Write for Business - Blog

Have you ever bought a used car?

Recently my youngest daughter asked me to look over a used car she was considering buying. The dealer's salesperson smiled and walked us over to it, saying, "Great body. Not a scratch on her." I got in, started the engine, looked over the interior - all in good shape. I got back out, opened the hood and looked at seals, hoses, and so on, then bent down to look at the tires and underbody. The wheel wells were rusted completely through. When I asked the dealer's mechanic about repairing them, he took a look and replied, "The whole underbody is rusted out. I wouldn't feel comfortable selling this car to your daughter."

Now for the other side of the picture. One of the first cars my wife and I owned was a used Buick. Mechanically, that car was wonderful. Cosmetically, it was a mess. The paint was peeling off the roof. The hood had been replaced, and its color didn't match the rest of the car. The rear bumper was falling off and had to be held up with a rope tied inside the trunk. My wife was embarrassed to be seen in the thing, but I loved it: Good on gas, dependable starter even in the coldest weather, a smooth ride, and so on.

Those two cars represent different attitudes about business writing.

Writing teachers often focus on grammar training, punctuation practice, spelling, and correct word usage, as if these were what make writing perform. But this is like paying attention to how a car looks without considering how it runs. A great paint job and leather upholstery do no good if the underbody has rusted through or the engine is broken.

Business leaders often focus on content to the exclusion of grammar, punctuation, spelling, and correct usage, arguing that the only thing that really matters is communication. But this is like driving my old junker back and forth to work. Other people really do care how your ride looks.

Having been a writing teacher, I understand that grammar, punctuation, spelling, and word usage are easiest to grade. Ideas, organization, and voice require more expertise and energy. Working in business, I also understand that communication and delivery speed are essential. Devoting time to proofreading can seem counterproductive. (And maybe we still have some slight resentment toward those teachers who marked up all our papers in school.)

The truth is, of course, that we need both. A piece of writing must be well designed and mechanically sound to communicate. It must have sound ideas, a logical organization, and an appropriate voice for its audience. But it must also look good if we are to be taken seriously. This is where editing and proofreading become important - to ensure correctness in spelling, punctuation, grammar, word choice, and sentence construction. Page design (use of headings, columns, lists, graphics, and so on) is also important, of course, to help readers quickly comprehend your message.

You can find tips about all of these things by using the search box on this site, and more in-depth information in our print publications. You might consider these your toolboxes. Here's wishing you the best on your writing journey.

- Lester Smith

Photo by Ross Griff

We've seen the cliche onscreen countless times: the bleary-eyed writer staring blankly at a keyboard, a wastebasket full of crumpled paper next to the desk. It's the very image of someone facing "writer's block."

Chances are you've faced writer's block at some point yourself. If so, you know that each passing moment just adds to the pressure, making the writing task ever more difficult. So what's a writer to do?

I've found it helps to take a lesson from stonemasons: Just start chipping away. Anyone shaping stone with a hammer and chisel is aware that it's going to take a while. You have to acquire the mindset that this particular piece of writing can't be molded like wet clay. Instead, it will take shape one small gain at a time.

Personally, I start with a list of thoughts, sometimes just significant words, in whatever order they occur to me. I keep going at it until the ideas run dry. Next I begin arranging those ideas or phrases into some sort of order—what should be presented first, what second, what to close with, and so on.

From that basic outline, I can identify some places to begin drafting. Generally that's a matter of noting the softer, easier spots—sections where my notes are richest because my thinking is clearest on them. It's a mistake to tackle the rockier sections just yet. No use banging your head against that stone.

As more words fill the document, momentum builds. Writer's block is officially broken. Confidence grows. New perspectives are revealed on the previously toughest sections of the task. You start to feel like a writer again, a pro. And that feeling more than makes up for any blockage at the beginning.

Do you have any other tips for overcoming writer's block? We'd love to hear them. Just click the "comments" link below.

—Lester Smith

Photo by takomabibelot

Recently, I had to write a preface for a forthcoming poetry book by a close friend who died last year. It took me forever to get started, probably the worst case of avoidance in my life. Something deep inside seemed to feel that this preface would be a last goodbye.

