admission, ‘pretentious treacle’.

‘It’s not what I intended,’ she said.  ‘I was really hoping for a conversational tone.  Are there any tricks I should know?’

Well, yes, there are.  Although I’m not sure that they’re really tricks.

If you want to produce conversational prose, the first thing that you need to do is converse.  You need to have one person in mind.  And you need to talk to that one person – as though you were talking to them over a cup of coffee.  If you try to write for a crowd of strangers, you soon run the risk of talking to no one.

The second thing you need to do is to keep your language simple.  Wherever possible, try to use short, everyday words.  And, where it’s necessary to use technical or jargon words, make sure that their meaning is clear to the person to whom you’re talking.

The third thing is to use short sentences.  Avoid putting several ideas into the same sentence.  If you have several ideas – even closely-related ideas – give each one its own sentence.

The fourth thing is to use short paragraphs.  Research suggests that people try to chunk information into bite-sized blocks as they read.  Do them a favour; save them the time and the effort; do it for them.  The easier you can make it for your reader to read, the longer he or she will keep reading.

And, as you finish each bit of your conversation, read it out.  Aloud.  Does it sound right?  If it sounds right, then there’s a very good chance that it will read right.

Oh … and would you like another cup of coffee?

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Please stop screaming at me

The dog barked at the postie!!!!!

See what I did there?  I took a perfectly ordinary, unremarkable sentence and made it really exciting by adding a row of exclamation marks.

Well, maybe not really exciting.  In fact, not even a little bit exciting.  Dogs bark at posties every day.  And the addition of a row of exclamation marks doesn’t change that.

Until about 35 years ago, typewriters – the forerunners to computer keyboards, for those who weren’t around in those days – didn’t have a separate key for the exclamation mark.  If you wanted to type an exclamation mark, you had to first type a full stop (or a period, if you were in North America), carefully backspace, and then type an apostrophe above it.  Frankly, it was all a bit of a palaver.  And I’m sure that it encouraged writers to think a little more carefully about whether the exclamation mark was really necessary.  Was it really going to add anything to the communication?  Or was it just going to be a slightly distracting ornament at the end of the sentence?

These days, of course, adding an exclamation mark – or five – is as easy as slipping in a capital letter.  And, yes, there are times when an exclamation mark can be useful.  But, most of the time, it still doesn’t add anything useful to the communication.  Most of the time it just gets in the way.

Fowler’s Modern English Usage suggests that ‘excessive use of exclamation marks in expository prose is a certain indication of an unpractised writer or one who wants to add a spurious dash of sensation to something unsensational.’

Among editors of a certain age, exclamation marks are sometimes known as screamers.  I remember one editor who, whenever he received a piece of copy with exclamation marks used ill-advisedly, would return the copy to the writer with a hand-written note saying: ‘I will be happy to consider this piece when you stop screaming at me.’

A not-unreasonable offer.

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The problem with slang

On a shelf of the bookcase that sits at my elbow there are 17 dictionaries.  Another three live, more or less permanently, on my desk.  (Even in this speed-of-light online age, I still find myself referring to ‘paper’ dictionaries several times a day, every day.)

Among the dictionaries on the shelf is The Oxford Dictionary of Modern Slang.

My edition of The Oxford Dictionary of Modern Slang was published in 1992.  And, considering the long history of the English language, that doesn’t seem very long ago.  But it’s surprising how many entries now seem … well, at best, quaint.

At about the time the ODMS was being published, some friends and I attended a jazz festival at which, in a welcoming speech, the mayor of the hosting metropolis addressed the audience as ‘cats’.

The ODMS defines cat as ‘An expert in, or one expertly appreciative of, jazz’.  And perhaps the mayor (or his speechwriter) thought that the use this word would help to establish him as ‘hip’ in the eyes of the festival goers.  But it didn’t.  Some members of the audience groaned.  And some just laughed.  It seems that the term cat had lost its credibility even before the dictionary had reached the bookshops.

And that’s one of the problems with slang.  By the time it gets off the street and into the dictionary, it has either become mainstream (and, therefore, no longer slang) or it has become dated.

I’m not against slang.  Used well, slang has a place.  Used well, slang can help establish rapport with the reader.  And, used well, it can sometimes add vibrancy to a piece of otherwise-stodgy communication.

But, often, by the time slang finds its way into the world of mainstream writing, it has already become stale.  And stale slang, like stale fish, is usually best avoided.

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Just because you can, it doesn’t mean you should

When I first started writing professionally, I wrote with a ballpoint pen on an unlined octavo-sized newsprint pad.  My scribbled pages were then sent to Janice, who processed them on her Imperial typewriter before sending them on to the copy chief.

A year or so later, my boss turned up at my desk one day and asked if I could type.

‘No.  Not really,’ I told him.

‘Oh well, I’m sure you’ll figure it out,’ he said.  And he plonked a seriously-second-hand Olivetti Lettera 22 portable typewriter on the desk in front of me.  That afternoon, I typed my own copy for the very first time.

