How to make your writing more readable

Why do we write anything?

 If we set aside writing a personal diary, then we write to communicate an idea or a thought or point of view. It could be an article, a presentation, or a blog. In all this, we are writing for an audience.

 If you want the other person to understand your communication, it is important that your writing is readable. If it is not readable chances are he may not read what you have written. Or may not understand it.

 Therefore, you must ensure that what you have written is readable.

How do we find out if what we have written is readable?

 Let me rewind a bit and share my writing journey and obsession with readability. I know that if people don’t understand what I have written, they will not do what I would like them to do. If they don’t do that, my objective will not be met. (Often their own objectives too may not be met).

 Therefore, people must understand what you have written. Hence, readability is important if you want to communicate something in writing.

 I worked in Ogilvy & Mather India for 25 long years. One of the most important things I learned in Ogilvy was good writing. That culture demanded that senior managers must write better. Better memos, letters, research reports, and strategy recommendations.

 In fact, two senior leaders of Ogilvy Worldwide - Ken Roman and Joel Raphaelson published a book “How to write better”. (Now that book is renamed “Writing that works” and is available for anyone who is interested in improving his writing.) I also read several other books on good writing.

 A good friend was amused by the number of books I had on writing. He said: “You want to sing well, practise singing. Reading about good singing may not help”

 In the early 90’s I discovered software that improves our writing. It helped us in improving our writing style and improve readability too.

 Now I use three different ways to improve my writing.

1.  Spelling and Grammar check in MS Word

2.  Grammarly

3.  Hemingway Editor

 Spelling and Grammar check in MS Word

Here is a snapshot of the report I get, after I subject my writing to Spelling and Grammar check by MS Word. (don't know why I am unable to include the visual here)

 What is most important for me is the Readability Statistics right at the bottom.

 Flesch Kincaid's Reading Ease explains how easy it might be for the reader to read what I have written. Higher the percentage, the better the reading ease.

 Flesch-Kincaid's Grade level indicates how easy it might be for people with a certain education level to understand my writing. Lower the score here, better the readability.

 Passive sentences are a percentage of the total number of sentences. Lower the score here, better the readability.

 Does this work? I know it does. I published a book 43,000 words long. I went through this three-step process to ensure that book scored high on readability. One consistent comment has been on how readable and easy to understand the book is.

 How relevant is good writing in business today? In a sea of badly written notes, emails, and documents – what you write will stand apart

Because it is eminently readable. For a time-starved CEO/decision make your writing would like a breath of fresh air – free of all predictable jargon. Your presentations too will be well received and understood. You will get the decisions you are looking for.

 The time saved for yourself and your decision-maker will be tangible and significant.

 Writing that is not readable is like food that is not edible.

 Why do we write anything?

If we set aside writing a personal diary, then we write to communicate an idea or a thought or point of view. It could be an article, a presentation or a blog. In all this, we are writing for an audience.

If you want the other person to understand your communication, it is important that your writing is readable. If it is not readable chances are he may not read what you have written. Or may not understand it.

Therefore, you must ensure that what you have written is readable.

How do we find out if what we have written is readable?

Let me rewind a bit and share my writing journey and obsession with readability. I know that if people don’t understand what I have written, they will not do what I would like them to do. If they don’t do that, my objective will not be met. (Often their own objectives too may not be met).

Therefore, people must understand what you have written. Therefore, readability is important if you want to communicate something in writing.

I worked for Ogilvy & Mather India for 25 long years. One of the most important things I learned in Ogilvy was good writing. That culture demanded that senior managers must write better. Better memos, letters, research reports, and recommendations.

In fact, two senior leaders of Ogilvy Worldwide - Ken Roman and Joel Raphaelson published a book “How to write better”. (Now that book is renamed “Writing that Works” and is available for anyone who is interested in improving his writing.) I also read several other books on good writing.

A good friend was amused by the number of books I had on writing. He said: “You want to sing well, practise singing. Reading about good singing may not help”

In the early 90’s I discovered software that improves our writing. It helped us in improving our writing style and improve readability too.

Now I use three different ways to improve my writing.

1. Spelling and Grammar check in MS Word

2. Grammarly

3. Hemingway Editor

Spelling and Grammar check in MS Word

Here is a snapshot of the report I get, after I subject my writing to Spelling and Grammar check by MS Word.

What is most important for me is the Readability Statistics right at the bottom.

Flesch Kincaid's Reading Ease explains how easy it might be for the reader to read what I have written. Higher the percentage, the better the reading ease.

Flesch-Kincaid's Grade level indicates how easy it might be for people with a certain education level to understand my writing. Lower the score here, better the readability.

Passive sentences as a percentage of the total number of sentences. Lower the score here, better the readability.

Does this work? I know it does. I published a book last year 43,000 words long. I went through this three-step process to ensure that book scored high on readability. One consistent comment has been on how readable and easy to understand the book is.

How relevant is good writing in business today? In a sea of badly written notes, emails, and documents – what you write will stand apart

Because it is eminently readable. For a time-starved CEO/decision make your writing would like a breath of fresh air – free of all predictable jargon. Your presentations too will be well received and understood. You will get the decisions you are looking for.

The time you save for yourself and your decision-maker will be tangible and significant.

Grammarly

Grammarly works differently. It keeps highlighting errors even as you write. Initially, I found that irritating. But now I am used to it. It corrects spellings, and points out errors in word usage (for example, if I use for instead of to Grammarly, is unsparing! )

Hemingway Editor

Hemingway Editor is another writing tool I use. It uses colour coding to draw your attention to problems in your writing.

Green indicates that you have used passive voice. 

Purple indicates that you can use simpler words and phrases. It even suggests options.

Yellow indicates that a sentence is difficult to read. 

Red indicates that a sentence is very difficult to read. 

Your readability score appears right on top. For instance, in the report above,

readability is at Grade 4 and rated good. If I worked a little harder, I can improve it further.

These tools can only help you improve readability. They cannot improve the flow or logic of our writing.

They cannot help us improve the way we connect to the reader. 

Thank God!

Writing that is not readable is like food that is not edible.

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