Chapter 1.1: Keep It Simple

As writers, particularly in technical fields, the urge to provide exhaustive explanations can sometimes obscure the main point for readers. In my experience, the first draft often contains excessive detail, which I later refine for clarity.

By focusing on simplicity, we can convey complex ideas more effectively. Although simplifying language may require more effort, the end result is always worthwhile. It’s also beneficial to have someone who learned English as a second language review your drafts. This leads me to my next point:

Chapter 1.2: Avoiding Idioms

Idioms can be particularly perplexing. According to the Oxford Dictionary, they are “a group of words established by usage as having a meaning not deducible from those of the individual words.” For instance, many in the U.S. recognize phrases like “It’s raining cats and dogs.”

Consider the idiom “cool as a cucumber,” which describes a calm person:

One memorable incident occurred when Belgian executives visited Chicago a few years ago. During a speech about adapting to change, one of them remarked, “Along the way, we may encounter child’s diseases, but that is to be expected.”

The stunned silence in the room was palpable until a fellow Belgian, residing in the U.S., burst out laughing. “You mean growing pains,” she explained, and laughter erupted throughout the room. This illustrates how idioms can be both amusing and confusing, making them best avoided in global communication.

Chapter 1.3: Maintaining a Clear Tone

Your tone should always be clear, friendly, and human. A touch of warmth reminds readers that you value their understanding and have invested effort into making your message accessible.

Chapter 1.4: Technical Language Should Be Minimal

When you possess in-depth knowledge about a subject, it can be tempting to include jargon and acronyms that may alienate casual readers. Strive for simplicity; if a concept can be explained to a young audience, it is likely suitable for the general public.

Chapter 1.5: The Power of Calm Communication

Exclamation points may seem engaging but can come off as aggressive. They often create an impression of shouting. Reserve their use for moments of celebration, like saying, “Congratulations on completing your training!”

Chapter 1.6: Writing in a Plural Perspective

When representing a company, it’s important to write from a collective perspective using “we,” “us,” and “our.” This approach reassures readers that they have support from a team rather than a single writer. In this instance, however, I’m speaking solely from my personal viewpoint.

Chapter 1.7: Kindness in Communication

When uncertain about your tone, imagine your favorite kind relative reading your work. A few kind words and a touch of warmth can brighten someone's day, even in technical manuals.

So, go forth and tackle those growing pains! Clear and simple communication is a powerful tool that can facilitate understanding across cultures.