A few years on, and the over-worked Olivetti 22 was replaced with a brand new Olivetti 32 – although often my copy was still retyped by one of the secretaries – usually on an IBM Selectric machine – before heading to its final destination.

And then everything changed.  As a result of a series of complicated (and unlikely) events, I acquired a ‘portable’ PC.  It operated off two 5½ inch disks (one for the application, one for the data), and it weighed about the same as a small car.  But it did enable me to render words in both bold and italic faces.  And it did offer a selection of about ten different fonts.

Among those of us who grew up with the constraints of a traditional typewriter, the new choices meant that we could now choose a serif face or a sans-serif face.  And – just occasionally – we might even choose a serif face for the bulk of the document and a sans-serif face for a small passage that we wished to highlight or otherwise set aside from the words around it.

But not everyone began life with the limited choices of a Lettera 32.  Today, there are many many writers who have always had the choice of 50 or 100 or even 1,000 fonts.  And, unfortunately, more than a few of these writers seem to think that using a dozen or so different fonts in the same document will make their writing more interesting.  It won’t.  And it doesn’t.  It just makes it harder for the reader to read.

Clever art directors and skilled typographers can sometimes get away with mixing several fonts.  Writers seldom can.  For clarity and ease of communication, it is almost always best to restrict and restrain.

Yes, it is now easy to render every paragraph – even every sentence – in a different font.  But, just because you can, it doesn’t mean you should.

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Tell me a story

Pick up any newspaper – on paper or online – and you’ll find some of the best writers in the sports section and the business section.  (Mind you, these are also the sections in which you will find some of the worst writers.)

What makes these good writers good is partly their passion, their old-fashioned enthusiasm, and their knowledge.  But it’s also their mastery of the craft of writing.  They know how to choose the right word.  They know how to write a good sentence.  They know how to tell a story.

You can agree with their views.  Or you can disagree with them.  But it’s usually very hard to ignore them.  When a good writer starts telling a story, you want to know: what happens next?

In most organisations, the people responsible for writing proposals, reports, and similar documents are also knowledgeable.  And many of them are also passionate about their subject matter.  But all too few have mastered the craft of writing.  ‘I’m an economist, not a bloody poet,’ one such person told me recently.

Well, that may be so.  But if you want to tell me something – or sell me something – you had better learn to be a story teller.  You had better choose your words carefully.  (And avoid clichés.)  You had better learn to write a good sentence – followed by another good sentence, and another after that.  And you had better get me wanting to know: what happens next?

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All change (or maybe not)

About once a week, the news media runs a story about how some fundamental aspect of life as we know it is about to change.  Typically, the headlines lead us to believe that within a very short time – perhaps the next year or so – we will all be doing X.  Or Y.  Or possibly Z.

For the sensation-seeking media it is fortunate that readers and viewers have short memories.  A couple of years down the road, not one in a hundred of these predictions will have come to pass.

As a young writer, I used to write copy for a leading clothing brand.  Twice a year, an art director and I would spend a day or two at the clothier’s trade showrooms.  There we would be introduced to the next big thing in pants and shirts and sweaters and jackets.

As part of our visit, we used to get a briefing from each of the divisional merchandise directors.  These guys were gods.  They spent half of their time travelling around the world, attending trade shows and such.  The other half they spent wining and dining people from the major retail groups.  If anyone knew what we were all going to be wearing in 12 months’ time, it was these guys.

And they did often get it right.  But they also got it wrong from time to time.

At one of the semi-annual briefings we were assured that, the following winter, everyone would be wearing a rather murky brown colour called gunstock.  Hardly anyone did.

On another occasion, we were assured that men were about to flock to business shirts with three-quarter length sleeves.  Few (if any) did.

But the really earth-shattering revelation occurred when the divisional merchandise director in charge of men’s pants announced that jeans were dead.  ‘You – and millions of others – have purchased your last pair of jeans,’ he said.

Jeans – both fashion jeans and everyday jeans – had been a big part of the company’s business for many years.  But in the following season’s range there would not be a single pair.  It was a pity.  In the year that jeans were predicted to die, men and women bought more jeans than ever before.  (But not our client’s jeans of course.)

As Mark Twain once noted: ‘The art of prophecy is very difficult – especially with respect to the future’.  But can it be that hard for editors to occasionally ask themselves: Does this ‘forecast’ change seem even remotely likely?

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Misleading explanations

If – a few days ago – you opened your newspaper at the business section, you may have read that Asian markets had fallen on the back of investors’ concerns over uncertainty in Europe.  And if you opened the same newspaper a few days later, you probably read that Asian markets had risen on the back of investors’ concerns over uncertainty in Europe.

So, pulling the markets down?  Or pushing the markets up?  Which is it?

