Clarity in Instructional Writing

Found this 1980 ad about writing clearly. 65 years later, it's still the best writing advice I've ever seen: 1) Know exactly what you want to say before you start Most people start writing and figure it out as they go. That's why most writing sucks. Thompson says outline first, write second. Revolutionary concept, apparently. 2) Start where your readers are, not where you are Don't assume people know what you know. Meet them at their level of understanding, then bring them along. Most "experts" write for other experts and wonder why nobody gets it. 3) Use familiar word combinations Thompson's example: A scientist wrote "The biota exhibited a one hundred percent mortality response." Translation: "All the fish died." Stop trying to sound smart. Start trying to be clear. 4) Arrange your points logically Put the most important stuff first. Then the next most important. Then the least important. Seems obvious, but most people do it backwards. 5) Use "first-degree" words Thompson says some words bring immediate images to mind. Others need to be "translated" through first-degree words before you see them. "Precipitation" => "Rain" "Utilize" => "Use" "Facilitate" => "Help" 6) Cut the jargon Thompson warns against words and phrases "known only to people with specific knowledge or interests." If your mom wouldn't understand it, rewrite it. 7) Think like your reader, not like yourself Thompson asks: "Do they detract from clarity?" Most writers ask: "Do I sound professional?" Wrong question. TAKEAWAY: This ad is from 1960. The internet didn't exist. Social media wasn't even a concept. But the principles of clear communication haven't changed. Most people still can't write clearly because they're trying to impress instead of express.

Users don't suck, but the information provided to them can. If your IFU reads like a legal contract, people won’t read it. Why? Because they’re confusing. Too wordy. Too complex. Too scattered. A great IFU should feel like having a clear-headed expert guiding you step by step. The user needs to know what to do, how to do it, and when to do it. Here's 20 recommendations/writing rules to improve your IFU↴ 1. Write procedures in short, identifiable steps, and in the correct order. 2. Before listing steps, tell the reader how many steps are in the procedure. 3. Limit each step to no more than three logically connected actions. 4. Make instructions for each action clear and definite. 5. Tell the user what to expect from an action. 6. Discuss common use errors and provide information to prevent and correct them. 7. Each step should fit on one page. 8. Avoid referring the user to another place in the manual (no cross-referencing). 9. Use as few words as possible to present an idea or describe an action. 10. Use no more than one clause in a sentence. 11. Write in a natural, conversational way. Avoid overly formal language. 12. Express ideas of similar content in similar form. 13. Users should be able to read instructions aloud easily. Avoid unnecessary parentheses. 14. Use the same term consistently for devices and their parts. 15. Use specific terms instead of vague descriptions. 16. Use active verbs rather than passive voice. 17. Use action verbs instead of nouns formed from verbs. 18. Avoid abbreviations or acronyms unless necessary. Define them when first used and stay consistent. 19. Use lay language instead of technical jargon, especially for medical devices intended for laypersons. 20. Define technical terms the first time they appear and keep definitions simple. Prioritize the user while ensuring MDR/IVDR compliance.

I'm not a native English speaker. And that's my unfair advantage. Here’s why: Most leadership coaches are too smart. They’ve spent years mastering their craft. They’ve read the books, studied the research, led the teams. And when they write? Oh, it shows. Long, complex sentences. Fancy words that sound very consultanty. Content that reads like a peer-reviewed journal. And that’s the problem. Your audience isn’t here to grade you. They’re just trying to figure out if you can help them. This is where being a non-native English speaker gives me the edge. I don’t write to sound impressive. I write so people get it. And clarity always wins. Here’s how you can clarify your content (without dumbing it down): 1. Swap big words for simple ones Your content isn’t a thesis ↓ Utilize → Use Facilitate → Help Implement → Do If your audience needs a dictionary, you’ve already lost them. (They’re here to find a coach, not a new Duolingo streak) 2. Cut unnecessary words Most fluff hides in phrases like ↓ “In order to” → just say “to” “The fact that” → cut it completely “It is important to note that” → if it’s important, just say it Less words = more power. (No one misses “the fact that,” I promise) 3. Make it conversational If you wouldn’t say it out loud, rewrite it ↓ “It is imperative” → “You need to” “One must consider” → “Think about” “It is recommended that” → “Try” Unless you’re an AI bot in disguise, write as you talk. (And if you are an AI bot, be a fun one) The goal isn’t to impress. It’s to connect. If your content sounds like a mad professor... …it’s time to simplify. Write like you're chatting with a friend, not applying for a PhD. Because no one’s ever said: “Wow, I feel so intellectually overwhelmed, let’s have a call!”

