People ask me what to do when they are having difficulty producing basic communication. Often writers can’t get past perfectionism, the need to be right, or the feeling that they should write a book on the topic. My advice: Stop worrying and get started. Turn your attention to the topic, rather than focusing on yourself. Remember that someone had confidence in your communication skills or you wouldn’t have been asked to handle the project. Keep the writing monkeys, Benny and Baxter, off your back. They’re adorable, yet if given a chance, they will try to confuse you. So, focus on simplicity. Stop worrying about politically correct wording, fearing others might not agree, or trying to sound knowledgeable, based on limited knowledge.
First, knowing the goal of the communication (stating it up-front) and for whom it is intended is essential. Then it is best to plan an approach to your topic—how you can relay only the information needed, succinctly. If this approach requires additional research, just do it; certainly, check your dates and facts for accuracy. Next, think in “three’s” for the major points. Depending on the style of the communication, you might be able to throw in a personal story. Make sure to end with a “call-to-action,” so that the audience knows what is expected. That’s it.
Now it’s your turn to write.
Long story, short: Give your readers/listeners exactly what they need to act.
