Writing Tips

RULE OF THREE     

Always apply the Rule of 3 when giving arguments. NO more, NO less.

 

Humans are convinced most by receiving 3 arguments / reasons. This is a strong preference for our brains.

 

Having only 2 arguments is experienced as not enough arguments  (" There's only two... ") 

 

Having 4(+) arguments WILL dilute the importance of all arguments  (simply put: a reason with 33% importance  will be perceived as having 25%)

 

This also shows less focus on your part, as you look unable to choose what is important to the reader / client.

CONVINCING PROOFS

Use 'Dominant Information': proofs / evidence that are instantly clear to the reader as support of your case.

 

" This RAL 9030 color table produced in our excellence center with '80-strenght' oak wood is perfect for your situation " 

 

This information is meaningless to anyone that is not a subject matter expert, and in most cases those do not make the final call on the deal.  Instead use:

 

" This table meets your needs for a lightweight, durable, and professional boardroom solution.

(proof 1)   Adopted by 60 organizations over 10 years.

(proof 2)   It has a 95% satisfaction rating based on feedback from over 1,200 users, especially appreciating ease of use (92%) and design appeal (89%).

( proof 3)   97% require no maintenance in the first five years.

With a 10% maintenance fee, we guarantee an additional five years of use for tables over five years old.

After 10 years, 95% remain in service. "

 

 

Be SMART

Ensure your answer is as SMART as possible.

(Specific, Measurable, Achievable, Relevant, Time-bound).

 

This effectively means describing:

- WHAT is delivered WHEN

- HOW this will be done

- WHO will perform what parts WHEN

- WHY this is done in this way (include the 3 main benefits and the proofs)

 

 

A SMART example:
How will you implement the service / maintenance of our IT infrastructure?

" We will implement a monthly preventive maintenance schedule focused on IT infrastructure starting July 1, 2025. Standardized checklists will guide inspections to ensure consistent coverage and early detection of system issues. Monthly frequency strikes a balance between risk mitigation and operational efficiency, with minimal disruption to daily activities.

 

All maintenance activities will be logged digitally using our current platform, which the team is already familiar with. Entries will be recorded within 24 hours of task completion to ensure data accuracy and accountability. Bi-weekly audits of the log will check for completeness, flag recurring issues, validate technician inputs, and support forecasting of future system needs.

 

Four certified technicians will follow a rotating schedule, each handling at least 10 tasks per month. This ensures coverage redundancy, promotes skill-sharing, and prevents service delays. The structure is designed to eliminate any single point of failure. The rotation will be finalized by June 25, 2025, in coordination with HR and department leads.

 

Formal performance reviews will occur quarterly: October 10, 2025; January 10; April 10; and July 10, 2026. Each review will include analysis of key metrics—task completion rate, issue recurrence, resolution time, and audit results. Stakeholders will include the maintenance supervisor, IT manager, and operations lead. A summary report will follow within one week, outlining trends, corrective actions, and any required process or schedule adjustments. High-risk or unresolved items will be assigned owners and tracked to closure in the next review cycle. "