I never got a BigLaw summer associate position. But I’ve seen where summer associates stumble—especially in their writing. Here are ten common missteps, and how to fix them. One per week of the typical ten-week program. Week 1: Know your reader. A memo to a partner is not a brief to a court. Tailor tone, structure, and detail to your audience’s priorities (especially their time). Week 2: Lead with your conclusion. “Rule → Application → Conclusion” may work for exams, but in practice, clarity demands: “Conclusion → Reasoning → Authority.” Week 3: Short sentences win. If your reader has to pause to untangle your thought, they’ve already stopped listening. Week 4: Be ruthless with transitions. Legal writing should guide the reader like a staircase, not a scavenger hunt. Each paragraph should push the logic forward, not just fill space. Week 5: Avoid passive voice when it hides the actor. “The contract was breached” is vague. Who breached it? Be specific, unless ambiguity serves a purpose. Week 6: Cut throat-clearing phrases. “It is important to note that” rarely adds value. If something is important, the content—not the disclaimer—should carry the weight. Week 7: Use clear, specific headings. Headings should preview your structure, not obscure your point. Don’t write “Relevant Law.” Write “No Standing Without Concrete Harm.” Week 8: Watch for legalese. You’re not scoring points for saying “pursuant to” when “under” works. Week 9: Edit like opposing counsel is watching. Every typo chips away at credibility. Every vague reference invites a motion to compel. Week 10: Ask yourself: Would I want to read this? If the answer is no, fix it. You’re not just writing to inform. You’re writing to earn trust. If you’re heading into a summer program, remember: in BigLaw, your writing is your reputation—on the page, in the inbox, and in the partner’s mind. — Hi, I'm Patrick Hagen. Clear writing. Sharp strategy. Litigation done right for in-house teams. Follow and ring the 🔔 for legal writing tips.

Amazon’s writing culture is legendary. Here are 5 lessons anyone can apply: Writing isn’t about sounding smarter. It’s about thinking more clearly. It powers decisions, strategy, and execution. At Amazon, every doc is a test: → Can you explain this in simple words? → Can you back it with data, not fluff? → Can you quickly get to the point? Because if the writing is unclear, the thinking probably is too. And most writing is unclear. We confuse complexity with intelligence. We write to impress, not to be understood. We bury insight under jargon. But Amazon raised the bar. They turned writing into a leadership skill. A thinking tool. A company-wide discipline. And once you’ve written the Amazon way, it’s hard to go back. Here are 5 principles anyone can apply (no matter where you work): ⸻ 🔸 1. Use fewer words Writing clearly isn’t about shrinking your message; it’s about sharpening it. At Amazon, the rule is simple: → Sentences under 30 words → One idea per sentence → No filler, no fluff If it doesn’t drive the point forward, it doesn’t belong. ✅ Instead of: “We are currently in the process of evaluating options.” 👉 Say: “We’re evaluating options.” Clarity cuts the noise. ⸻ 🔸 2. Replace adjectives with data “Impressive.” “Great.” “High-performing.” None of these belong in your doc. Amazon doesn’t guess impact, they measure it. ✅ Instead of: “Our launch went really well.” 👉 Say: “Adoption hit 82% in the first 48 hours.” Numbers don’t just inform. They persuade. ⸻ 🔸 3. Eliminate weasel words “Might.” “Could.” “Some say.” These are warning signs of weak thinking. Amazon writing demands ownership. Say what you mean and own the consequences. ✅ Instead of: “It might be helpful to consider…” 👉 Say: “We recommend this based on [data/insight].” Confidence isn’t about being loud. It’s about being clear. ⸻ 🔸 4. Ask: ‘So what?’ Information isn’t value. Context is. Amazon pushes every writer to answer: Why does this matter? ✅ Instead of: “Engagement improved this quarter.” 👉 Say: “Engagement rose 14%, helping reduce churn by 9%.” If a sentence doesn’t earn its space, it gets cut. ⸻ 🔸 5. Reply with only 4 answers When asked a question, Amazon defaults to one of four replies:  1. Yes  2. No  3. I don’t know (and will follow up)  4. A number Why? Because it eliminates spin and surfaces truth. Fast. ⸻ Write less. Say more. Think better. These principles don’t just make you a better communicator: They make you a sharper thinker. They make you a faster operator. They make you a trusted voice in the room. And that’s a skill worth stealing, no matter where you work. Did you ever read a doc twice and still felt lost? ♻️ Repost to inspire your netowork ＋ Follow Giovanni Beggiato for more 📸: Amazon Fact of Day 1

