Why (and How) To Write in Less Withering Ways
I almost fell off my chair last week when an article in a leading business publication cautioned readers against sounding “passive aggressive” in their emails. The list included words I’d have called overly formal, pompous even, but not aggressive. (We’re talking words like “noted” or, “please see below.”) So what’s going on? Has formality and aloofness in business writing become damaging for morale and our personal branding?
Possibly so. In this week’s post, part two of a three-part series on how to become a better writer, I’m offering a refresher on core style issues which could put off your reader. If you want to sound warm and inviting but also firm as needed, this goal becomes possible, with small (but powerful) tweaks and tools.
Remove Dismissive-Sounding Phrases
Withering phrases have dominated business writing for most of my lifetime and I suspect things were worse for my parents’ generation at work. You’ve seen these words including:
- Per my last email…
- As I mentioned before…
- Please advise…
- Noted…
- Circling back…
- I’m flummoxed…
- Will you be joining…?
While these phrases seem innocent, growing feedback from business audiences ties things to passive aggression and sternness, which we don’t want, especially now with high overwhelm and low morale.
Make Real Verbs vs. Faux Ones
I outline the ways to fix camouflaged, cloaked, or hidden verbs in this earlier article. The incentive? By using real verbs vs. faux ones we become less wordy, more personal, and kinder-sounding too. Some new examples, drawn from real CEO messages:
- Doing what’s best is the commitment I made to our board, investors, and you, vs. I’m committed to doing what’s best…
- The leadership team and I have made the decision to secure our financial position…vs. leadership and I decided to position ourselves more securely…
Replace Passive Voice with Active Voice
Replacing passive with active voice has the same magical effect: Reducing words while sounding less passive aggressive, less dismissive, and more direct, too. Ample tips and techniques live in this article. Some small examples illustrate the change you might feel in reading the active over passive voice.
- It is worth saying that these decisions were not based on blanket cuts across the board… vs. We didn’t decide things based on blanket cuts…
- Employees impacted by the downsizing will be properly notified personally vs. we’ll notify downsized employees...
Break Up Dense Paragraphs
Dense paragraphs tie to tone, in my view, because if you’re asking your readers to wade, you’re signaling you want them to work hard vs. skim your words. Two ways forward can liberate your words:
- Use shorter, crisper paragraphs not exceeding 5 lines
- Apply bulleted lists and start each bullet off with the same grammar for an extra speedy skim. You’ll look clever and your reader will delight in quickly absorbing your ideas. Check your work by emailing the message and time how long things take with and without the bullets. My article on brevity illustrates the trick.
Greet Your Reader (and tell them why you write)
Here’s my last idea for today. Surprising numbers of business writers omit a greeting. Why? It takes so little time and improves how your reader receives you. Experts and my former students I polled on greetings caution against using “All.” Avoid “Team.” But if you want to add either, do add a salutation like “Dear.” You might also reduce worries by signaling within your email subject line what you write about, especially if you’re high up in the org.
I’m keen to help improve business writing this past few weeks because writing well becomes the most popular request for help I hear from coachees. Additionally, I see in my own life and through coaching a spike in overwhelm, distress, and worry for many. If we can make small tweaks to our written word and reduce any of these negative emotions, ought we not try? Next up: My absolutely favorite books I’ve read which helped teach me how to write.
Debbi Gardiner McCullough coaches and trains immigrant leaders to become more confident, concise, and mentally fit communicators. From Wisconsin, she owns and runs Hanging Rock Coaching and serves as a communication effectiveness fellow coach to leaders all over the globe with BetterUp.