This is “Revising and Presenting Your Writing”, chapter 7 from the book Communication for Business Success (Canadian Edition) (v. 1.0). For details on it (including licensing), click here.
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I’m not a very good writer, but I’m an excellent rewriter.
James A. Michener
Half my life is an act of revision.
One of the hardest tests to pass is the one of peer review. In the academic environment, professors conduct research, learn lessons, and share their findings by contributing articles for professional journals. Each academic journal article undergoes peer review, or evaluation by colleagues in the same field as the professor who wrote the article. These evaluations, often conducted by leaders in each field, do not only consider the value of the writer’s findings. They also evaluate the mechanics of the document (spelling and grammar) and its presentation, organization, and design. The first time a scholar submits an article for peer review, he or she can expect rejections and liberal use of the red pen.
You may not experience such a rigourous and vigourous review of your writing, but in many ways the world of business is equally challenging. Academic publications ultimately value solid findings that contribute to the field or discipline. Business writing ultimately values writing that produces results or outcomes in environments where you do not have the luxury of controlling the variables, designing the context, or limiting the scope of your inquiry. Your business document will be evaluated by people you never met or even anticipated would read it, and errors will have a negative impact on its performance.
In every career, industry, and profession, today’s business climate is a results-oriented environment. Regardless of what you write, there exists the possibility, even probability, that misunderstandings and miscommunications can and will occur. Although you will not always have control over the importance of the ideas you are assigned to communicate in your writing, there is one thing you can control: errors. If you avoid mistakes, both in the document itself and in the way your audience interprets your message, your document will have its best chance of success. To this end a thorough revision is an important part of your writing process.
As you review and evaluate documents, those written by you and others, you will need to keep in mind the three goals of being correct, clear, and concise. Next you will have to focus on effectiveness and efficiency, recognizing that in a climate of increasing demands and limited resources like time, you need to get it right the first time.
The environment of a business writer can be stressful, but it can also be rewarding. Recognition from your peers—suppliers, internal department colleagues, or customers—can make it all worthwhile. Still, the reward in terms of acknowledgement may come in the form of silence. When your document clearly meets expectations and accomplishes its goal, the outcome may be the absence of error or misinterpretation, a rare occasion that often goes unheralded. As a business writer you need to value your work and note what works. When it does, take pride in your hard work in effort. You may not always be celebrated for your error-free documents that communicate concepts and ideas clearly, but know that they are successful, and their success is your success.