Imperfect Writing for Perfect Results: First Things First

I write a couple of sentences and then delete them. Write a few more and delete them. It’s a constant, incredibly annoying process. 

I always have to rewrite. Is there something wrong with me?

I was afraid to apply for a new position because it involved a lot of writing.

The above comments from participants in my writing seminars illustrate the frustration business people often feel when tackling writing assignments. But it’s not just participants in such classes who suffer from fear of writing. Putting pen to paper – or fingers to keyboard – can be daunting for many people.

I believe that, to a large degree, the frustration comes from people trying to create a perfect piece of writing the first time they sit down to do an assignment, whether it’s a business email or a complicated report. They mistakenly think that what they type should not need any correcting or rewriting.

Yet creating an imperfect piece of writing – a draft – is part of the normal process of writing. Yes, I said normal.

Once you have a draft, you can set about revising it. Most people find it easier to correct their writing than to create the exact wording they want the first time they try. Many well-known people, including professional writers, have expressed their understanding of the importance of writing… and rewriting.

• There is no great writing, only great rewriting. – the late Supreme Court Justice Louis Brandeis

• The first draft is a skeleton ... just bare bones. The rest of the story comes later with revising. --author Judy Blume

•  I'm not a very good writer, but I'm an excellent rewriter.  – author James Michener  

I describe the making of the draft as open writing. This term is easy to remember, as you basically open yourself up and let the words flow. Here are six guidelines to help you with open writing:

 1.  Relax. People have a tendency to get nervous and then agonize over their writing assignments.  Remember, it doesn’t have to be perfect… yet. One seminar participant told me that once the pressure was off to create a perfect draft on her first attempt, she was able to write.  

 2.  Put the email address in last. If you are using open writing in an email, you don’t want to send the email before you have revised it, so leave the “To” line blank until you are satisfied with your message. If you are responding to an email, erase the address and add it when you are finished.

 3. Write the way you speak. Most of us have no difficulty speaking coherently and clearly.  When you write the way you speak, you are writing in a conversational tone, which helps you connect with your reader.  Another advantage is that this approach often helps you to write quickly.  

 4. Don't stop writing. No crossing out or back spacing. You don't want to disrupt the flow of your thoughts. If you find yourself going off in the wrong direction, write yourself out of it. You will rearrange your wording later. Computers make it very easy to cut-and-paste. (This term survives from a time when writers revising on paper literally had to cut up their written phrases and paste them in the order they preferred. See how much easier we have it!)

5. Set a time limit. When you sit down to write, allocate a certain amount of time. It doesn't need to be a lot of time. In my classes, my writing assignments are only five minutes in duration, but all the participants write between half a page and a page and a half. That’s a lot of writing in just a few minutes.  After my students have finished their open-writing assignments, I tell them that in the past, most of them have stared at a blank computer screen for longer than five minutes. Now consider how much they’ve been able to write in the same time in class. That is when the light bulb goes on for them, and they realize the value of open writing.

 6. Don’t worry about spelling or grammar… for now. You will correct your grammar and spelling before you hit the send button or mail that document. For now, you just want to write.

Once you have followed these six steps, you are not done.  Let me say that again: You are not done. Now it is time to revise your writings – but now you have something to work on, instead of a blank screen.

There are other blogs on my blog site that provide suggestions on how to revise. But just for now, know that you are on your way!

Additional information on business writing can be found in my new book The Essentials of Business Etiquette: How to Greet, Eat and Tweet Your Way to Success. (McGraw Hill).  Pachter & Associates provides training and coaching on business writing and communication. For additional information, please contact Joyce Hoff at jhoff@pachter.com or 856.751.6141.