Let’s face it: nobody likes wading through dense, overcomplicated writing. In Completed Staff Work (CSW), your goal is to make decisions clear and actionable. Simple, direct language is the fastest path to understanding—and respect.
Clarity is power.
Here’s how to make your writing as sharp and straightforward as your ideas.
1. Use Short Sentences
Long sentences are like a muddy trail—they slow readers down and confuse them. Keep it short. A few punchy sentences get to the point faster.
Short sentences are easier to read, process, and remember.
Before:
“After considering the many challenges we face, including resource limitations, time constraints, and stakeholder expectations, it becomes evident that we need a more streamlined approach to project management.”
After:
“We face three challenges: limited resources, tight deadlines, and high expectations. We need a simpler approach.”
Look for long sentences. Break them into smaller ones. If a sentence feels like a mouthful, simplify it.
2. Stick to Everyday Words
You’re not writing a thesis—you’re solving problems. Big words and jargon can confuse your audience. Use simple, familiar language instead.
Clear words connect with more people, faster.
Before:
“The team should synergize efforts to optimize workflow efficiency.”
After:
“The team should work together to improve efficiency.”
If a word feels fancy, swap it for a simpler one. Say “use” instead of “utilize” and “help” instead of “facilitate.”
3. Cut the Fluff
Fluff is the enemy of clarity. Words like “very,” “just,” or “actually” don’t add value—they add clutter.
When you cut unnecessary words, your message is clearer and more impactful.
Before:
“I think we should actually try to consider focusing more on the most important priorities.”
After:
“We should focus on the top priorities.”
After writing, do a “fluff sweep.” Delete any word that doesn’t strengthen your message.
4. Write Like You’re Explaining to a Friend
Forget corporate-speak. Pretend you’re talking to a friend. When you write naturally, your message is more relatable and easier to understand.
A conversational tone makes your writing approachable and clear.
Before:
“Stakeholders are advised to evaluate the proposed strategy for operational alignment.”
After:
“Let’s review the strategy to make sure it works.”
Read your work out loud. If it feels stiff or unnatural, rewrite it until it flows like a conversation.
5. Make the Main Point Obvious
Don’t bury the lead. Start with the most important idea, then add details to back it up.
When the main point is up front, readers immediately know what matters.
Before:
“After evaluating several options, the recommended solution is outlined below.” (The main idea is buried.)
After:
“The best solution is to improve training. Here’s why.”
Write your main point first. Then add details in a way that supports it.
6. Avoid Passive Voice
Passive voice sounds weak and indirect. Active voice, on the other hand, is bold and to the point.
Active voice makes your writing stronger, clearer, and more engaging.
Before:
“The report was reviewed by the team.”
After:
“The team reviewed the report.”
Search for “was” and “by.” Rewrite those sentences in active voice.
7. Use Bullet Points for Lists
Lists in paragraphs are hard to follow. Bullet points make information scannable and easy to digest.
Bullets let readers find key points at a glance.
Before:
“The project requires better communication, timely updates, and clear roles.”
After:
- Improve communication.
- Provide timely updates.
- Define clear roles.
Use bullets for any list with three or more items. Keep them short and actionable.
8. One Idea per Sentence
Cramming multiple ideas into one sentence overwhelms the reader. Stick to one thought at a time.
Simple sentences are easier to read and less confusing.
Before:
“We need to improve communication across teams and ensure deadlines are met, as well as clarify individual roles to avoid misunderstandings.”
After:
“We need to improve communication. Let’s meet deadlines and clarify roles to avoid misunderstandings.”
Look for sentences with more than one “and” or “but.” Break them into smaller pieces.
9. Be Specific, Not Vague
Vague language leads to misinterpretation. Specifics build trust and clarity.
Details show you’ve done your homework and give readers confidence in your message.
Before:
“In some cases, results improved.”
After:
“Results improved by 20% in Q3.”
Replace vague phrases like “often” or “some” with exact numbers or examples.
10. Use Active, Commanding Language
CSW is about getting things done, so your language should reflect that. Be direct and confident in your wording.
Active language motivates action. It shows leadership and decisiveness.
Before:
“You might want to consider analyzing the data.”
After:
“Analyze the data and submit your findings by Friday.”
Start instructions with strong verbs like “Analyze,” “Complete,” or “Submit.” Avoid hedging language like “might” or “could.”
Direct Language Builds Trust. Simple Language Gets Results.
In CSW, clarity isn’t optional—it’s your responsibility. Simple, direct language earns trust, saves time, and ensures your message lands. Cut the clutter, use everyday words, and let your ideas shine.
Now ask yourself: Is your writing clear enough to act on instantly? If not, simplify it until it is.