On improving your writing (e.g., practice the newspaper model). Clarity and focus are among the hardest things to learn in academic writing, especially for writing focused on top journals. One way to to learn to write this way, is to adopt the newspaper model, which requires many people to to rethink or relearn how you build a paragraph. I like it, bc it's focused, informational, and makes it hard to miss the important bits. In fact, often, when I revise early career collaborator's work, I shift a lot of the paper into this model - bc it makes sometimes difficult to interpret ideas - much clearer. So what is the newspaper model? A structure that mimics how news stories are written: 1. Lead with the main point. 2. Follow with supporting evidence or theory. 3. End with implications. How to do it. 1. Lead with the Main Idea ** Does the first sentence of the paragraph state the core point or claim? ** Could a reader understand your argument by scanning just these first sentences? 2. Build with Evidence ** Are the next 1–3 sentences offering theory, data, or examples that support the lead point? ** Are you citing key literature or showing why the idea matters? 3. Add Implications ** Does the paragraph end with a boundary condition, secondary insight, or practical implication? ** Avoid burying the main point at the end—use this spot only for less central details. 4. Stay Focused ** Does the paragraph stick to one clear idea? ** Have you avoided wandering into other topics better served in separate paragraphs? 5. Revise for Flow and Friction ** Does each sentence logically follow the one before it? ** Are you using clear transitions and topic sentences to guide the reader? Why do I find it effective? 1. Your key claim is clear from the start. 2. Reviewers (and readers) don’t have to hunt for your argument. 3. It helps you construct a logical flow and stronger voice—critical in A-level journals like MISQ, ISR and Management Science. How do you know you've done it well? Ask yourself, can someone scan only the first sentence of each paragraph in your paper and still understand your argument? If not, revise the paper. If you do, you'll have better luck getting reviewers to follow your argument. Best of luck! #academicwriting

How to make your writing irresistible: (without relying on gimmicks) Be clear, not clever. Clarity is the secret sauce of viral content. If someone doesn't understand what you're saying... (or more importantly, why it matters to them) ...your writing loses impact. Or worst case? You lose your reader. 𝗛𝗲𝗿𝗲 𝗮𝗿𝗲 6 𝗿𝘂𝗹𝗲𝘀 𝘁𝗼 𝘄𝗿𝗶𝘁𝗲 𝗰𝗹𝗲𝗮𝗿𝗹𝘆: 1) Write like you're explaining to a 10-year-old Ditch the jargon. Simplify. Instead of: "The blockchain's decentralized ledger facilitates peer-to-peer transactions without intermediaries." Try: "Bitcoin lets you send money to anyone without a bank." Pro tip: I LOVE the Hemingway app for simplifying my writing :) 2) Swap fancy for simple - "Utilize" → "Use" - "Commence" → "Start" - "Endeavor" → "Try" 3) Get specific - "Stuff" → "Productivity apps" - "Good" → "Increased sales by 50%" - "People" → "Startup founders" 4) Front-load your sentences X "After years of struggle and countless rejections, she finally landed her dream job." ✓ "She landed her dream job after years of struggle and countless rejections." 5) Use active voice Passive: "Success was achieved by the team." Active: "The team achieved success." Powerful writing = writing in active voice. Not passive voice. 6) Compare everything Don't just say your course is good... Say it's "more valuable than an MBA at 1% of the cost." Remember: Clarity isn't dumbing down. It's powering up. Your readers' time is precious. Respect it by being clear. 🥂 Have you ever used any of these clarity hacks? Drop a comment if this was helpful, and follow me Aldis Ozols for more tips like this!

