Writing can be a stressful part of the job for even the most experienced professionals, but with some simple tips and techniques, you can make every writing task easier, faster, and more effective.
Have a Plan
For anything other than the shortest and simplest messages, use a methodical approach that divides the process into three steps: planning, writing, and completing. In the planning stage, start by analyzing the situation so that you have a clear purpose in mind and a clear view of your readers and their needs.
Next, gather the information you will need. It’s faster to have everything in place before you start writing so that you don’t have to interrupt your flow to find essential details. With the information in hand, think about the best way to organize it. This includes defining your main idea and supporting points, and then outlining your content in a way that will convey that information most effectively.
For major projects such as reports and presentations, reserve half your available time for these planning tasks. This might sound like a surprising amount, but you’ll find that thoughtful planning helps the words flow easier and faster when it’s time to start writing.
As you write your first draft, let your creativity flow. Don’t try to draft and edit at the same time, and don’t worry about getting everything perfect yet. Make up words if you can’t think of the right ones, draw pictures, or talk out loud-do whatever it takes to get the ideas out of your head and onto your screen.
With a first draft in place, move to the completing stage, which involves revising the text to make it as clear and concise as possible, designing and producing the message using whatever print or digital medium is most appropriate, and proofreading to find and fix any remaining glitches.
Proofread with Purpose
Note that effective proofreading needs to be methodical and not just glancing over the text hoping to spot errors. Here is some advice from the pros:
Take Multiple Passes
Go through the document several times, focusing on a different aspect each time. For instance, look for content errors the first time and layout errors the second time.
Use Audio Read-Back Features
Listening to your computer or tablet read back the document can help you find missing words and other errors your eyes might scan right past.
Focus on High-Priority Items
Double-check names, titles, dates, addresses, and any number that could cause trouble if incorrect.
Get Some Distance
If possible, don’t proofread immediately after finishing the document. Come back later when your eyes and mind are fresh.
Stay Focused and Vigilant
Block out distractions and focus as completely as possible on your proofreading. Avoid reading large amounts of material in one sitting, and try not to proofread when you’re tired. A variety of software features and apps can alert you to potential errors. These range from basic spelling and grammar checkers to AI-assisted editing tools and automated style checkers.
Take Your Time
Lastly, recognize that careful proofreading takes time. You’re more likely to miss things if you rush.
Think Before You Write, Write Before You Edit
Whether or not you use a formal writing method, keep these two simple rules in mind: Think before you write, and write before you edit. Thinking, writing, and editing are three different activities, and trying to do two or all three at once can slow you down.
If the points you need to make aren’t already clear in your mind, step away from the keyboard and let your mind mull over what you’d like to say. Spend some time thinking about what you want to communicate before you try to write it.
When you do start writing, let the words flow without letting that critical editor in your head get in the way. Finish the first draft, and then turn that editor loose to make the writing clearer and tighter.
Apply these tips to your writing efforts, and you’ll make the experience less stressful and more rewarding.
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