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How to trim your writing

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When time and space are limited it is important to keep writing short; whether it be a report, article or proposal. Here are a handful of hints to help you trim your writing from the get-go.

After spending countless hours writing a report for your executive committee, word comes back from your director; "it is good, but way too long". You are left frustrated and in a panic because you can't see anything extraneous about it and have no idea where to start cutting back. What do you do?

Similar situations come up quite often in the sports business world with reports, articles, proposals, and executive summaries. Inspired by the Harvard Business School Publishing's 'Guide to Better Business Writing', here are a handful of hints to help you trim your writing from the get-go, without losing the meaning.

Hint no.1: Shift to an informal tone

Writing a report or proposal may naturally cause you to write in a formal, bureaucratic tone. As a result, you will lean towards using bigger, more sophisticated words and complex sentences. However, if you downshift to an informal tone, you may you're your writing becomes shorter. One way is to use contractions like 'we're' instead of we are, or use personal pronouns. You can always go back to revise later, but writing the first draft this way will set you off in the right direction.

Hint no.2: Take a good look at the structure

The old advice from our teachers was to introduce our message with introductory paragraphs and preview each point that will be made thereafter. This goes well for longer reports and essays, but when you are strapped for space, (and time!) there is no need to announce what you'll say - just say it. Also, if a section exists mostly for show, go ahead and cut it. Readers don't know what you planned to write, so they won't miss it if its not there. Let anything go that doesn't emphasise your main point.

Hint no.3: Shorten a sentence whenever you can

The best sentences are often the shortest. The cumulative effect of shortening sentences and phrases can be great, even if each change saves just a little space. Additionally, excessive verbiage and sentences can disguise the main point and leave you with an ineffective piece. Over 75% of revision is in eliminating words, the other 25% is improving those that remain.

Hint no.4: Replace longer words with shorter, simpler ones

In the search of shortening sentences, one should not overlook the actual words used. It is generally better to use the shorter, 'familiar' synonym, like "shorten" for a word than the fancier, perhaps more precise word, "abbreviate". This holds especially true in the international sports world where not everyone speaks the same language and where documents are often translated.

Hint no.5: Use formatting creatively

It may seem like diagrams take up a lot of space. However, they may help you cut down on the words needed to explain your message. Tables work well for comparing and contrasting because they keep you from having to repeat concepts and names in the running text. Maps and flowcharts can convey complex relationships in an easy-to-understand way. And, as an extra added bonus, the audience's expectations may change when looking at a diagram.

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