Too many words.   Not enough clarity. When I first entered the consulting world, I was blown away by how many words people used to explain things. It felt like there was an unspoken award for “most convoluted way to describe a simple idea.” I’ve got ADHD and can definitely get long-winded when I’m excited, but that’s usually driven by wanting people to understand. Corporate jargon? It often feels like a smokescreen for passive-aggression or insecurity. One of the turning points in my career came when I was staffed on a high-stakes project with a senior leader who loved… let’s call it, elaborate communication. After a few meetings watching the customer’s eyes glaze over, I started doing something risky: I spoke up. I’d rephrase what was just said (in plain English). And slowly, things shifted. The customer started asking me follow-up questions. I took over some of the email communication. The project that was starting to slide? It got back on track. I genuinely believe clarity was a huge part of that course correction. So if you’re in a role where your brain works fast, but your writing gets tangled… Or if you’re surrounded by corporate speak and wonder if your simpler version will land It will. It’s not about dumbing it down. It’s about cutting through the fog. Since then, I’ve tried to avoid corporate jargon, especially when writing. Here are a few things that help me keep things clear: - Use simple, direct words (say “use,” not “utilize”) - Avoid acronyms or buzzwords unless you know your reader gets them - Break ideas into smaller chunks - Read it out loud - your tongue catches what your eyes miss - And when in doubt, set a 5-minute timer and ask: “Would future me understand this?” So, how about we skip the “circling back” and chat here and now: Have you ever seen a shift in a project just from simplifying your language? I’d love to hear what clarity looks like in your world.

Are your Clinical Simulation instructions foggy? If you don't write clear instructions the learners may not get the results you are aiming for. Here's a few tips on how to write clear instructions: 1. Include expectations in the prebrief. This can be as simple as reminding the participants that they are not to discuss the scenario outside of the group. 2. Add prework instructions that spell out the skills learners may use in the simulation. Recommend participants spend a few minutes in the skills lab prior to the day of Clinical Simulation. 3. Record an orientation video to be shown at the start of the simulation day. This can address topics such as how to use the vital signs monitor, how to review the electronic health record, what the manikin can and cannot do. 4. If the simulation is summative and will be considered for grading, provide the grading rubric ahead of time so learners know what to review if needed. 5. Don't forget lab staff and facilitators. Make sure everyone is on the same page and understands the timeline and plan for Simulation Day. Clear instructions are a good way to ensure Clinical Simulation will go more smoothly. You can't always predict the unexpected, but it's much easier to "go with the flow" if everyone has the same info. Please feel free to contact me at sokolk2@gmail.com for questions or comments. I am available for consultation.

REFINING ACADEMIC WRITING: THREE MISTAKES TO AVOID Clear and effective academic writing is essential for communicating ideas and advancing knowledge. I recently came across these three tips, which I found extremely valuable, particularly as someone who has worked with academic text editing for over 20 years in Portuguese and other languages, especially English: 1️ - AVOID MONOTONOUS SENTENCE STRUCTURES - repetitive patterns can disengage readers. Academic writing thrives on varied syntax, which sustains interest while maintaining clarity. 2️ - SIMPLIFY COMPLEX LANGUAGE - While technical terms are often necessary, overusing elaborate language can obscure meaning. Simplicity fosters understanding. 3️ - DON’T WRITE FOR OBSCURITY’S SAKE - Clarity should always take precedence over unnecessarily intricate phrasing. Complex ideas do not require overly complex language to be effective. These reminders resonate deeply with my experience. Academic writing should not only inform but also inspire critical thinking, fostering accessibility across audiences. I encourage all researchers to embrace clarity and intentionality in their writing, ensuring their work reaches and impacts as many as possible. What strategies do you use to make your writing more effective? Let’s exchange ideas! #AcademicWriting #WritingTips #ClearCommunication #LifelongLearning #ResearchMatters #ClarityInWriting #Editing #EnglishEditing