Young Lawyers Division 2000-2001




Monique Branscomb is an assistant editor of The Affiliate and is a solo practitioner in Phoenix, Arizona.

Leadership

Write It Once Write It Right!

Monique M. Branscomb The purpose of all writing is to communicate. Bar leaders write to get things going and to get others to participate. If ideas are communicated correctly, then there are no disputes, no failed projects, no confusion everybody understands what to do and when to do it. To be an effective writer, a bar leader must consider the audience and the purpose of the writing. Below are suggestions on how to be an effective writer for your organization.

Be Yourself
Write with an easy conversational style. If you are humorous, be humorous. If you are serious, be serious. If you write from the heart, you can't fail to communicate, and other bar members will appreciate the sincere tone in all your communications. However, don't get carried away. Make sure that you use the appropriate formalities For instance, always be sure to use the correct titles when addressing correspondence to judges, local officials, or other professionals. Don't forget to whom you are writing!

Another warning, don't send any writing without your seal of approval. Do not just dictate and send. It is important that names are spelled correctly, that the writing reflects the correct date, day, and time of the event or meeting, and that there is a telephone number for a named contact person who can answer any questions. In other words, be accurate.

Be Simple
"Oh, no, not another long letter from the YLD." Remember to whom you are writing, young lawyers. Everybody is busy. Most young lawyers have a six-inch stack of articles, advance sheets, newsletters, and memos that should have been read yesterday. Undoubtedly, that long letter will be buried in that forsaken stack of information. So what is a bar leader to do? Be simple! To achieve simplicity and clarity in your writing remember the following:

    1. Cut needless words and phrases.
    2. Use plain words, and avoid legal or technical jargon unless it is indispensable.
    3. Don't get carried away with YLD acronyms (e.g., the ABA YLD will meet at the YMCA regarding the T.E.A.M.S. project during the annual AOP). Just spell it out to avoid confusion.
    4. Strive for sentences averaging fewer than twenty words and limit each sentence to one main idea.
    5. Avoid passive voice.
    6. Opt for concrete words versus abstract ones.
    7. Give each paragraph a clear purpose, a logical flow, and a single main thought.
    8. Provide clear transitions.
    9. Rethink your punctuation.
    10. Anticipate your reader's needs and wants.
And for goodness sakes, break it up! Use headings, lists, bullet points, and white space for clarity and appeal.

Be Creative
Don't just use the same old format. Try something new. For instance, when I was a district representative I had to make a written report to my affiliates after each Executive Council Meeting. This report needed to include information on what was going on in the Division, deadlines, and important upcoming dates. I also wanted to encourage the affiliates to participate in YLD initiatives, submit resolutions, apply for subgrants, and attend the AOPs and ABA Annual Meetings. Instead of a letter, I wrote a newsletter entitled The Coyote (I represented district 23 which included New Mexico and Arizona). The newsletter was one page and was very funny (we all find humor in our own prose). For once, affiliate leaders actually read my report and responded to my requests for information. Hallelujah! If you would like to see an example of my newsletter I will be happy to fax it to you. Make your request to Monique Branscomb at 602/252-8559 or fax your request to 602/253-1850.

Be Efficient
There is freedom and efficiency in forms, forms, and more forms. One good letter goes a long way. Each committee should prepare a book of form letters, correspondence, press releases, etc., that can be handed over to that committee's next chair. The Arizona State Bar Young Lawyers Division requires each committee chair to keep a notebook on what they did and how they did it. The new chair simply needs to update and edit the material. Instead of constantly reinventing the wheel, the committee can concentrate on expanding and perfecting projects. Your organization will also build a reputation for responding quickly to requests because the letters will already be written. A better idea . . . put everything on disk.

Finally, I beg you all to . . . Be Brief Need I say more?