-
Step 1
Written words are a representation of actual speech. Though writing may include more “formal” grammar and word usage, it should still flow smoothly from word to word and sentence to sentence like natural speech.
Start by reading your paper out loud to yourself while listening for typos. Try to read it rapidly and naturally. From skipped articles to reversed words, you will be able to hear if something is missing or written backwards. -
Step 2
Then read it aloud listening to the content and structure. Does it sound like you are rambling? Do “big words” stick out like sore thumbs, or are they smoothly integrated with the other words? Are your sentences too short and “choppy” sounding?
Do you have to take a breath BEFORE commas and periods appear? This may indicate run-on sentences and excessive wordiness. While it is possible to write grammatical sentences exceeding 50 words, people tend to prefer shorter and more logical structures. Especially if you are writing instructional material, keep your sentences short and neat to improve reader comprehension. -
Step 3
After you reasonably are sure that your paper is smooth and logical, ask a friend to read it you. Have them read it out loud WITHOUT pre-reading the material. Follow along on another copy and make notes as they read. Having them read aloud will naturally encourage them to pause with questions and suggestions because they are already TALKING. When we read to ourselves, we are trained to read quietly and not ask questions until the end.
Pay attention to any awkward pauses as they read. If they have to read a sentence twice before they “get it,” then you may need to edit the sentence for clarity. -
Step 4
Encourage them to stop and ask questions if they are unclear about anything. What makes perfect sense to you may be incomprehensible to your reader. Unless your paper is targeted towards a specific group that uses jargon or unusual terminology, any person reading it should be able to understand it with little or no additional explanations.
Incorrect assumptions about reader knowledge can be just as deadly as rambling about inconsequential information. Understanding your target audience will help you to find the correct “voice” for your paper. Just like you adjust your voice when speaking to a young child versus your boss, your writing should change when “speaking” to various readers.
