How to write faster and obtain good results
People who decide to attend business writing class often have the aim to write faster with efficacy and efficiency. This will enable them to be prolific since they cut down the time in writing their tasks. This is indeed a splendid goal as it is. Additionally, when one comes up with effective writing, the readers will eventually react and get the necessary results we linger for. Thank goodness there are techniques that provide impetus to the way we write to increase speed and efficiency.
Here are seven ways to enhance writing skills and productivity according to Lynn Gaertner-Johnston the founder of Syntax Training.
Think before you type
Before you assume the role of being a rock solid writer, hehehe, you need to provide answers to the following questions.
Why are you writing?
Who are your readers?
What do you want your readers to do?
What questions do your readers need answered?
Making it a point to answer these questions since this can help you save many hours of writing and rewriting, and besides this just takes few minutes to do. When you know right away what you want to do, you can able to write faster and at the same time be effective. And when you list down the questions of your potential reader’s questions that need to be answered then you are on the right track of making your job a lot easier.
Utilize bullet points, lists and short of chunks of text
It indeed takes a long while to construct well-balanced documents that uses passages such as “first of all”, “secondly”, “thirdly”, “hence” and the like.
For you to express your ideas easily and faster why not just use short paragraphs, bullet points and numbered lists instead of opting for thick paragraphs that may discourage the readers from reading your document further. In addition, these short chunks need only minimal punctuation marks and are easier to write and read. It also let the readers skim through your document with ease and without any difficulty they can able to retrieve information they need.
Write shorter documents
It takes time to write and read long documents and at the same time this will diminish the interests of the readers. To augments one’s productivity, why not produce shorter documents by trying these strategies:
- For extra information use hyperlinks, these will cut down your documents to size.
- Provide information by way of utilizing words or graphics, but not both. If you can present information using pie charts, bar graphs, tables, line graphs and the like, why not? Make it a point to determine which format is best suited for your reader’s needs.
- Get rid of background if your readers are already familiar with it or already have an access to it.
- Make a conclusion instead of adding raw data that is not easily read and it takes time to format.
- Employ shorter sentences whenever possible. Albeit shorter sentences may not lessen the length of the document, they make the reader feel your document is a lot easier to read.
Use descriptive subjects and headings
Subjects like announcement and Update bear no significance at all. Moreover, standard headings like Background, Objective and Results are also useless. Get off the blocks as fast as you can by bringing together your thought with that of your readers’ with descriptive subjects and headings:
Welcome STI College to National Youth Convention (Sample Subject)
Record: 10,001 Enrollees (Sample Heading)
If however, you know your reader’s questions (feel free to see Think before you type above), you employ some of them as headings and here are some examples:
Which Marketing Strategy is Better?
Why Did the Number of Enrollees Increase?
Headings like these are effective since they are directly linked to key information. This strategy propels you and your readers further.
Start doing a project long before its cut-off date.
At times, it is impossible to work on a certain writing task in advance. But when it is possible to tackle, then go work on it immediately. Toiling with your work ahead of time may allow you to:
- Gather ideas from various sources. Stock pile valuable information and voila, you may have something to work with when you are ready to write. This also helps you ease out pressures.
- It will also help, if you will find time to come up with a draft and obtain comments on it. When the document has long closing date, take time to get valuable input by letting others to share their ideas as well.
Additionally, find time to have a nice sleep; this will be of great help since this will provide you the break to think well during the crucial part of the document. For sure, when you come back a day later you feel that you are rejuvenated, and you can be able to pinpoint holes and gaps in your work. Finding your mistakes and eventually correct them and filling the necessary gaps will steer you and your readers from any muddle. If you come up with an inspiring work, expect that you will enable your readers respond to your intents.
Determine when not to write.
Finding when it is necessary will enable you to save effort, time and even money. There are times that using telephone, chatting in networking sites or meetings are much more prolific compared to making a document. Refrain from writing when the following methods are more fruitful and dynamic:
- Providing and getting feedback
- Sharing delicate information
- Introducing a contentious or hot data
- Settling a conflict
- Creating and strengthening bond in new relationships
These are examples of things that cannot be easily done using e-mails, memos or letters (even for hardcore writers like you). You can be able to augment your productivity by virtue of handling the situation personally through phone or live conversation.
Stop whenever you are done writing.
Stopping when it is necessary will also bolster your productivity and aid you to save time and energy. Refrain from summarizing what are palpable or attempting to come up with a perfect summary. Aside from consuming your precious time, this can sidetrack your readers and interrupt their feedbacks.
Conclude your writings with this on mind: “I will accept my own advice and end here!”