As you can see, these characteristics have little to do with grammar. An effective writer might make grammar mistakes and get away with it. We all make mistakes in daily life. And when we talk, few of us are perfect in speech.
That’s why almost all I know, hate the grammar police. That includes me. I’m allergic to people who talk about silly details.
Writing is a tool
Writing effectively has a few things involved with it. It has a few priorities, one must be aware of. And every tool has an optimum effectiveness, when it is properly used.
Effective writing prioritizes clear, credible, and persuasive language over everything else. I don't always have to write a beautiful sentence or try to impress others by using fancy words or grammar. To me, writing is a way of communication. In today’s world, we communicate more than ever, in the written format.
You would be astonished to know how in the past, ineffective writing has caused so many issues in my life:
- Waste of time: There are numerous situations when you end up in email exchanges with co-workers in your office, colleagues in your workplace, clients or partners in your business, students and teachers in academic institutions. People often don’t understand your intention, your mission, what you’re trying to say. That’s because it’s often difficult to translate your thoughts into words, and when it goes wrong, you keep clarifying your messages endlessly. It costs a lot of time. I should aim at getting it right on the first contact. It means, when I send an email, I must not end up clarifying anything. It has to be clear.
- Arguments: Almost all of us have experienced this. You write the wrong thing to your boss, employee, employer, partner, spouse, girl or boy friend, or a classmate. And all of a sudden, you’re in an argument. “I didn’t mean it that way!” Well, then don’t write it that way! Write what you mean.
- Lost opportunities: There are myriad cases in the past I have pitched on this topic, about how you want to work for or work with others. You want to hire someone. You want to attract investors, and so on . But as you reach out to people, it does not work, no one responds back. That’s ineffective.
The moment you look at writing as a tool, you can see yourself as an archer. The goal of an archer is to hit the yellow mark in the middle of the target with an arrow.
How to Fix your writing then?
Fixing a piece of writing is not like fixing a car. If a brake light goes out, the bulb is replaced and the problem is fixed–it’s as easy as that. Writing doesn’t work this way.
So what else has a writer to do?
For beginners, writers need to consider their audience and purpose. If you do not know who you are writing for and why, then perhaps, writing is already doomed.
You also need to learn to trust the process of writing itself, for shaping content into a meaningful one, takes time. And above all , you would have to consider what is it that makes a good writing .
To this end, It would be helpful to think about the hallmarks of effective writing, what I call the four Cs of effective writing.
Good writing is clear writing. You need to express your thoughts in a way your reader will understand, what the point is, what you actually want to say. Clear writing is specific and precise. Clear writing is about choosing the best words to speak your heart out.
As a writer, you need to ask yourself: Would my audience understand what I am trying to say?
Let me share my story , so that you can guess what I want to say. My first and foremost writing mentor was my Head Master during my High School days, who as in my memory had a warm smile, deep black, witty eyes, able to see you through your eyes, you can not hide anything from him.
He was very passionate about writing, that too in the most concise and beautiful manner. . He was encouraging. One of his favorite sayings about writing that has still lingered like colour on the petals of my mind over all these forty one years. And it was “To be brilliant, you must be unique and in a way specific.”
I have printed those words on the canvas of my heart since those days.. And they still remind me every time I sit to write.
In the story Portrait of a Lady, Mr. Khuswant Singh did not write, “My grandmother was getting old,” would you have understood what he was trying to say? In a general way it may perhaps suffice, but in terms of communicating a specific meaning to an audience, this remark would not have worked. What exactly did he mean by “old”? A more effective way to communicate his idea required greater specificity in the words he used. In this case, As he writes, “My grandmother appeared to be a hundred years old,” you have a much better understanding of his saying.
Clarity, however, goes beyond words and must be applied to paragraphs and, indeed, to the composition as a whole. What writers need to consider here is how the sentences are organized to form paragraphs, and how the paragraphs are organized to form an essay.
If you were going to give me directions to your house, how would you organize the content? Would you start in the middle? The end? In all likelihood, you would arrange the directions by some kind of chronology or sequence.
To give directions clearly, you would start at point A, proceed to point B, then on to C, and so forth. Right? You would use words such as start, proceed, and then so that the order of the content is logical—I, or anyone else, could follow the directions and reach the destination.
