Today is Thursday, so this post is on Communication Skills – specifically writing, more specifically, proofreading and editing what you write.
The first thing to remember is that the spell check function on your computer is not an editor. It will catch glaring spelling errors, but in most cases, it won’t catch problems like using the word “there” when you meant to use “their”. Therefore, you have to proofread and edit your writing.
Personally, I find it easier to proofread and edit longer documents if I have printed them. But, this is just a personal preference. I suggest you experiment and decide if the printed page or computer screen is best for you.
Let’s discuss editing first. Here are some ideas on editing what you’ve written.
- Be brief – never use two words when one will do. Cut out unnecessary words.
- Be clear and specific – for example, don’t say “we received numerous inquiries”; instead, say “we received 14 inquiries”.
- Sound human – say something like “I’ll keep you informed”, not “further information will follow”.
- Stick to one topic per paragraph – short paragraph breaks make it easier for people to follow your train of thought.
Now for proofreading.
- Read what you’ve written. Make sure it’s clear and logical. Try reading what you’ve written out loud to hear how it sounds.
- Proofread for spelling, grammar and punctuation.
- Pay close attention to names of people, places, organizations, technical terms and numbers (times, dates, addresses). Double check them for accuracy.
- If you make extensive corrections, read your document one last time – to make sure that you didn’t miss anything.
If you follow this common sense advice, your writing will be clear and tight. And, a well written document has propelled many people to great career success.
That’s it for today. Thanks for reading. Log on to my other blogs: www.CommonSenseGuy.com for common sense advice on leading people and running a business, and www.CommonSenseDay.com to learn more about Use Your Common Sense Day -- November 4, and to read stories of common sense in action; and my website www.BudBilanich.com for more common sense.
I’ll see you around the web, and at Alex’s Lemonade Stand.
Bud
PS: Speaking of Alex’s Lemonade Stand – my fundraising page is still open. Please go to www.FirstGiving.com/TheCommonSenseGuy to read Alex’s inspiring story and to donate if you can.
Comment Preview