Eventually, a deadline (such an unfortunate word) forced me to face up to the task, and I discovered something surprising: The writing turned out not to be about saying goodbye, but instead about introducing my friend and her work to other people. It was, as the old metaphor goes, life rising out of death.

I mention this today because April is poetry month, because this is a season of rebirth, but primarily because it's an example of how writing can work us through a difficult issue. Are you facing a tough decision at work? Try writing out your thoughts, and see what you discover. After all, even a business plan or other report is as much about researching where we are as it is about informing other people.

Have you ever made a surprising discovery as a result of your own business writing? We'd love to hear about it.

—Lester Smith

("April is the cruelest month…" from T.S. Eliot's "The Wasteland")

Photo by Ted Sakshaug

Recently, while listening to NPR on the way to work, I heard neuroscientist Dr. Charles Limb describe an experiment to map the creative process. An amateur musician himself, he placed a series of jazz pianists in an MRI machine, gave them a non-magnetic keyboard and earphones, and watched their brains as they improvised music.

One detail in particular made me happy: He said that during the creative process, the critiquing portions of the prefrontal lobe were quiet, while playful parts of the brain went to work. As one pianist told him, you have to be willing to make mistakes before you can get in "the zone."

This matches something UpWrite Press has been teaching for years about writing: The early stages should be about generating ideas and copy without worrying about grammar and spelling. Editing for correctness can come later.

The fact that creativity and critique cannot work simultaneously is something visual artists have long understood. That's why they make a sketch before tackling a project. It's also why poets "invoke the muse" (begging for inspiration) before beginning to versify.

For more evidence of the need to separate creative time from critiquing time, I'd point to Dr. Heidi Grant Halvorson's recent article, "Why Letting Yourself Make Mistakes Means Making Fewer of Them," on the Psychology Today Web site. She says, "Give yourself permission to screw-up. Start any new project by saying 'I'm not going to be good at this right away, I'm going to make mistakes, and that's okay.'"

Are you convinced yet? Have you tried drafting without critiquing first? Or does something different work for you? If you have a secret for getting the writing ball rolling, we'd love to hear it!

- Lester Smith

Photo by ssoosay

Much of business writing is of the "fill in the blanks" variety. Your company may have standard templates for memos, letters, and reports. The actual content can be organized and filled in by using an SEA, a BEBE, or an AIDA format. That makes planning and execution of common tasks trouble-free and efficient.

But what if you need to write something more unusual or more personal? What if you feel uncertain of your grasp of the topic or of its reception? Sometimes taking the time for exploratory writing is actually the quickest, most energy-efficient way to complete a writing task.

Writing expert Peter Elbow compares these two approaches to growing and cooking. In the first, standard templates and forms of organization provide a framework for your piece of writing to grow on. (Imagine a rose bush climbing a trellis, for example.) In the second, ingredients are simmered together until something delicious results.

Elbow's suggestion in times of uncertainty is to freewrite. Freewriting, he explains, is about turning off the critical-editor part of the brain and just getting words down, ignoring errors in spelling, grammar, sentence structure, and so on. He suggests actually practicing this skill two or three times a week for an hour at a sitting, to develop your own natural writing ability and voice.

Faced with a tough writing assignment, Elbow recommends a special application of freewriting. In Writing Without Teachers, he presents a scenario in which you have four hours to get a tough piece of writing completed. Elbow suggests spending the first 45 minutes just spilling thoughts on paper, then 15 minutes rereading and thinking about what you've written. That's one hour down. In the second hour, he suggests doing the same (45 minutes freewriting and 15 minutes evaluating), but starting with your new understanding. In the third hour, he suggests freewriting again for 45 minutes to thoroughly explore what the first two hours have revealed, then using the hour's last 15 minutes to plan your final draft - which will itself fill the final hour.

If you're like me, that approach may seem daunting. I know from experience that freewriting can be tough to start. We are so results-focused that writing to explore looks like time wasted. On the other hand, I also know how effectively freewriting - even just a journal or diary - can improve our writing and thinking skills. That improvement translates directly into time saved.

Have you had experience with freewriting? What effects has it had on your own business writing? Are you courageous enough to try Elbow's four-hour scenario? I'd love to hear about your experiences.

- Lester Smith

Photo by Sabrina Campagna