Three Steps to Writing Success

By: Elizabeth Borruel

There is a big difference between the words effective and efficient.  According to our book being effective means "meeting your audience's needs" and efficient means "making the best use of your time and your audience's time."  An effective message must meet both criteria.  In order to achieve this goal, there is a three-step process that can be followed.  The Three-Step Writing Process is an easy follow method that can help us ensure that our written messages are effectively and efficiently written.  According to this method we must plan, then organize, and finally complete.  A brief description of each one of these steps if provided below:

1. Plan
In order to plan our message, we must first analyze the situation.  This means we need to define what the purpose of the message is and who will be its audience.  Just like in any planning process, planing a message implies gathering information to better understand the expectations of our audience and be prepared to meet them.  Once we have gathered the required information, we need to decide the right medium to deliver our message.  In our blog we provide assistance in delivering written messages, but please keep in mind this is not necessarily the most appropriate medium for all types of messages.  Finally, we need to organize the information which will help us in defining the main idea of the message and limit our scope.  Also, we need to decide whether the direct or indirect approach is appropriate and finally make an outline of the content.  Experts recommend that 50% of our allotted time should be dedicated to the planning process, which in the long run will save time.

2. Write
The writing step of the three step process is divided into two major categories: The first one is adapting to your audience.  Adapting to our audience is of extreme importance.  Besides being polite and positive, we must use the "you" attitude, which means being sensitive to audience's needs.  The use of biased language must be avoided in all business messages not only because it is rude, but also to avoid liability and finally try to keep a conversational tone and use simple words.  The second is composing the message.  We must choose simple but strong words that project the company's image.  Create effective sentences and organize them in coherent paragraphs that are fluent and easy to follow.  Experts recommend to spend about 25% of the time in writing the message.

3. Complete
Finally, we must revise the message to ensure its readable, concise and clear.  At this point we may edit and rewrite as needed.  The design and layout of the message should have a professional appearance and be free of grammatical errors.  Remember to run the spell check and proofread your message before distributing.  The last part is to distribute the message, which includes making sure that all documents and relevant files are successfully distributed.
You can use this blog to remind you of the steps to take in order to write an effective and efficient message.  Although, as you get familiar with the Three-Step Writing process it will become easier and you will automatically know what to do.  I really hope you find this information helpful.  Have a great day at work and remember B.N.G. Consultants is always here to help.

Sources:
Excellence in Business Communication 9th Ed (Textbook by John V. Thill and Courtland L. Bovee)