Page 18 - Mini-Module 11

1. Short Words
Your reports should be readable, preferably using short words which
are easy to understand. Many of us fall into the trap of using long
words when there is a simpler alternative. Don’t be like many
academics who seem to feel that using complicated words make them
look clever. If you look at some academic journals, there are a lot of
clever people around, if you use that criterion. However, the best
leaders, writers and researchers are the ones who can simplify their
ideas. They know what they are talking about and they do their best to
ensure we know what they are talking about, unlike some writers who
do not seem to want you to understand a single sentence! It is a sign of
maturity that one can clarify their thinking and then present the ideas
using words that everyone can understand.
Of course there are certain jargon words which you may have to use.
Most of the time, however, you could possibly be using simpler
language. A useful test is to take an idea which you have to present in
writing to your colleagues in the near future. Read it to someone at
home (not your two‐year‐old child) who is not familiar with your work.
If he or she can understand, you have probably done a good job.

2. Short Sentences
The use of short, simple sentences is more effective than elaborate
prose. This needs lots of time and practice. The writing of an important
report is the time to practise, because it is worth the investment of
time and effort to get it right. When you have written the report, go
through it and see if you can break up your sentences into smaller
ones.
Short sentences convey ideas more easily. When you look at the fog
index section below, you will see how confusing it is when the
sentences become excessively long. You do not have to be short and
abrupt of course. The style in the report at the end of the booklet is like
this, but it was done for a purpose. You can have a more flowing style,
but still try to avoid including too many ideas in one sentence.

3. Short Paragraphs
We have already explained how short paragraphs improve the visual
appearance and improve message transmission. You can go through
the same report you have written and then try to reduce the size of the
paragraphs. You will often find you can do this without too much
trouble, because as soon as there is a break in the idea, you can start a
new paragraph. Do not worry if your paragraph is only two or three
lines long. That does not matter so long as you are improving your
chances of getting the message across accurately. In a report, once
your paragraph has reached seven or eight lines, you ought to look for
a way of breaking it up sensibly.
Try to put the main idea of the paragraph in the first sentence. This
creates the impact for the rest of the paragraph and complies with the
principle outlined earlier of putting the end at the front.
Journalists are experts at putting these principles into practice (if not
always accurately). Newspapers have to be easy to read (even the
serious ones) or they do not sell. Look at a newspaper and examine the
words used, the sentence lengths and also the paragraph sizes. You do
not have to write in journalistic style, but you may improve your report
writing by following the same basic principles.

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