Of all the writing techniques I teach my clients, using verbs in their simplest and most direct form probably has the most profound impact on their writing style.
Let me explain. Every business document is essentially about an action: one that has been done, might be done, should be done or is at some other stage. Yet many of these great actions get lost in among the complex concepts and flourishes.
Uncover these action words, and you will both simplify your logic while also making your writing more engaging to read.
Here are four ways to transform your writing in any setting, by allowing the verbs to shine a little more brightly.
- Turn passive sentences into active ones.
When you write in the passive voice, you’re effectively using an abstract verb (‘to be’) plus a past-tense verb. This extra phrasing clutters up the whole sentence. Cut out the abstract verbs, and keep the core ones in.
Instead of this: The meeting will be held on July 1 by management.
Try this: Management will meet on July 1.
- Reduce business jargon.
Business writing is rife with lengthy verb phrases like the ones above. Learn the main ones in your work field, and reduce them wherever you can (along with acronyms and other jargon).
Instead of this: The CIO and EGM will leverage stakeholder buy-in at the AGM.
Try this: Management will appeal to stakeholders’ interests at the AGM.
- Hunt out words that end in ‘-tion’ or ‘-ment’.
When a verb ends in ‘-tion’ or ‘-ment’, it functions as a noun. Now another verb must be added to complete the sentence. Solve this problem by identifying the main action word, and trimming away the extras.
Instead of this: The steady talent supply has facilitated the development of a competitive sales force.
Try this: The steady talent supply has shaped a competitive sales force.
- Weed out verbs with too many syllables.
Why write ‘utilise’ when ‘use’ will do? Or ‘incapacitated’ instead of ‘is ill’? Always go with the shorter, simpler alternative – even if it means rewriting the sentence a little.
Instead of this: We recognise your application but regrettably cannot accept due to it not having complied with deadline conditions.
Try this: Thank you for your application. Unfortunately, it did not meet the deadline and is not valid as a result.
If there’s one thing managers dislike the most, it’s verbosity – so anything you can do to fix this issue is worth your while.
