Writing on the Job (2022)

Your purpose in writing at work is to communicate to other people […] it's not about you; it's about them

Even if your audience does have substantial background knowledge, it can still be useful to provide some brief context before you plunge into your core content. While you have been thinking about this topic, your readers have likely been focusing on other matters and could use help getting their heads into the issue. That said, your purpose should not be to convey everything you know, but rather to identify and share the information your audience needs. (note: my emphasis)

If your audience is seeking information to solve a problem or answer a question, make sure to address their needs directly. Good writing anticipates and answers the reader's questions.

[Use appropriate headings so] a reader could scan through your document, looking only at the headings, and still grasp your main points. Most readers do, in fact, skim through materials in this manner, particularly when they are reading online. Numerous eye-tracking studies have found an F-shaped pattern, where readers start by looking briefly across the top line of the page and then drop down, scanning for another place to stop and read again, which a heading can provide.

Always construct your headings in a parallel manor. You can use full sentences, fragments that start with a verb, or fragments that start with a noun. Just don't mix and match.

Keep in mind that while typing out a quick message can feel like speaking, a digital record is created every time you communicate—one that can be preserved indefinitely and shared with others, including a much broader audience than you intended, due to the ease of forwarding and screenshotting messages. Pay attention to the words you use, and pay extra attention when writing about a sensitive topic.

Much of what we call grammar is a matter of stylistic preference, often influenced by what we were taught in school or by our first boss. If your organization follows a style manual, or if your manager has particular preferences, let those be your guide—even if they seem outdated (or newfangled) to you.

[When writing instructions] don't make assumptions. It's far better to explain too much than too little. Your readers can skip over parts they already know, but can't fill in gaps.

Start and end strong. Keep in mind that no one is required to read your [writing]. You have to grab readers' attention and persuade them to stick with you. (note: originally about op-eds and commentaries, but I think this applies to most writing)