HOW TO WRITE

If you can’t write your idea on the back of my calling card, you don’t have an idea

Keep it simple: don’t use formal languages. Use plain, every word that get you across. Steer clear of jargon and avoid long-winded sentence. No one will ever complain that something is too easy to understand. Practice cutting long sentence down to their essence – make the point the shortest you can.

Be upfront:  put your conclusion first. Don’t make your reader hunt for the meaning. Us the rest of the document to support and explain that conclusion

Use descriptive headlines: test without headlines is dense and hard to digest. Break your text into clear; logical sections and flag them a headline which describes what follows. Don’t use empty headlines such as introduction, all its says is that you are at the

Beginning of a section – your reader can see that

Good layout: Use a narrow column of text to maximize the white space around it. This makes your text stand out. The eye also finds it easier to process text which dominantly downwards rather than across

Choose the right font: use fonts readers are familiar with. The more unusual the font, the more unreadable it becomes. Use italics, bold typefaces and capitals to highlight sections but don’t overdo it. This helps the reader pick put key words and phrases

Use capitals sparingly: they can be used for titles and headings but are hard to read and should never be used for entire sentence

Make sure they read it: keep it as brief as possible, don’t state the obvious (don’t start with ‘I have received your letter’,  you wouldn’t be replying if you hadn’t), and avoid stock phrases such as ‘I trust the above is in order’, your reader has it all before.

 

Thinking styles

Simplicity thinking

Have you ever thought about the way you think? There are different ways of thinking, and we tend to stick to the style we like best, ever if is not the most productive people. Once you identify these different styles within yourself and other people, you can learn to use them to your advantage.

Knowledge of thinking styles will improve your communications techniques and is ideal for use in situations at work where strong relationships are critical; for success

Try the second in a series of brain exercise shown below. Each exercise helps you to develop flexibility in that particular area shows you inn what context the technique could be used

 

 

Simplicity thinking

“If you want to be successful, it’s just this simple; what you are doing, love what you are doing and believe in what you are doing.” Will Rogers. This thinking simplifies complex issues and prefers things to be easy.

It is like that those of you who have big Chunk preference may find this exercise easier to do, and that those of you who tend to focus much more on details will find it more difficult. In no way should this detract from the complexities inherent within the issues, they still exist. However, by simplifying them it is likely that you will have made them easier for others to understand and get to grips with.

Exercise

Think of an issue at work, and simplifying it back to the principles. If you can, simplify it so it can be explained in one    sentence

Review

·        Did you find yourself getting frustrated ir irritated by the process?

·        Dou you think there are some issues that can not be simplified  in this way, and, if so, consider your reasons for thinking this

·        Try the exercise again - is it becoming easier?

Tip

Notice that simplifying the issue back to its core principles, you have effectively summarized it. Remember, each individual’s perception simplicity or complexity is very different

 

Be Confident

“Experience tells you what to do; confidence allows you to do it,”

Don’t be shy: If you describe yourself as shy it is more than likely that you care too much about what others think of you. This worry can be picked up on by others and they may treat you in a    way that does little for your confidence

Have your say:  you must believe that what you have to say has real worth. Think about how you ask and suggest things –do you sound apologetic or submissive?

Change your language – decide that you will never again use phrases such as “sorry to bother” and “could you possibly.” Rehearse asking the same question in a polite but direct way, for example I’ like to…..” or I’d like you ………’

Don’t apologies: Get straight to the point rather than smothering your meaning with layers of apologies. If someone contradicts or your ideas, don’t back. Stand up for what you believe and if you can’t win them over, agree to differ

 

 

Posture is everything: do you stand up straight? Hunched shoulder   or folded arms make you look as if you’d prefer to be invisible. Standing tall you noticed. Your posture won’t change overnight but practice will pay off

Look them in the eye: always look interested and turn to face people when they talk to you.  Maintaining eye contact shows your e confident in engaging and communicating with the person. Smile when appropriate, but not too much as it can be seen as insincere.

See weakness as strengths: think about how your bad quality can help. For instance “I may be quite person but this makes me better listener and a ore astute observer.” Create a confidence bank-list moments of achievement, times you overcame difficulties etc, and keep cards and letters from friends and family that make you feel good. Wherever you need a confidence boost, simply dip into your bank.