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The POWER Writing Process
Do the following thoughts come to mind when you
have to write?
- I don’t know where to start.
- What do I want to say?
- This is going to take a long time.
Even if you enjoy writing, the process can be lengthy,
frustrating, or tedious.
Try writing with POWER, a five-step process
that will help you become a more efficient and effective
writer, whether you are writing a brief e-mail message,
a proposal, or a report.
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1. Prepare
- Determine your purpose: Why are you
writing?
What do you want readers to know or do? Are you
informing them of a new policy,
recommending a
procedural change, requesting information,
responding to an inquiry, or persuading
to buy from
you?
The purpose will drive your document,
serving as focal point throughout the process. You
may even begin your draft with a purpose statement
such as, “I am writing to recommend that we replace
our security system.” Later you can eliminate or
replace it with another attention-getting
statement.
- Consider your readers: Put yourself in
their shoes.
Who are they? (Consider anyone who might read it,
especially with e-mail.) What's your relationship to
them? Why should they read the document? What do
they gain by reading it or lose by not reading it? What
do they know or need to know about the subject? What
questions might they have? What might their reaction
be?
Answering these questions will keep
your document reader-focused and help you
accomplish your purpose for writing.
- Decide what details to include:
Quickly
brainstorm
and write down all you can think of to include in the
document—in no particular order. You can do this in
several ways: jot down key words or phrases, draft
sentences, create an outline, use an idea web, or rely
on the journalistic approach (Who, What, Where,
When, Why, and How).
The key here is to
resist the urge to critique, edit, or revise as you go
along—a tough habit to break, but one that slows you
down! Save those steps for later in the process.
2. Organize
- Give readers a roadmap to let them know
immediately where they are headed, or you will lose
them. Order the details to support your purpose, while
keeping the reader’s perspective in mind.
- Use a direct approach for good or neutral
news.
Open with your purpose or main point for
writing.
Example: “Effective June 1
you will see a 20 percent decrease in your monthly
parking rate.”
Follow with supporting details in descending order of
importance, such as the new rate, whom to contact,
etc.; state any action either you or the readers will take,
and close appropriately.
- Use an indirect approach for negative,
sensitive, or
complex information. Open with a neutral
statement,
followed by the main point (negative or complex
information) in the second sentence or paragraph.
Example: Thank you for ordering our
new customized address labels. We have had an
overwhelming response to this product, which has
caused a two-week delay in printing and shipping
orders.
Continue with an explanation; offer alternatives, if
possible (e.g., different product, discount on order);
and close on a positive note.
3. Write
- Capture and retain readers’ interest with
an eye-catching subject line to give them a clue about
the message content or an attention-getting opening
statement or question. (Do you want to save $15 a
month on your telephone bill?)
- Build coherent paragraphs that focus on
one main idea with supporting, relevant details. Start a
new paragraph when switching to a new idea or after
four or five sentences.
- Project a professional, competent, and
confident tone. Put a positive spin on your
writing—state what you can do or offer instead of what
you can’t. Use appealing words (fast, easy, simple,
money saving, recommended); avoid negative or
condescending ones (should, must, wrong, be sure
to). Write “you” and “your” to speak directly to
readers.
- Make the document look good with an
easy-to-read font; bulleted or numbered lists;
headings; tables; and white space to frame your
ideas, improve readability, and increase retention.
4. Edit
- Take a break between writing and
proofreading.
- Proofread at least three times, if possible,
and focus on different things—content, organization,
clarity, formatting, spelling, etc.
- Read the document aloud.
- Have someone else read it.
- Check the mechanics: grammar,
punctuation, and spelling, but don’t rely on spell
and grammar check!
5. Revise
- Incorporate your edits.
- Write the final copy.
Experts say we can create a new habit in about 21
days. Initially, using the POWER model may
seem time consuming, but with commitment and
practice, you can make it a habit and realize that you
are producing documents in less time.
Contact us at ilana@ima-associates.com to
learn more
about how to enhance your writing skills.
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Ilana G. Traverse, Principal
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