Keep Readers Focused

The key to maintaining readers' attention lies in how much information you give them and how you give it to them. Keep in mind these points to make sure your audience stays focused.

Make It Look Good

Nothing can be more distracting to a reader than a poorly formatted document. To avoid unsightliness, be sure to do the following:

Place all the parts of the message in the correct positions.
Make the document look attractive on the page.
Put information where your reader expects to see it.
Read the document aloud to catch missing or wrong words and other errors.
Proofread backwards, from the end of a line to the beginning, to catch spelling mistakes or electronically spell-check the document.
Organize Well

How you arrange how your information directly affects how easily your readers follow it. Take time to make sure your document meets these criteria:

The points proceed in a logical and organized way.
Each paragraph is organized around one main idea.
The most important information in the message can be identified quickly.
Like information is kept together.
Enough details and examples have been included to support your main point.
The message has enough context and background information.
Emphasize Important Ideas

To ensure readers stay with you and come away from the document with the points you want them to understand, you need to emphasize your main points. There are a number of ways to do this:

Place the main idea in the first paragraph: The idea you start with is the one readers will keep in their minds as they continue through the document.
State the idea in a short sentence: There's no better way to get an idea across than to say it as briefly and bluntly as possible. Proceeding sentences can go into more detail, but the initial short sentence is practically guaranteed to grab attention.
Following a question by a series of statements can produce a similar effect to the preceding one.

Go from general to specific: Lay down your blanket statements, and then follow them with your supporting evidence.
Repeat important ideas: If at first an idea doesn't succeed to penetrate a reader's brain, let it try and try again. Just don't overdo it with this tactic -- readers are naturally attuned to the difference between repeating information and sounding repetitive.
TIP
Descriptive words such as particularly, above all, and most importantly can also help emphasize certain points and ideas, but sprinkling in too many of these can sound repetitive and clunky. Use them judiciously.


Set ideas apart with formatting: Don't be  to highlight essential information by bolding it or emphasizing it somehow. Just don't overdo it, or your document will fill with distracting elements and loud clutter.
Give important ideas more space: Readers intuitively understand which ideas are more important than others based on how much space they receive.
Organize clauses within a sentence: Putting the main clause at the end of the sentence makes it stand out as the main idea of that sentence. You won't want to use this technique for every sentence, but it can be effective throughout a document.

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