I’m rather looking forward to the morning that I wake up to hear (or read) that ‘such-and-such happened last night; but we don’t know why’.  Because I’m pretty sure that, most of the time, most of the people writing about the financial markets have no real idea of why something has happened.

With the benefit of hindsight, some of the better commentators can usually put together a reasonably plausible account of why something might have happened.  But they are seldom emphatic in their conclusions.  On the other hand, the people reporting on what has happened in the past hour, or the past day, always seem so sure of themselves.

Bertrand Russell once observed that ‘fools and fanatics are always so certain … but wiser people are so full of doubts’.

I am not suggesting that financial markets reporters are all fools.  Far from it.  But I don’t think that they would do their credibility any harm if they were a little less ready to offer instant one-line explanations for everything.  Especially when, a few days later, they trot out the same instant one-line explanation to support a totally different outcome.

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The communication illusion

It’s not what the writer thinks he or she has put in that matters.  It’s what the reader takes out.

Lately, I have read or heard about several disputes in which one party says ‘We didn’t know’ and the other party says ‘Well, you should have known; we wrote to you’.  But writing and communicating are not necessarily the same thing.

This morning I have already received eight pieces of ‘communication’ – three by snail mail, five by email.  But, having read them, I find there is only one that clearly tells me what I need to know.  There is only one that leaves me in no doubt about what to do (or not do) next.  The others are just … well, confusing, hard-to-read waffle.

As most good writers know, clear writing begins with clear thinking.  Think carefully about what you want to say and to whom you want to say it, and then say it as clearly and concisely as possible.  And then, before you press Send or Print, ask yourself: have I really said what I set out to say?

As George Bernard Shaw once observed: ‘The biggest problem with communication is the illusion that it has taken place.’

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Celebrated for being a celebrity

By some stroke of fortune, a group of us – some not known for their time keeping – managed to arrive at the restaurant at pretty much the same time.

‘Ah, yes.  Table for ten,’ the maître d’ said and, after gathering up a small stack of menus, led us to our table.

Purely by chance, I was leading the pack.  And, as we made our way across the restaurant, the maître d’ nodded – very discreetly – in the direction of a table in one corner of the room and whispered: ‘Amanda Nash’.

I’m afraid I had absolutely no idea who Amanda Nash was.  But she was clearly someone important.  Or famous.  Or possibly both.

As we perused the menus, I mentioned – again, very discreetly – to the woman on my left that Amanda Nash was at the corner table.

‘And who’s Amanda Nash?’ my companion asked.

I told her that I had no idea, but I assumed that she must be someone important or famous or possibly both.

A series of enquiries went around the table and the enquiry chain was almost back to me when one of my fellow diners said: ‘Isn’t she the presenter of one of those house hunting programmes on TV?’  But, as someone else pointed out, that was Amanda Lamb.

And so it seemed that none of us had any idea who Amanda Nash was.  And this led to a general discussion about all of the other ‘celebrities’ of whom we had vaguely heard or read about and yet knew nothing about the reason for their celebrity status.  ‘Just celebrated for being a celebrity, I suppose,’ the woman on my right said resignedly.

Going on for 100 years ago, G K Chesterton suggested that ‘journalism largely consists of saying “Lord Jones is Dead” to people who never knew that Lord Jones was alive’.  We might expect things to have changed in the course of 80 or 90 years.  But have they?  It seems to me that a good deal of modern journalism consists of telling us – in all the gory detail that can be dug up (or made up?) – all about the goings on of people of whom most of us have never heard, people who are, in my dining companion’s words, celebrated for being a celebrity.

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Overloaded vulnerability

I remember – as a small boy – reading a newspaper account of a Member of Parliament in which he was described as a statesman.  ‘What,’ I asked my father, ‘is the difference between a statesman and a politician?’

My father thought about it for a moment or two and then said: ‘I suppose a statesman is just a politician of whom the newspaper’s editor approves.’  (This was back in those dim distant days of dark ink on paper.)

The dictionary definition of statesman is something like ‘a person skilled in the affairs of State; a distinguished and capable politician’.  As I discovered, it’s one of those words that is always positive.  There are no devious, scurrilous, or incompetent statesmen.  If they are devious, scurrilous, or incompetent, they are politicians.  Or worse.

A little later in life, I discovered that the word community is also always positive; while establishment is (almost) always negative.  Fringe is at best suspect.  And more often than not it’s dangerously loony.

But perhaps the number one loaded word over the past few years has been vulnerable.

The dictionary definition of vulnerable is something like ‘in danger of being wounded or harmed’.  But these days it has come to signal that any criticism of a particular idea or policy is out of bounds to all right-thinking people.

‘This policy is designed to protect the most vulnerable members of society,’ the politician declares.  And, by using the word vulnerable, the politician has signalled that, far from being a legitimate challenge to the policy, any dissenting voice will be regarded as a dastardly desire to wound and harm.

I think it’s high time we stopped using vulnerable simply to protect vulnerable arguments.

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