By Dana P Skopal, PhD

When we write in the workplace, we should be aware of who we are writing for. The first principle of writing in plain English is to write for your reader. Even for scientists writing texts, the reader is now regarded as the priority (see Doubleday & Connell, 2017)

However, do we really know our reader? What does our reader need or want to know? When writing a report or technical document, a writer often would have researched the topic and read a lot of details. But does a reader want to know the level of detail that a writer (you) had to research in order to get to the main message or key data in a report?

Step back and think about how you read and deal with complex details. Do you take notes as you read – just like when studying at tertiary level? Or when reading online, do you feel we are in a world of information overload?

First, when reading detailed information, develop a note-taking system that works for you – be it typing notes on a computer or writing notes in the margin of a printed copy. If there a section with good data or specific examples, record the page number so that it is easier to go back to. Next, understand the purpose of the document that you need to write. Do you need to present a business case or argue for more research? When you understand a document’s purpose (ie why we are writing), then try to explain the main points from what you read in a short paragraph. If you cannot draft a summary paragraph, focus on listing five main points as dot points. From those points, form one key summary point that can give you as a writer power to persuade.

This process of succinctly explaining the main points clarifies your thinking, and most likely your reader will appreciate your clear thinking. Remember that blocks of important data can be placed in appendices so that they do not distract your reader away from your key message.

Doubleday, Z. & Connell, S. (2017). Bored reading science? Let’s change how scientists write. The Conversation. http://theconversation.com/bored-reading-science-lets-change-how-scientists-write-81688