Every project manager needs to be skilled in written communication.

We have already discussed some of the (written) documents you will need to master when managing projects, and will continue to introduce others as we advance through this course.

The benefit – indeed, the primary purpose – of these documents is to communicate to stakeholders exactly what is going on, what is required of them, and their relative place in the overall project.

Nevertheless, because these assets are a multi-layered and (as we shall see) regularly changing series of documents, it requires dedicated effort to maintain them throughout the project’s life.

There is also the risk that they can be readily circumvented by project team members and stakeholders who just want to ‘get on with it.’

Writing something down is one thing – holding yourself and others accountable to these words still requires the actual intervention of the project manager.

Beyond the plans, reports, and registers you maintain as part of your project methodology, the project manager must also keep up a steady stream of written correspondence with stakeholders via email, text, and social media.

The key principle to remember when writing for projects is to keep your messages:

• short
• action-oriented, and 
• easy to understand.

Good writing simplifies communication but is rarely perfectly formed on its first pass. 

Where possible, inject pauses between writing, editing, and proof-reading, and for important messages, try and get a second, experienced set of eyes over your text before publishing.

Finally, whether it’s soft (for example, influencing a general belief) or hard (for example, driving a specific action), a goal will focus your message, making it more cohesive, not to mention easier to write.

No one wants to invest their professional time reading a dead-end message that leaves them thinking, what now? 

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Plain language

Information that isn’t presented clearly creates confusion

This can lead to missed opportunities, mistakes, or complaints that take a project manager’s (constrained) time to resolve. 

Plain language presents information that helps someone understand it the first time they read or hear it.

It allows them to get the information they need, decode it easily, and act if needed.

It also shows respect and consideration for readers, which can help build better relationships.

There are plain language movements in many parts of the world, including the UK, USA, Australia, Canada, New Zealand, Portugal, Mexico and Europe.

Here are four steps that will take you from staring at a blank page to having a well-informed reader.

Think about your reader

No matter what type of document you’re writing, from a short email to a lengthy report, it’s important to be clear about your reader.

• Who are you writing this document for?
• Why are you writing it?
• How familiar are they with the words and terms you will likely use?
• What subjects can you assume they understand?
• How will they read the document? Will they read it straight through or skip to the sections that interest them?
• Will they need any background information?
• What action do you want them to take? Is there something you want them to do, think, or feel as a result of reading or hearing it?
• Is there more than one reader or group of readers? If so, do you need to write separate documents?

For longer documents, you might find it helpful to write a brief plan before you start.

Write your content

There’s nothing wrong with long words, but there’s no need to use them when short words will do.

The same applies to sentences. While there are no strict rules about sentence length, try to keep sentences to an average of 15 to 20 words.

If you do need to use specialized language or jargon, make sure you explain what it means.

Watch out, too, for wording that bogs down your message, such as:

• Wordy phrases – using more words than you need to say something
• Noun strings – groups of nouns joined together
• Tautologies – two words that mean the same thing
• Double negatives – two negative words where a single word will have the same effect

Finally, be aware of any sub-text that colors your writing.

Sub-text in written communication is revealed in formatting, font, tone, punctuation, images, emoticons and the like.

As an example, watch how the meaning of the following sentences changes through sub-text.

• I think Larry did a great job on this project!
• I think LARRY did a ‘great’ job on this project 🙁

Sub-text is often subtle and subconsciously informed by your mood.

Even if you carefully choose your words, an email written in an angry mood will often be loaded with sub-textual venom.

This makes the next step very important…

Check what you have written

Structural (or substantive) editing

Here, you are looking at the overall structure and shape of the document.

• Is the information set out in a logical order your reader can easily follow?
• Is everything your reader needs to know there?
• Does it include information your reader doesn’t need? If so, can you cut that?
• How will the reader feel at the end of the document?

Copy editing

Here, you are looking at the sentences and words.

Are your sentences as clear and direct as they can be?

• Have you used everyday words that your reader would be familiar with?
• Are all the words and phrases as concise as they can be?
• Have you been consistent in how you have spelled words and used terms?
• Is what you have written accurate?

Proofreading

This is about doing a final check for any errors or typos.

• Are all the words, names, addresses, emails, and websites spelled right?
• Are all the numbers, including phone numbers, correct?
• Is the layout right? Are the page breaks in the right place? Is everything that needs to be in the document in the right place?

Test your document with readers

When writing about complex, critical, or controversial matters, you should finally test your document to ensure people will understand it quickly and easily.

Even if it is an internal email for a small number of staff, it is still worth asking people for their opinions. People who know nothing about your area are sometimes the best at spotting unclear text.

It may also be worth testing your document with some people who will likely use it.

Testing saves you money, time, and energy in answering questions or publishing corrections later.

And as part of our continual improvement process, we welcome your feedback on our use of plain language!