If you want people to read what you write, you have to make it easy for them. Give them the information they need in easy-to-digest, bite-size pieces and link them to more if they need it.
Use these tools:
- Bulleted lists starting with phrases. The lists increase white space and help people understand the key points without a lot of effort.
- Verbs. Verbs are the most powerful words, especially if you're instructing someone. Tell them what to do first, then include the detail.
- Numbered lists. Never bury instructions in a long paragraph. Always break them out into a numbered list, which shows sequence and is easily followed.
- Pictures. If you can show people what to do, rather than tell them, they'll do it.
- Minimal appearance. Lotus Notes includes a sections feature that allows you to hide pictures, which reduces the size of the message. The pictures are easily displayed with a single mouse click. Look for options like that for composing your message.
- Audio and video. Some people do better if they can watch or listen to the message. If you can include audio or video, you'll reach more people.
Words are our tools, but people want fewer of them. Our goal as writers is to get them to read our work. Thoughtful use of tools and approaches shows our readers we care about their attention and time and increase our effectiveness.
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