Editing Business Communications Quickly and Effectively

Managers or CEOs write a lot for their jobs. Many experience frustration from having to write so much and find the process exhausting and stressful. Most identify the stress as the act of writing itself, but research shows that the act of planning out the writing, organizing the writing, and editing the writing are actually the stressful pieces of the process. We'll tackle the final piece: editing.

How does one edit their writing?

1. Edit for objective. Does the piece accomplish the objective set out for it? Every written piece of communication needs an objective. What are you trying to accomplish and who is your audience? Plus, a piece of communication usually stresses an action for those reading it. If that action step isn't clear, all your communication is for naught.

2. Edit for macro issues. Instead of editing details, edit the piece of writing as a whole first. Check document design, action steps that make sense, and proper paragraph structure. Consider the logic you're using: does it flow and make sense in this piece? Consider the emphasis: are you using the correct tone for this communication?

3. Edit for micro issues. Now, you can edit for smaller issues such as wordiness, appropriate style, overlong sentences, and word choice. Remember, simplicity is best. No need to add a fancy word for a simple word that works just fine. Also, no need to make all sentences the same length; it is perfectly acceptable to mix up sentence length in a piece.

4. Now edit for correctness. This is the grammar step. If you have specific questions on grammar or punctuation, consult your stylebook. Now is the step to place all your commas correctly, to exchange semicolons for colons, and to make sure your periods and commas are inside the closing quotation mark (unless otherwise allowed).

5. Proofread carefully. Don't just read this on-screen; print out a copy and read it aloud from paper. Double-check for logic, flow, emphasis, tone, and computer-generated errors.

If you utilize the five steps of editing every time you produce a piece of writing, you'll be much more confident when sending out your memos or emails. You'll feel accomplished and professional, and the writing tasks that crowd your to-do list each day won't seem so overwhelming and insurmountable.

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