Don't Write Short Texts - Write Concise Ones

It is claimed people today have shorter attention spans than in the past, so text must also be shorter. I am unaware of any scientific evidence that supports this contention. However, I am aware of considerable historical and psychological evidence that disputes it.

People pay attention to texts that catch and hold their interest. Once that interest wanes, they stop reading. It's as simple as that. Whatever effect radio, television, films, the Internet, etc. may have had on the average attention span, individual attention span is governed by self-interest. This has always been true, and remains so.

The objective, therefore, is not to constrain a text to fit some artificial limit, but to be certain that everything it says has purpose and meaning for the reader. This is what makes a text concise, whatever its length.

For a text to be truly concise, it must be:

1. As long as necessary
   
   
2. As short as possible
   
   

As with the dictionary, "short" is only part of the definition - the second part. Before you set about making your text "as short as possible", you must first make it "as long as necessary". In practical terms, this means that before you do anything else, you must first determine the key ideas you want your text to convey. Then identify all the supporting information needed to make them clear and credible.

Whatever minimum text length is required to adequately cover this vital information, this is how long it must be. It makes no sense to look at your text and then start cutting out important information because it seems to be "too long".

Now, what is meant by "as short as possible"?

Keep in mind that nothing in text is neutral. Anything beyond the minimum length required to be "as long as necessary" will not simply add a few unnecessary words. Ultimately, it will affect reader comprehension.

Subconsciously, the reader will continually be asking themselves why those additional words are there. They will become less and less confident that they understand what they're reading. Once they conclude they don't understand it (or consider it boring, which is the same thing in disguise), they'll stop reading.

Remember: The length of the text and how well the reader understands it are intimately linked. The purpose of writing "as short as possible" is not to avoid too many words (whatever that means) - but to ensure clarity.

I have yet to see any list of writing tips that explicitly states this fundamental principle. Conciseness means saying everything that needs to be said in as few words as possible in order to ensure clarity.

Now that you understand the true purpose of all the various writing tips and suggestions on offer, you are more likely to value them and apply them with the rigor they deserve. However, don't be overly concerned about applying them when writing your first draft. Every well-written text must go through at least two distinct drafts.

First draft - This should be dedicated to inputting all the key ideas and supporting information required to make the text "as long as necessary". Write this first draft with minimal concern about style, grammar, conciseness, etc. Concentrate on content.

Second draft - This should be dedicated to applying all the writing tips you know to make the text "as short as possible" to ensure that all the key ideas and supporting information are presented clearly and persuasively.

In short: Write fast, edit slow.

Five ways to make your text concise

1. Bullet points and numbered lists - Bullet points and numbered lists are excellent ways of shortening a text while making it easier to understand. Use bullet points or numbered lists to highlight and explain general statements. Bullet points or numbers that relate to nothing have no value.
   
   
2. Displaying data - Display data directly next to their reference. Data displayed "respectively" requires the reader to stop and confirm the correct order. This can cause confusion.
   
   
3. Shifting terminology - If you wish to use more than one term to mean the same thing, be certain that you clearly inform your readers.
   
   
4. Active versus passive voice - Generally prefer the active voice because it gives a clearer picture of what is being described and is usually shorter. However, don't be afraid to use the passive voice when needed. After all, if there were no real need for the passive voice in the language, it wouldn't exist.
   
   
   • Active voice: Management approved the new product
     
     
   • Passive voice: The new product was approved by management
     
     
5. Placement for emphasis - Words at the beginning and at the end of a sentence have stronger emphasis than those in the middle. Therefore, put important information in these key locations to aid reader understanding. For example:
   
   
   • Poor: The national leaders met to discuss new trade relations between their two countries in the Royal Palace
     
     
   • Better: In the Royal Palace, the national leaders met to discuss new trade relations between their two countries
     
     
   • Best: The national leaders met in the Royal Palace to discuss new trade relations between their two countries

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