Business writing can be ineffective: wordy, confusing, rambling, and full of acronyms. One tip for writing better documents is to follow the 10 steps below.
The Pre-writing Stage:
Step 1. Prepare (mentally, physically, environmentally...)
Step 2. Generate (question, interview, research, determine objectives)
Step 3. Organize (cluster, outline, subordinate, coordinate...)
Step 4. Develop (add details, examples, sensory word choices, action verbs, concrete nouns...)
The Writing Stage:
Step 5. Draft (a document written from the writer's perspective)
Step 6. Compose (a document written for the reader's perspective)
The Post-writing Stage:
Step 7. Incubate (allow time for relaxation or diversion from the writing task)
Step 8. Edit (add, delete, change..)
Step 9. Revise (make the edits)
Step 10. Proofread (correct any errors, distractions, or distortions)
Second Tip: Using a template for routine messages can simplify the Pre-writing Stage.
Third Tip: Write out the words of any acronym you want to use; follow the words with the acronym in parentheses, and use the acronym thereafter in the document.
Fourth Tip: Ask for help from others to edit and proofread. Remember you should be your first proofreader and your last proofreader; nonetheless, you are also your worst proofreader. Why? Because you know what you meant to say and may not recognize that you failed to say it clearly.
Fifth Tip: Use reverse scheduling to make appointments with yourself for the writing process--step by step--to be completed before your deadline!
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