When children cry without explanation, parents typically say, "Use your words." It's a good reminder to all of us when writing business email or instant messages. Below are three common examples of using our words to say what we really mean.
This first example written by an information technology analyst to an end user replaces two words too general in the context with more specific ones:
- Vague: You must do several things before starting the engine.
- Specific: You must take three security precautions before starting the engine.
This second example written by a project manager to a department chief shows how two specific project-related terms replace a crude, virtually meaningless word:
- Vague: We will talk about project stuff during the meeting.
- Specific: We will talk about project deliverables and contingencies during the meeting.
This third example written by an engineer to all levels of the organization interested only in operations minimizes the value of two other business aspects because they do not relate to engineering. The second draft clarifies that oversight.
- Vague: This engineering report divides the business issues into operations and miscellaneous.
- Specific: This engineering report divides the business issues into operations, administration, and management.
The problem with being specific is that we sometimes do not come up with the best words in first draft, so we should allow editing time if we want to use our words.
