Project managers (PMs) work at the hub of complex communication wheels. It’s crucial that anything a PM writes — emails, monthly memos, risk plans, and reports of any type — is straightforward and clear. Here's seven writing 'to-dos' to help you make it successfully to the project's close.
1. Tell your reader who is doing what
English is an S-V-O (subject-verb-object) language. Therefore, English language speakers will say your writing is clear or easy to understand when you make S-V-O constructions in your writing. Give your readers the subject of your sentence first up, then follow quickly with a verb; don’t put a lot of clutter between your subject and its verb. While it’s perfectly grammatically correct to write a sentence without a subject, when you do so, you leave your readers with no idea who did all of the stuff you’re reporting on. Writing S-V-O sentences also sees you acknowledging other peoples’ work, and this shift, in turn, builds trust and positive collaboration with your teams and stakeholders.
No: A presentation to the project steering committee was completed on 12 May 2021.
Yes: Architects Mary Tipa and Nathan Smith presented the design package to the project steering committee on 12 May 2021.
2. Stay positive
In English, negative phrasing forces you to use more words, and we all know how much confusion double negatives cause. When you use positive phrasing, you invite cooperation, and your readers will see you as straightforward and capable.
No: There were some stakeholder groups that were not able to provide feedback or responses within the allotted timeframes.
Yes: 65% of stakeholders provided feedback within the allotted timeframe.
3. Slay your zombies (nominalisations)
Nominalisations are abstract words that were once action (verb) or thing (noun) words. If you turn active, concrete words into words that are conceptual and intangible, then you’re making difficult to understand nominalisations. Writing expert Helen Sword calls nominalisations Zombie Nouns because they suck the life from your writing. If you overuse nominalisations, your readers will say, “Nobody’s doing anything, and nothing’s happening in this text!”
No: The official tender review process has been completed with the recommendation report approved and project steering committee endorsement in the period.
Yes: In this period, the project steering committee approved and endorsed our report recommending the close of the official tender review process.
4. Use characters performing concrete actions to animate your sentences
Don’t be afraid to turn an inanimate thing—a proposal, policy, or review— into something active in your sentences. Readers crave action, and English language readers love verbs. Your readers will say your writing is engaging and easy to understand when you make inanimate things, this memo perform actions, seeks.
No: The purpose of this memo is to seek approval from the Project Steering Committee (PSC) for completion of the Developed Design.
Yes: This memo seeks approval from the Project Steering Committee (PSC) to complete the Developed Design.
5. Write content-rich headings and subheadings
Your document’s headings and subheadings need to act as powerful explanatory signposts that corral and direct your readers. Readers are messy, irrational humans. They’ll scan, skim, jump to conclusions, check their cell phones, and prep their evening meals all while they are supposedly 'reading' your email, report, or risk plan. Direct their focus by summing up the main idea of each paragraph or section in its heading.
No: Background
Yes: Background – Seismic strengthening for MacTaggart building delays design milestones
6. Pass your topic from sentence to sentence
Imagine the sentences in your paragraphs as runners in a relay race passing the topic (baton) from sentence to sentence. You can keep your reader on track and fully engaged with your document’s message by banning all non-specific words — this, that, these, it, those.
No: This will need to be coordinated by Benham Construction.
Yes: Whiteware installation will need to be coordinated by Benham Construction.
No: These are not expected to delay the project.
Yes: Requests for information are not expected to delay the project.
7. Leave your document to cool
Our brains autocorrect our own typos; time is the solution. If you can, leave your writing for a 24-hour cooling-off period. When you return, you’ll see clearer more straightforward ways to structure your sentences and build your documents.
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