Governments are charged with knowing and promoting what is best for us all. IWCC is charged with knowing and promoting communication techniques that are best for us all. And when it comes to effective written communication techniques, IWCC and President Barack Obama are promoting the same message. Last year, we let our readers know that President Obama signed the Plain Writing Act on October 13, 2010. The Act emphasizes the importance of using plain language in all written documents.

Using plain language in written documents is still as important as it was a year ago. As the tools and technology we use to write evolve, it is important for writers to write clear and succinct messages that can be easily read and understood.

The Act is simply defined as guidelines that help produce clear, concise, well-organized writing that is focused on the appropriate audience. Did they take that definition right out of IWCC’s effective business writing workshops? IWCC Training’s mantra has always been to teach others to focus on the needs of their audience and communicate clearly and concisely when speaking, writing or meeting.

Plain language, or as we like to call it, High Impact Writing style, is the BEST way to get your message across clearly and get work done right the first time! We were surprised and delighted to see that our effective business writing fundamentals echo the US Government’s newly released list of Federal Plain Writing Guidelines.

So, what are the overriding guidelines that IWCC Training and the American Federal Government suggest you follow to be an effective writer? The answer is simple, go back to basics by following three steps for every document you write:

Step 1: Know your audience

Step 2: Organize your message to meet your reader’s needs

Step 3: Write your document in a High Impact style - use plain language

Remember to follow these basic steps next time you write an e-mail, report, letter or any other type of written document. Your readers will thank you!

IWCC Training’s Tips for Writing

US Federal Government’s Plain Writing Guidelines

In our last BLOG, we asked you to vote for the Three Worst Mistakes presenters make when creating their PowerPoint slides. In this BLOG, we want to present the results and give you some tips to help you eliminate bad habits.

Here is what you voted as the top three mistakes that result in bad slides:

Worst Mistake #1 – Too much text on one slide
Worst Mistake #2 – Graphs or charts are too small to read or even see
Worst Mistake #3 – Font is too small and can’t be seen by the audience

28% of you chose “too much text on one slide” as the #1 worst mistake. And the next two are about slides that no one can see or read. How much more proof do you need? You know these are serious mistakes. You know you don’t like them as a listener. You know they irritate your listeners. But as presenters, you continue to include these hideous slides in your presentations. Why?!

STOP rationalizing that you must include all this information in your slides.  If you have to provide all that detail, put it in a handout where it belongs. If your boss says you must create your report/handout in PowerPoint, then make two slide decks. One is the message with all the detail – you hand that out to your audience as their notes. The second is a helpful presentation slide deck…one that supports your message – but isn’t the message! Remember - audiences understand and remember 4x more when a presenter uses clear, well-designed visuals at the right time.

For tips on designing effective visuals, click here.

In our previous BLOG, you voted the following three presenter habits as the three worst mistakes presenters make:

Worst Habit #1 - Reads constantly from slides or notes
Worst Habit #2 - Uses too many filler words i.e. um, er, ah, okay, like, you know, etc.
Worst Habit #3 - Goes off topic or rambles

Preparation and rehearsal are key to eliminating all of these bad habits. In addition, here are some quick tips to help you:

#1 Reads constantly from slides or notes

• Use notes – don’t rely on your slides to guide you.
• Use key words only on your notes - no full sentences.
• Practice your presentation with your notes – find out what key words prompt you to say what you want to say, when you want to say it.

#2 Uses too many filler words (i.e. um, er, okay, like, you know, etc.)

• Write out two paragraphs of your presentation in full sentences – the exact words you want to say. Pick up the paper and read out loud what you wrote, word for word, two times…you don’t have any filler words on the paper. Put the paper out of sight and say what you wrote – you remember it without the filler words.
• Talk a little faster. For some people that eliminates the time to use filler words.
• Practice in front of a colleague. Ask them to snap their fingers every time you say the filler word you want to eliminate. When you present, write the filler word on your notes…you will hear that “snap” and it will remind you not to use the word.

#3 Goes off topic or rambles

• Use notes (key words only) to keep you on track.
• Practice with your notes – adjust them if they allow you to ramble.
• Only provide what your listeners need - not everything you know on the topic.