Tech Biz Writing

Don’t imagine you can toss off a masterpiece of business writing, or even something passable, in one go. If you do, the faults will be as follows:

* Repetition of key points with different phraseology — not appreciated by your reader who wants to get on.
* Flabby writing which dissipates the power of your message.
* Constant asides and irrelevant digressions.
* Spelling and grammatical errors — see the introduction to the Editing module for examples of why computer spellcheckers and grammars can’t be trusted.
* Lack of logical progression in your argument.
* Paradoxically, an “over-engineered” text is usually one that has been hastily written without editing. Tightly-honed documents have always been carefully scrutinized and usually amended several times.

So, what’s to be done to produce that perfect business communication, bearing in mind that any time you save in its preparation, usually means more time needed for your reader to interpret your text? These four steps are essential:

1. Plan your work carefully and do your research.
2. Compose a first draft.
3. Copyedit and proofread the first draft. (See Editing module).
4. Consider the format for ease and pleasure of reading.

Here’s a brief overview of these steps.

1. Planning
Ask yourself the following questions:

* What is the purpose of this piece?
* What is the readership?
* What type of document is best?
* What action do I want to result from it?
* What should be the tone of the piece?
* What specific points should I make?
* In what order should the points be made?

That list of questions may seem obvious. But it’s amazing how often simple procedures are overlooked. In the heat of the writing process, enthusiasm often takes over and the dreaded process of “over-engineering” creeps into even the simplest of tasks.

We all want to impress and show off our knowledge of the subject — it’s plain human nature, after all. But remember the necessity of a steely focus in all business communications. You are not Charles Dickens, you are a potential Chief Executive. Be business-like in all you do, but especially in your writing. It’s on the record!

Simplifying that list, we have:

* Clarify the intent.
* Analyze the readership.
* Create a strategy: tone, style, document type.
* Decide on the content.

2. Writing the first draft
The best way to overcome the Blank Screen (or Paper) Syndrome which induces writers’ block in most people, is just to start writing. Start, keep going … and keep going. Looking back, you may find that the first page or two are total nonsense. But, as you warm to your task, and the creative juices start flowing, you’ll find how enjoyable writing can be after all. Momentum comes with action, not stasis. Don’t wait for inspiration. Begin! You will correct and rewrite later. For now, get some words down. Assess them later.

3. Polishing your work
You don’t need to be a professional editor for this task. But you do require accuracy and a hawk’s eye. The difference between copyediting and proofreading need not detain you when assessing your own work, especially if it’s not destined for the printing process. If it is, you’ll need other aspects of this course.

4. Formatting the document
A short checklist should do the trick here:

1. How does the document look? Would I want to read it if it was sent to me?
2. Are the paras too long? Should I split them up?
3. Should I put in some headings to break up the text blocks? See how mass-audience newspapers do it.
4. Are the headings worded appropriately to carry the reader forward?
5. Have I used bullet-pointed lists to full advantage?
6. Are the numbered and bullet lists the right way round?
7. Would tables be more useful?
8. Could I introduce some graphical elements to make the document more comprehensible and interesting?

We have touched on the basics of business writing here. Armed with the checklists above you can’t go far wrong in its practise. Remember always to be focused on the goal you want, and the result you want from it.

Next: 4. Overview of the Field.

This entry was posted on Sunday, April 16th, 2006 at 4:06 pm and is filed under Technical Writing, Business Writing, Publishing. You can follow any responses to this entry through the RSS 2.0 feed. You can leave a response, or trackback from your own site.