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Cut the Waffle When Writing

Assume staff in the UK earn an average of £26,000. If they work 40 hours a week and 48 weeks a year, that’s 1,920 hours and earn £13.54 an hour.

 

The average person can read business documents at a rate of about 200 words per minute, so it takes about 25 minutes to read 5,000 words (about ten pages). So each ten-page document costs your organization around £5.64 per person to read.

 

Assuming people read two of these per day, that works out to £11.28 per day. Multiply that by the number of working days. Let’s see: we said 48 weeks, five days a week, that’s 240 days minus eight holidays… 232 days spent at work.

 

This represents an average annual cost to an organization of £2,617 per person for reading time. Multiply £2,617 by the number of people in your business to see how much it costs just to sit down and read. And that’s for specific documents – what about the large number of emails most people get these days?

 

If you can read something once, pick out the highlights and move on, that’s great, but how often do you have to read something multiple times to grasp what the author is trying to tell you?

 

*** Useless waffle ***

 

Unnecessary waffles are not only annoying: they cost your organization money because it takes more time to read and understand them. So what do we mean by waffle?

 

It’s all too easy when writing to rely on common expressions and continue to use them out of habit when there’s a faster way to say what you want to say. Are you guilty of any of the following acts?

 

In order ofin the place of on.

Are able toin the place of can.

To be deficient inin the place of lack.

Despite the fact thatin the place of even though.

In the near futurein the place of soon.

At the neighborhood ofin the place of close or on.

 

One method to put yourself in the right frame of mind to tighten up the text is to find all paragraphs that end with only a few words. Trim enough words in these paragraphs to shorten each one by one line. You will soon develop the habit of going back over your writing in an effort to prune it. It’s often easy to squeeze half a dozen words out of each paragraph.

 

To show you what I mean, here is a first draft of my opening lines:

“This training bulletin is usually about words but this time let’s try looking at some numbers, just for a change. We’ll start with some sums.”

 

And here is my edited version:

 

“We usually talk about writing, but start by looking at some numbers, just for a change.”

 

Twenty-six words, now reduced to eighteen, with the added bonus that a one-sentence paragraph grabs attention.

 

*** Correct and concise writing ***

 

It’s easy to brush off your thoughts as they come to mind. But a document produced this way will be wordy and disorganized. What takes time is making your writing accurate and concise. Blaise Pascal once apologized for a long letter, saying, “I made this letter longer than usual because I’m running out of time to make it short.”

It’s tempting to think you don’t have time to write concise text. But consider what it costs to read: at over £5 for each recipient to read a report once, an investment of time to write it well starts to seem very reasonable.

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