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| Writing Center - Maintaining Staff Writing Skills |
The Writing Center, Inc.
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The Writing Center specializes in customized corporate business and technical writing programs.
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Use these five tips to reinforce the use of good writing strategies at work:
- Encourage your staff to list a document's key ideas before writing to ensure complete content and logical organization.
If you've requested a report, for example, ask to see a list of key ideas or a preliminary outline before they start to write. Also, to ensure complete content and an appropriate level of detail, discuss how the information in the report will be used.
After the report is finished, explain what the writer did that helped you access information, what content was especially valuable, and provide one or two suggestions for improvement, as necessary.
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- When you review a document, don't cross out the writer's words. Remember that your goal is to produce not only a better document but also a better writer.
Poor writers can't be expected to learn anything if you rewrite a document for them. In fact, rewriting documents for others only reinforces their perception of themselves as "bad writers." Instead, as you review the document, bracket the words or phrases that might be left out or changed; then write your suggestions for improvement above.
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- Phrase criticism as gently and positively as possible. Egos are often on the line when you discuss writing. Reinforce the writer's strong points. Encourage the writer to reproduce them in future documents.
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- Be flexible. Just because people write in a style that differs from your own doesn't mean that they aren't communicating clearly. Change someone else's words only with good reason:
- If information is incorrect or incomplete.
- If wording is misleading or illogical.
- If wording is negative or too blunt.
- If grammar or usage is incorrect.
- If the document is excessively wordy.
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- When working to improve overall style, offer only a few suggestions at a time, usually beginning with recommendations about improving structure. Sometimes simply asking for a shorter version will eliminate a writer's tendency to be wordy or redundant.
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| Feedback is the Key |
Above all, give your people feedback. Let them know immediately that you appreciate their efforts to improve their writing and that you notice and care about good writing.
Helping a subordinate learn to communicate clearly will save time for both of you and help increase the efficiency and effectiveness of your group.
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Copyright By The Writing Center, Inc.
303 South High Street
West Chester, PA 19382-3300
All rights reserved. This article or any part thereof must not be reproduced or used in any form without the written permission of the authors.
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| Additional Resources |
| The Writing Center's Web site features course descriptions for customized in-house writing training programs, writing tips, and a calendar of public courses. |
Programs and Courses
Business Grammar Program
Business Grammar Program: Module 2-Spelling and Usage
Business Grammar Program: Module 3-Grammar and Sentence Structure
Effective Business Writing
Effective Business Writing: Module 3 - The Writing Process
Effective Business Writing: Module 2 - Flow and Format
Effective Business Writing: Module 4 - Organizing Business Documents
Technical Writing Program
Technical Writing Program: Module 4 - Organizing Technical Documents
Technical Writing Program: Module 2 - Illustrations, Flow, and Format
Technical Writing Program: Module 3 - The Writing Process: Planning Technical Documents
Writing Center - Free Course Preview
Writing Effective E-Mail
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