By Lynn Gaertner-Johnston
Founder,
Syntax Training
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Would you like to write faster? Many people would like to be more productive by cutting the time it takes to write. But more than speed, effective writing is the key to increased productivity. When our writing is effective, it gets results: our readers respond the way we intend.
Fortunately, certain writing techniques increase both speed and effectiveness. Here are nine ways to write more productively. |
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Think before you type.
Before you begin to write, think through the answers to these questions:
- Why are you writing?
- Who are your readers?
- What do you want your readers to do?
- What questions do your readers need answered?
Answering these questions will take a few minutes, but it can save you hours of writing and rewriting. When you know up front what you want to accomplish, you can write faster and more effectively. And when you list in advance the questions your readers need answered, your job is easier—you simply write the answers to those questions in your message.
Your readers, in turn, can respond to your document quickly and appropriately when you have answered their questions. And when they respond as you intend, success!
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Use bullet points, lists, and short chunks of text.
It takes time to construct long, beautifully balanced passages that begin with “first of all,” move through “secondly” and “thirdly,” and end “in conclusion.” Although such prose may be required in some legal documents, such elegant sentences are not worth the effort in everyday business writing.
To write faster, use short paragraphs, bullet points, and numbered lists instead of long paragraphs. These short chunks require less punctuation and are easier to write. They are also easier to read. They allow your readers to skim your document to retrieve the information they need.
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It’s time-consuming to write—and read—long documents. To increase everyone’s productivity, create shorter documents. Try these methods:
Use hyperlinks for extra information rather than including it in your document.
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Omit background information if your readers are familiar with it or have easy access to it.
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Render information in words or graphics—not both. Use pie charts, bar graphs, tables, etc., to communicate complex information. When possible, find out which format best meets your readers’ needs.
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Summarize rather than including raw data that is difficult to format and read.
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Use shorter sentences. Although shorter sentences may not reduce the length of the document, they will make it feel shorter. And they are easier to read.
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Keep it simple.
Avoid any tendency to slip into complex, bloated language and structures. Long, complex statements are harder to punctuate, more likely to contain errors, and open to misinterpretation—all of which can eat up time. Avoid sentences like this one:
To be sure, it is essential that you undertake the process of constructing a viable work schedule and subsequently maintaining it on a consistent basis.
Instead, write clearly and concisely:
It is essential that you create a workable schedule and maintain it.
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Use descriptive subjects and headings.
Subjects such as Announcement and Update communicate nothing. Likewise, standard headings such as Background, Objective, and Results provide no useful information. Quickly focus your thoughts—and your readers’—with descriptive subjects and headings.
Effective subject: Welcome Vera West to the Environmental Law Team
Effective heading: Auction Goal: $69,000
When you know your readers’ questions (See Tip Number 1), you can use some of them as headings:
Which Pricing Plan Is Better?
Why Are We Making This Change Now?
Such headings are effective because they move you and your readers forward.
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When replying, provide a short answer, then a longer one.
When replying to an inquiry, it can be a time-consuming challenge to determine how much detail to communicate. Instead of worrying about saying too little or too much, do both. That is, give a short answer first, headed “Short Answer.” Then go into more detail under the heading “Long Answer.” This approach saves time and worry.
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Start work on the project long before the deadline.
Sometimes it isn’t possible to work on a writing task far in advance. But whenever you can, do. Starting early saves time by allowing you to:
- Gather ideas from others. Keep a file of ideas and information, and you will have content available when you are ready to write. The blank screen will be much less intimidating.
- Write a draft and get comments on it. When the document isn’t due immediately, use the time to get helpful input. Let others contribute.
- “Sleep on it.” Taking a break gives you a fresh critical eye. When you return to your draft a day later, you can recognize muddy sentences and holes in content. By catching your own errors and filling content gaps, you can prevent reader confusion. If your information inspires their confidence, your readers are likely to respond as you intend.
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Know when not to write.
Sometimes talking on the telephone or meeting in person is a much more productive way to communicate. Avoid writing when either of those methods is faster or more effective, in situations like these:
- Giving and receiving feedback
- Sharing sensitive information
- Introducing a controversial idea
- Resolving a conflict
- Establishing rapport in new relationships
It’s simply too hard (and often unwise) to try to accomplish the above tasks through email, memos, or letters. You can instantly increase productivity if you handle such situations by phone or in person.
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Stop when you are finished.
Don’t waste time summarizing the obvious or trying to write the perfect conclusion. Besides eating your time, it can distract your readers and delay their responses.
I will accept my own advice and end here!
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