For the writing to be clear, you need to present your content in a manner that is easy for the reader to follow and, therefore, easy to understand. You need to use words that help guide the reader through a paragraph so that the point you are making is understandable—this what I mean is clear writing. These guiding words are the glue to your content; they are the words that help you give order to your writing.
Complete writing
Effective writing is also complete in a sense that you develop your ideas for an audience. You need to take your time and develop your points so that they make sense to someone else. You need to prove that what you say is true and that takes time; depending on your purpose, you will need to use examples, details, facts, quotes, statistics, and testimony to give meaning to your ideas. Complete writing is sustained writing.
As a way to understand the idea of being complete in your writing, think about this:
Imagine it is summer. Early May in Bangalore, India or Late July, In New Orleans. If I were to state that it is snowing outside, would you believe me? Probably not, right. After all, it is May in Bangalore or July in New Orleans and there is least likelihood of snow anywhere here ! But even beyond this fact, a statement with no proof, no development, is just an assertion. And an assertion is incomplete in the sense that it lacks sustained development.
But what if after I said it’s snowing out , I said, “Yup, it’s snowing outside. I can see my next-door neighbor, Mr. Chopra, a man in his 70s, out in his driveway right now, shoveling. He’s wearing a light coffee blazer and blue gloves. And here comes the snow plow—will you listen to that clatter!” If I said all of that, you would be convinced, right? How could you not be?
While the above example is an exaggeration, the point should be clear: When you express yourself in writing, you need to develop your thoughts completely, taking your time and developing your point with specific, concrete details and examples so that you communicate meaning to an audience. That’s the idea of being complete—show readers the snow!
The next one of the four Cs is the idea of being concise—of having your ideas understood quickly and easily. The idea of being concise, on the sentence level, is to use only the number of words necessary to convey meaning. Being concise does not suggest brevity; you do not want a lot of short, choppy sentences. If you need fifty words to say what you need to say, use fifty words. But if you can express the same idea with forty-four words, use forty-four words.
Concise writing is tight writing.
Here are a couple of examples to help you understand. Here’s a sentence that’s a bit wordy:
Wordy: The people who are in my writing group help me improve my work.
Tighter: The people in my writing group help me improve my work.
Sometimes all you need to do is cut dead wood—words that are hollow and simply taking up space. Sometimes, though, you will need to overhaul the entire sentence.
Take one more example:
Wordy: The people who are in my writing group help me improve my work.
Tighter: The people in my writing group help me improve my work.
Even Tighter: My writing group helps me improve my work.
Did you see the difference?
Let’s listen to another example:
Wordy: It is baldness which has caused men to search unceasingly for centuries to find a remedy that would cure their plight.
And here is the same sentence written more concisely: For centuries, men have searched for a remedy for baldness.
concise
Being concise also applies to paragraphs and the composition as a whole. What the writer needs to think about in these contexts is whether or not the information included is needed. Concise writing is unified writing insofar as the content that is included is relevant and necessary. All the information in a paragraph must contribute to the idea the writer is trying to express; otherwise, the content is superfluous and the paragraph lacks unity.
correctness
The last of the four Cs concerns correctness. Effective writing is correct in that the writer has taken the time to ensure the writing is free from as many possible errors as possible—errors not only of grammar, usage, and mechanics, but also of format and content. As a writer trying to communicate meaning to an audience, it is your responsibility to check and recheck your document for errors.
In terms of grammar, usage, and mechanics (or, GUM), you want to avoid major sentence errors. Such errors include
- Subject-verb agreement
- Pronoun reference agreement
- Comma splice
- Run-on (also called fused sentence)
- Fragments
These are “major” errors because they involve basic grammar and for most people, with a little practice, such errors can be conquered.
Whenever you are dealing with someone’s name, a title, a place, a date, and the like, you alone are responsible for recording that information accurately.
You must also proofread carefully, watching for typographical errors such as repeated words, wrong letters, omitted words.
You must watch out for homonym errors such as the following:
- There, their, they’re
- It’s, its
- Too, to, two
- Lastly, you must make sure that your paper is setup correctly and follows the formatting guidelines established for the course.
- What this likely means is that you will need to consult a good source for proper setup depending on whether your course uses APA, MLA, or some other format or style.
- Writing requires attention and practice to keep skills sharp. It’s not enough just to put words on the page; indeed, you have to think about whether those words on the page add up to something that is clear, concise, complete, and correct.
- To this end, keep the four Cs of effective writing in mind when you compose.