There are several ways to
simplify the writing process.
One of the quickest and
most easily adaptable ways
is to create and follow a
simple outline for all of your
business writing.
While you don't need a
detailed, four-page outline
that encompasses every
point you want to make or
every theory you purport, a
simple outline can assist you
in organizing your thoughts,
narrowing your topic,
helping you decide exactly
what you want to say, and
ensuring that you cover
every important aspect of
your subject.
An outline also helps you
jump over the writer's block
hurdle that plagues nearly
every writer at one time or
another.
Organize Your Thoughts
Before you even begin to
write, spend some time
brainstorming. Grab a sheet
of paper and a pen, or a
blank computer screen and
a keyboard, and write down
everything you can think of
that relates to your topic.
Include ideas that are only
slightly relevant, ideas that
you may eventually discard,
but don't filter your thoughts
at this point. Spend about
10-15 minutes writing down
EVERYTHING you can think
of about this subject.
When you're finished, go
back over what you've
written and eliminate
duplicate thoughts,
unnecessary or irrelevant
ideas, or anything else you
don't want to include.
Now you have a fairly
thorough list of the general
ideas you want to discuss.
Narrow Your Topic
Next, look at your ideas
more closely. Do you really
want to cover every one of
them? Are some of these
topics better left unsaid or
some such common
knowledge that you don't
need to mention them? Only
you can decide what's
important, but focus on what
you really want to say. Ask
yourself some questions,
such as:
• Who am I trying to reach
with this writing?
• What do I want my
readers to understand?
• Are each of these ideas
necessary to my central
theme?
• Have I left anything out?
Decide Exactly What You
Want to Say
Once you have each
general topic area defined,
it's time to think about each
area in more detail. Decide
what makes each thing
you've written down
important. Determine what it
is that you want your
readers to understand about
each specific idea. Write
your first draft at this point,
being careful to fill in every
detail you can. It's much
easier to edit and cut
extraneous material than to
try to go back and fill it in
later.
Cover Every Important
Aspect of Your Subject
After you've written your
first draft, you'll want to go
back and evaluate every
sentence, and every
paragraph. Have you
covered every important
aspect of your subject?
Should you expand an idea
more fully? Can you rewrite
a sentence or a paragraph
to make it read more clearly
or professionally? Now is
the time to do your best
work. Ensure that your
subject is covered fully and
completely and that you
have said exactly what you
intended to say.
Consider Hiring a
Professional
Most small business owners
and entrepreneurs must
wear many, if not all, of the
hats in the company. While
it's easy to recognize the
importance of your business
communications, it's also
easy to allow them to
crucial documents to exit
your office without full
consideration for their
impact on your bottom line.
Consider this... if you don't
communicate clearly and
effectively with your clients
and prospects, you'll lose
their attention -- and their
business!
That's why, if your business
writing skills are less than
professional, you should
seriously consider hiring a
professional writer and/or
editor to assist you.
Often, the first thing your
audience sees is your
written communication, and
if you fail there, you'll never
get the chance to show
them what great products
and astounding customer
service you can provide!
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