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What formatting techniques improve the clarity of your writing?

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When you write for internal communication, you want your message to be clear, concise, and engaging. You don't want to confuse, bore, or annoy your readers with poorly formatted text. That's why formatting techniques are essential for improving the clarity of your writing. In this article, you'll learn about some of the most effective formatting techniques that can help you communicate better with your colleagues and stakeholders.

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1 Use headings and subheadings

Headings and subheadings are the backbone of your document structure. They help you organize your ideas, break down complex topics, and guide your readers through your content. Headings and subheadings should be descriptive, informative, and consistent. They should also use appropriate levels of hierarchy, such as H1, H2, H3, and so on. To make your headings and subheadings stand out, you can use different font sizes, colors, or styles, but avoid overdoing it.

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2 Use paragraphs and white space

Paragraphs and white space are the breathing spaces of your text. They help you create a logical flow, emphasize key points, and avoid visual clutter. Paragraphs should be coherent, cohesive, and concise. They should have one main idea, supported by relevant details, examples, or evidence. They should also have clear transitions, such as words, phrases, or sentences that connect them to the previous or next paragraph. White space is the empty space between paragraphs, lines, words, or elements. It helps you create contrast, balance, and harmony in your layout. It also makes your text easier to read and scan.

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Serena Jweinat
(已编辑)
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Clear and descriptive headings and subheadings serve a similar purpose, while also helping to structure your content. They help readers quickly understand the organization and flow of your text. You should also keep paragraphs concise and focused on a single point or idea. Short paragraphs are less daunting and easier to scan.

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3 Use lists and tables

Lists and tables are the tools of your data presentation. They help you summarize, compare, or highlight important information, such as facts, figures, steps, or tips. Lists and tables should be clear, accurate, and relevant. They should also follow some basic rules, such as using bullet points or numbers for lists, using headings or captions for tables, and aligning items or cells properly. To make your lists and tables more appealing, you can use different symbols, colors, or formats, but avoid making them too complex or busy.

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4 Use fonts and colors

Fonts and colors are the elements of your visual identity. They help you create a consistent, professional, and attractive look and feel for your document. Fonts and colors should be legible, appropriate, and compatible. They should also follow some general guidelines, such as using sans serif fonts for online documents, using serif fonts for print documents, using dark fonts on light backgrounds and vice versa, and using contrasting colors for emphasis or differentiation. To make your fonts and colors more expressive, you can use different weights, sizes, or shades, but avoid using too many or too flashy ones.

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Alen Kopcic

Cultivating Engaging Employee Experiences, Branding, Organizational Effectiveness & Internal Communications
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In addition to improving clarity, fonts and colors play a pivotal role in establishing and maintaining brand consistency within a campaign, division, or company. By incorporating fonts and colors that align with your brand identity, you ensure that your written materials convey information effectively and reinforce your brand's recognition and image, fostering a cohesive and memorable visual identity across all communication channels.

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5 Use images and icons

Images and icons are the accessories of your visual communication. They help you illustrate, support, or enhance your message, such as by adding interest, emotion, or clarity. Images and icons should be relevant, high-quality, and accessible. They should also follow some ethical and legal principles, such as respecting copyright, crediting sources, and providing alt text or captions. To make your images and icons more effective, you can use different shapes, sizes, or effects, but avoid using too many or too irrelevant ones.

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Alen Kopcic

Cultivating Engaging Employee Experiences, Branding, Organizational Effectiveness & Internal Communications
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Images should not only be relevant but also align with the brand campaign and reflect your company's tone to ensure a consistent visual narrative that resonates with your audience. Furthermore, incorporating images that spotlight team members can establish a human connection, fostering trust and engagement with your audience by putting faces to the people behind the brand, thereby enhancing relatability and authenticity.

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6 Use punctuation and grammar

Punctuation and grammar are the foundations of your written communication. They help you convey your meaning, tone, and voice, as well as avoid ambiguity, errors, or misunderstandings. Punctuation and grammar should be correct, consistent, and appropriate. They should also follow some standard rules, such as using commas, periods, or semicolons for sentences, using quotation marks, parentheses, or dashes for quotes or clarifications, and using capitalization, spelling, or verb tenses for words. To make your punctuation and grammar more polished, you can use tools, such as spell checkers, grammar checkers, or style guides, but avoid relying on them too much or ignoring your own judgment.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Caitlin Anderson, CMP?

Internal Comms | Data + Heart = better outcomes and happier employees
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Lead with the story. The inverted pyramid is a framework taught in journalism school to help reporters get to the point. Employees have a lot of things competing for their attention. Lead with the story. Share the impact. Share why it matters. Add a link to a longer article so they can go deeper if they so desire.

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What formatting techniques improve the clarity of your writing?

1

2

3

4

5

6

7

1 Use headings and subheadings

2 Use paragraphs and white space

3 Use lists and tables

4 Use fonts and colors

5 Use images and icons

6 Use punctuation and grammar

7 Here’s what else to consider

Internal Communications

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What formatting techniques improve the clarity of your writing?

1

2

3

4

5

6

7

1 Use headings and subheadings

2 Use paragraphs and white space

3 Use lists and tables

4 Use fonts and colors

5 Use images and icons

6 Use punctuation and grammar

7 Here’s what else to consider

Internal Communications

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