Try being a journalist

When you think of clear writing, the most common reference point is your daily newspaper. From coast to coast, there is a consistency in stories written for the newspaper that seems to cross regional lines, ownership, and size of the newspaper. You may find it odd that so many journalists write in the same style with the same degree of clarity.
Actually, every school of journalism in the country teaches students about the “five horsemen” of journalism: Who?, What?, Where?, When?, and Why? The journalist is supposed to answer these five questions in the first paragraph of a story. The next five paragraphs should each expand on the answer to one of the questions. The least important information appears at the end of the story. That way, if the story is too long for the available space in the newspaper, editors can just delete the end of story, and no important information is lost.
Look at a copy of today’s newspaper. Pick any story that interests you in the first section (or the news section if you read your daily paper online). I point you to that section because stories there are more likely to follow the traditional structure of news writing. Reporters depart from the structure in some of the special-interest sections, such as the sports or entertainment sections. As you read the first paragraph of a straight news story (especially a story from one of the wire services), notice how the reporter explains:

• Who the story is about
• What the person did to land in the news
• Where the event happened
• When the event took place
• Why the event occurred

Read the last few paragraphs of the article and notice how trivial that information is compared to the first few paragraphs. Notice how the first few paragraphs after the lead paragraph are packed with important material compared with the information later in the story. Use the same technique, and you can’t go wrong. Remember: You’re providing the information your listener needs to know to achieve your goal. Organize the facts like a newspaper story.

Write it down

The written word is often more useful than the spoken word when you’re trying to communicate clearly. When you have something to say, write it down, look at it, edit it, and make it right. When the words are your own, you don’t have to release them until they are as near to perfect as possible. Many people believe they can’t or don’t know how to write as clearly as they speak. This is rarely true. The simple fact is that when you write instead of speak the words, you can see more easily whether your message is unclear. You can see in black and white that the words are ambiguous or your thoughts are incomplete.
Also, the written word disallows such conversational crutches as “ya know what I mean?” When used as a rhetorical question, this phrase doesn’t clarify the issues. It moves the conversation deeper into confusion. The process of putting your thoughts into writing brings you face-to-face with your failure to communicate clearly. Rather than bemoan your lack of writing skills, open your eyes and say honestly — maybe for the first time in your life —
“Wow, I didn’t realize how poorly I have been communicating my ideas.”
Here are some basic tips to get you on the road to clear communication:

• Use short sentences.
• Use short words.
• Avoid jargon and abbreviations — even when you are writing to another professional in your field — unless the other person uses these terms exactly the way that you do.
• Complete your sentences.
• Stick to one idea per paragraph.
• Have a beginning, middle, and end to the overall communication.
• Be accurate.

Don’t be afraid to number paragraphs to cover different points, but don’t delude yourself into thinking that numbering paragraphs brings order to a document that otherwise lacks coherence or good sense.

Keeping your commitments

Being clear includes being consistent in the words you say and the deeds that follow. If you say one thing and do another, it’s confusing. Your inconsistent conduct turns an otherwise clear communication into a real puzzlement. Keep each and every commitment that you make during a negotiation. In life, keeping commitments is important; in a negotiation, it’s essential. Keeping your commitments is the acid test of clarity; it’s also the bedrock of trust. A notorious thief can look you in the eye and say, “I will have that assignment on your desk at 2 p.m.” If the assignment is there, the thief has gained your trust. On the other hand, if an honest person misses the 2 p.m. deadline, your trust in that person is diminished. If you tell the other party that you will call back at 9 the next morning, be sure to call at that time. Breaking your promise calls your integrity into question and creates confusion about what exactly you meant when you promised to call back at 9 a.m. Failing to keep your word also upsets the other party. Such inattention may be considered, debated, and evaluated by the other side. Their loss of trust may call into question side issues and create tensions that are counterproductive to a negotiation.
If you are negotiating with someone on behalf of a client or company, failure to keep commitments is harmful to you and the party you’re representing. This neglect can damage your relationship with your client or your standing within the company. Word often gets back about your unprofessional behavior. Professional negotiators are often falsely blamed for not returning calls or not providing documentation in a timely fashion. Don’t provide grist for that mill.