🧙 Today we’re going to look at why it’s important not to overload your business documents with too much information, just like a witch has to measure out her potion carefully to get the perfect result!
Just as witches prepare their Halloween potions with care, prepare your business documents by concentrating on the essentials. 🎃
🍯 An overflowing cauldron: Too much information, kills information
Have you ever come across a document where every sentence seems like a recipe in itself, crammed with adjectives, ideas and useless details? It’s a bit like the witch putting everything she can find into her potion, without worrying about the final taste. The result? An indigestible potion.
Just like children who only want one glass of magic potion – but a good one! – your readers want a simple, pleasant experience.
According to this study, https://www.nngroup.com/articles/how-people-read-online/ 59% of business readers skim a document before reading it in detail. This means that if your text is too long or too complex, it won’t be read as you’d hoped.
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‘Give me the time, not how the clock works’.
There’s a well-known saying: ‘Give me the time, don’t tell me how the clock works’. This saying is particularly relevant in a business context. When you’re writing a business document, it’s tempting to show how hard you’ve worked, how clever you are and how you’ve planned EVERYTHING.
But be careful! This reflex can quickly weigh down your text. Instead of proving that you know how to work the clock, simply show that you can tell the time accurately. Long sentences, interminable paragraphs and complex information only serve to lose your readers along the way. In fact, according to Dynamic-Signal-Study, 70% of employees say that overly complex communication in the workplace leads to a loss of productivity.
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To simplify is to impress
The art of simplifying is not to say less, but to say it better. Like the witch who carefully doses each ingredient to make her potion just right, a good business writer must carefully choose what information to include. The result? Clear, punchy business documents that gets straight to the point.
Several studies have shown that concise, well-structured, error-free messages increase productivity in the workplace by 20% to 40%. This means that simplifying your text will not only please your readers: it will help them to act quickly and effectively.
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The magic of structure
So how can you make your documents as effective as a good Halloween potion? There are 4 pillars: Presentation, Organisation, Performance and Structure. These pillars ensure that your documents are not only readable, but that they captivate and lead to action.
1. Presentation: Make a good first impression. Just as a potion needs to be well presented to make your mouth water, your document needs to be easy to read and understand. You want to maximise impact.
2. Organisation: Put each idea in the right place, just as the witch adds her ingredients in the right order. This avoids confusion and makes your message more powerful. It will guide thinking and decision-making.
3. Performance: Make sure every word counts. Nothing should be superfluous in your text, just as each ingredient in the potion serves a specific purpose. You want to achieve your objectives, whether they involve convincing, informing or mobilising.
4. Structure: Fluid transitions between paragraphs are essential to connect your ideas. Your reader must be able to follow your reasoning as if they were sipping from a perfectly balanced glass of potion.
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Are your business documents ‘magic’?
Now ask yourself: are your business documents as magical as a successful Halloween potion? Are they simple, punchy and well-structured, or are they like an overly complicated potion that nobody wants to dip their lips in?
One thing’s for sure: whether you’re trying to land a contract, secure funding, submit a valuable offer, or get a report approved, your document needs to deliver a positive experience. And to do that, it has to be simple, clear and well structured.
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Simplify to maximise impact
The key to captivating your readers is not to throw a whole heap of information in their faces, but to give them what they need, in an easy-to-digest format. A well-made potion leaves a good memory; a well-written business document does the same.
Most executive managers will tell you that they prefer concise reports:
🦇 that are to the point, and
🦇 where clear internal and external communications are seen as a competitive advantage.
So simplify and structure!
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The perfect potion is a simple structure
Like witches who prepare their Halloween potion with care, prepare your business documents by concentrating on the essentials. Armed with the right methodology, your texts will no longer be an indigestible jumble of information but a magic potion that will impress your readers and inspire them to take action.
Remember: in the business world, a well-written document can create long-term opportunities just as a perfectly balanced potion creates an unforgettable memory.
So get out your cauldrons, sharpen your pens, and make magic with your business writing!