All About You

In management we are bombarded with documents that are full of jargon and over-used words. Then, when we write a document, our mind re-uses those very words to express our own analysis and recommendations.

After the first draft, re-read your document and ask, "Is it about us?". Or could you substitute the name of any organization or group without really changing the meaning of the document. Statements such as the following are almost meaningless.

• "We create business value." Well, if you don't, you will be out of a job.
• "Services will be delivered on a timely basis." Surely no one plans to deliver late.
• "We aim for world-class performance." Few organizations can invest to this level.

Making reports and presentations specific to our own organization brings documents alive. Each mention of a specific circumstance, goal, event or other information leads the reader back into their own experience, helping them to identify personally with our message. Therefore, we must ask ourselves exactly what we mean. For example, each of the preceding statements could be converted into a meaningful goal.

• We will identify three high-value outcomes in each approved project plan.
• We will reduce processing time by 20% by cutting administrative overhead.
• We will publish performance objectives and results on the intranet.

Re-draft and re-read documents until every paragraph delivers precise, understandable information or recommendations to the reader. Once their questions have been answered, your audience will support your goals and see your success as their success.