Reading Conditions Matter to Writers
When you write, do you consider the conditions in which the words and message will be read? Consideration of the reading environment should be a routine part of exercising your communication skills when writing.
For example, if you’re writing a memo to people working on a factory floor, you’ll probably have one approach. On the other hand, if those people are administrative staff working in offices you’ll likely take a different approach.
Obviously, reading conditions in an environment such as a factory or plant will be less reader friendly, so you’ll keep the message simpler and easier to read. Given the noise and distractions in such areas, you’ll focus on just a few key points, use larger font sizes, and so on.
If you’re writing for people in offices, you can be more subtle with your messages, and you can focus on the look of the document. Fonts can be smaller than those used for communication with the factory floor, for example. Color is a useful tool in office environments, but on the factory floor plain black and white will be more effective.
Don’ overlook the issue of lighting. High gloss paper may look good, but it may reflect and make reading harder in brightly lit offices, and harder reading means the document won’t get as much attention as one that is easy to read.
Where will your printed newsletter be read? If a majority of your readers are in harsh or very bright reading environments, then go with non-glossy paper.
We also have to be conscious of the differences between email and printed mail. Recipients generally treat email as disposable, but written letters as permanent records. That may not be your view, but write for posterity when you write for print.
In summary, don’t assume your printed message will necessarily be read. Instead, think of the reading conditions involved, so you can structure your message and medium to make it easy for your readers. Make it easy for them, and they’re far more likely to respond.
Get more great communication ideas at Business Writing Skills .