One of my top pet peeves is hearing someone apologetically say that they’re not a writer. I instantly cringe, just like when I hear someone say they are bad at math. Like muscles, these are skills strengthened over time, with practice. What’s the secret to writing better? Writing more!
When it comes to technical writing, a great technique for improving your writing is to make a plan before you start writing. Asking yourself these two simple questions can make all the difference:
1. What am I writing?
Is it an email? A report? A grant application? Each of these has a completely different structure and style. Drafting a simple outline for the genre is an easy starting point. For example, a report typically includes: an introduction, methodology, results, discussion, conclusions/recommendations, and back matter. A letter, on the other hand, might only have an introduction, body and conclusion. This type of simple outline can then serve as a roadmap while you write, as you step through each section and consider its purpose. For example, does the conclusion need to summarize information? Or reinforce an argument and persuade the reader to take action?
2. Who will be reading it?
Another key element to consider before you start writing is the reader. Just as you would compose an email to your boss differently than an email to your mom, you would write an external report completely differently than an internal report on the same subject. Before you start writing, take time to understand your reader and ask yourself:
Who will be reading my document?
What is their background?
How familiar are they with the subject?
What action do they need to take upon reading the document?
All of these factors influence the tone and terminology you use while writing, as well as the level of detail you provide. For example, an internal report might provide little context, whereas a report for those outside your company might need to set the stage before telling the story.