Writing for Business

Copyright by Dr. Stephen Wilbers

 

First published by the Minneapolis Star Tribune:  May 2, 2003

 

                                                      Approach writing one step at a time

               Writing must be one of the most demanding activities ever devised by humankind.
               To write, you must think -- clearly, carefully, and deliberately.  You must wrestle that jumble of vague notions and half-realized perceptions into some semblance of order.  You must tame the chaos that reigns inside your head.
               And that's just the first step.
               You also need to find the words to convey your meaning.  You need to work with language, that extraordinarily complex, bizarre system of sounds, symbols, and rules on which communication depends.
               No wonder you might be tempted to procrastinate as long as possible and then to hurry through your assignment.  Sometimes the result is not pretty.
               I wish I could reveal a few secrets that would make writing easy, but the best I can do is invite you to consider the obvious:  Writing is a process.  And, as with any process, it goes better when you take it one step at a time.
               Here are the steps:
               #Determine your purpose.  Think about what you are trying to accomplish.  Ask yourself what you want your reader to think or do as a result of reading your message.
               To make sure you are thinking clearly about your purpose, try writing it in a single sentence:  "I am writing because . . ."
               #Consider your audience.  What do your readers know?  How much do detail do you need to provide to make them understand your message?  What do your readers care about, and how can you engage their interest?
               #Decide on a persuasive strategy.  If your readers are sympathetic to your point of view, take a direct approach:  Offer your conclusion first, then your reasons, rationale, or evidence.
               If your readers are hostile, take an indirect approach:  Offer your rationale first, then your conclusion.
               #Organize your material.  Think about your main points.  What are the principal components of your message?  If your material will require more than a few pages to develop, make an outline.
               #Write your first draft.  Write as quickly and freely as you can.  Don't try to create perfect copy as you go.  Minimize editing and second-guessing.
               Write in sentences, but think in paragraphs, reminding yourself with each new unit of the single main point you are developing.  Keep moving forward, knowing you will come back later and revise.
               #Set your text aside.  Let it rest or go cold.  If you try to revise your draft immediately after you have written it, you're likely to hear the words as you meant them to be rather than as they actually appear.
               #Reassess your approach.  Rethink your purpose, your assessment of your audience, your persuasive strategy, and your organization.  Consider alternative approaches.  Have you taken the best approach to accomplishing your goals?
               #Revise your text.   Examine your word choice and sentence structure.  Experiment with changes that might increase your emphasis.  Read your text aloud.  If you rewrite it significantly, let it go cold again and take another look.
               #Proofread your copy.  Begin not by reading your text but by looking it over.  First check for big things such as inconsistency in format.  Then read for little things such as typographical errors and missing commas.  If possible, let more time pass and proofread it again.
               Writing might not be easy, but approaching it as a process can make it manageable.