The final stage of the writing process involves revising, proofreading and evaluating. It is the most important phase of writing. Revising means improving the content and sentence structure of your message. Proofreading revolves around correcting grammar, spelling, punctuation, format and mechanics. Evaluating is the process of analyzing whether your message achieved its purpose.
I spend a vast majority of my time revising and proofreading my work over and over again. I understand it has to read professionally to the audience I address. For example, I wrote a 50 page prospectus for Midwest Medical Transport Company. It was a lengthy process, as I kept going back to re-read everything I had written. Did it make sense to my audience? Did it flow? Did I spell everything correctly? I am the type of person who does not rely solely on spell checker, as a good writer I have to be able to analyze my writing and check for correct spelling and grammar. This piece I was writing was ultimately going to be presented as a proposal for a bid within the region. Not only did I have to think about the business managers at MMTC, but the potential city manager or hospital administrator who would be reading my work. It deserved careful revision and proofreading on my part to ensure it would be professional and appropriate. Lastly, it had solidify the bid for them.
Although the writing process differs for individuals and situations, this final stage of the process should occupy a significant share of your time. Rarely, even for me or any other professional writer, is a first draft or second draft satisfactory or perfect. When you are sending a message with significance, write the first draft, set the document aside, take a break then return to it. I sometimes find if I have a clear head then I am able to do a better job of assessing my work.
You want to express, but impress as well. One way to achieve your goal of clear writing is to eliminate the so called fog and use the active voice in your business writing, be direct and do not use pompous language. With the active voice, the subject of the sentence performs the verb.
Using Active Versus Passive Voice
Resource: https://owl.english.purdue.edu/owl/resource/539/01/
In a sentence using active voice, the subject of the sentence performs the action expressed in the verb.
The arrow points from the subject performing the action (the dog) to the individual being acted upon (the boy). This is an example of a sentence using the active voice.
Sample active voice sentence with the subject performing the action described by the verb.
The active voice sentence subject (watching a framed, mobile world) performs the action of reminding the speaker of something.
Each example above includes a sentence subject performing the action expressed by the verb.
Avoid language people do not understand, for example, slang or the latest buzzwords.
Executives today will not read wordy emails or letters. It is a waste of their time. It is better to write a piece with value which articulates your point concisely and clearly. Messages without redundancies are easier to comprehend.
Removing Fillers
Avoid fillers to fatten sentences with excess words. Beginning an idea with "there is" usually indicates writers are spinning their wheels until they decide how to properly begin the sentence.
Which sounds better to you?
- There are three vice presidents who report directly to the president
- Three vice presidents report directly to the president
Eliminate Redundancies
Expressions which repeat meaning or include unnecessary words are redundant. For example, if you were to state the following, I received an unexpected surprised. You are basically saying the same thing "SURPRISE, SURPRISE." The words have the same meaning.
Excessive adjectives, adverbs and phrases often create redundancies and wordiness.
Reduce Compound Prepositions
What sounds better?
-as to whether
- whether
- at a later date
- later
- at this point in time
- now
Avoid Saying the Obvious
When it arrived, I cashed your check immediately versus I cashed your check immediately
Kick the Noun Habit
I have seen student writers addicted to nouns and transform verbs into nouns. This little habit reinforces long sentence length, drains verb strength, slows down the reader and muddies the thought process at times.
Which sounds better?
-Conduct a discussion of
-Discussion
- Create a reduction in
- Reduce
-Engage in the preparation of
- Prepare
Dump Trite Business Phrases in the 21st Century
Yes, you want and need to sound professional, but let's not repeat the same stale expressions which writers have used for years. Make your writing sound FRESH! Make it sound VIGOROUS AND ALIVE! Eliminate certain phrases and create an original way to convey your thoughts. I told many of my business communications students how smart and talented they were. They simply needed to take the time to write a piece and not rush it.
Which sounds better to you?
- As per your request
- As you request
-Pursuant to your request
- At your request
- In accordance with your wishes
- As you wish
Develop Parallelism in your Writing
How do you achieve parallelism in your writing? Match nouns with nouns, verbs with verbs, phrases with phrases and clauses with clauses.
For example, I write clearly, concisely and correctly is parallel. Why do you ask? All the adverbs which modify the verb "write" end in "ly." If you stated the sentence as I write concisely, clearly and with correctness. It would seem off as the last item is not parallel to other adverbs.
Writing is a learning process. Be patient with it and know you are not alone in attempting to create better sentences, phrases and correspondence. It takes time and practice. It has taken me over 12 years to learn how to become a better writer. I am truly thank for my experience at UNL where I learned a lot from Jeff Griesch and Shamus McKnight. They were both incredible mentors to me and I am always thankful for the opportunity I had to work as a graduate assistant with them. They taught me more about writing than in a classroom setting.
PRACTICE, PRACTICE, PRACTICE
~ C Emery Scott and the busy bees
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