Well done! You’ve made the decision to improve the poor writing at your workplace. You understand that poor writing sabotages productivity and your organisation's brand. Follow our tips and make the shift towards clearer, more effective writing at your place.
Show examples of high-quality writing
We all know the saying, 'If you can see it, you can be it.' Well, exactly the same goes for writing. Your team needs to see examples of the type of writing you want them to produce. Give them exemplars of high-quality writing and regularly share any examples of good writing from your team or your wider organisation.
Make it clear that writing is relational
Workplace writers need to understand that readers give up their valuable time to the writer when they read their text. Writers must work to use strategies and techniques to make their text as straightforward as possible for readers
Ensure your writers know exactly what you want
If your team members are unsure about the purpose or reason for the reports you've asked them to write, you're unlikely to get the report you want.
For successful outcomes, workplace writers must be able to answer the following questions?
Who are my readers?
What do my readers need to know?
What might they already know
What information will my readers respond to best?
What is my purpose as a writer: to inform, persuade, direct, motivate?
Give constructive feedback
Too often, I see managers re-writing their team members' reports - "It's just easier if I do it". And, conversely, I hear team member's say, "Well, there's no point in making any real effort. My manager just changes everything I write anyway." If you are tasked with reviewing a team member's report, try to give constructive feedback. Use phrases like: “I lost meaning in this section." OR "Your executive summary has too many overlong sentences, which makes it hard for me to understand you." OR “Paragraph X is unnecessary for this audience.” OR "Readers will not understand what (insert your professional jargon) means; please re-write in layperson's terms."
Give your team space to evaluate, review, and reflect
Create communities of practice. Pair weaker writers with stronger writers. Give weaker writers opportunities to observe the thinking and actions of stronger writers. Encourage weaker writers to emulate their stronger colleagues.
Make time for writers to peer review each other’s writing. Opportunities that allow reflection and evaluation will deepen a writer’s understanding of effective writing and reinforce their use of effective writing strategies.
Ask yourself — is it will or skill?
For very poor writers, there may be a learning disability or a literacy deficit. Put in place scaffolds of support. Provide non-judgemental writing buddies to help with revising and proofreading. Provide editing services or one-on-one coaching. Invest in I.T. solutions; there are many excellent speech-to-text apps available online.
Create opportunities for your team to change
Provide training opportunities, but make sure you know your writers’ needs first. Ensure any instruction is going to meet the specific needs of your writers. One size does not fit all. After training, follow up with mini clinics, one-on-one coaching opportunities, and team peer review sessions. Your writers will need multiple opportunities to reinforce their new skills and behaviours before they become automatic.
Keep in mind that learning a new skill is risky - we might fail
Give your writers opportunities to embed, trial, and take risks without fear of ridicule. Keep in mind, the older we get, the scarier learning a new skill or making a change becomes. Some in your team may be resistant to your fabulous idea but that doesn't mean they think your drive to improve writing is a bad idea; it just means they're nervous about their own ability to make the changes you are asking.
Establish monthly or quarterly writing clinics. Show how all effective writers have strategies that support them through their writing process. Good writers define their audience, organise their ideas, gather information, research, analyse, draft, revise and edit.
Create a quarterly newsletter or email. Showcase examples of quality writing at your place. Highlight those writers who have improved or excelled recently. Include writing tips and strategies. Circulate online links to teaching and coaching websites.
Celebrate your writing successes
We all love to see our efforts recognized, no matter how small. For learning and change to stick, it needs to be both challenging and positive. Head to our resources page for more tips, or get in touch for training and coaching.
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