I’m a business writing sinner. I don’t go back over my documents as intently as I should. That’s a communications sin. Years ago, as a journalist, my job was researching, interviewing, writing and editing. We set aside time strictly to copy-edit materials, making sure grammar, punctuation and spelling were correct. The communications jobs I’ve had since then included many other duties. What got lost? The editing. And that’s not good.
As a business professional, you can’t short-sheet your editing. Whether it’s a word spelled incorrectly or using “further” when you meant “farther,” it’s important to go back over your communications for a last look before hitting the send button on an email or signing off on a document that’s going to your entire staff.
If you’re like me, and you’ve read through a certain document 3-4 times as it makes the rounds for approval, you grow bored and inattentive to details as it moves through the process. “Man, I’ve read this three times already, when is it going to get approved?,” is how you start to think. You want to get it out the door and because on first glance you don’t see any changes, you only rove over it with your eyes instead of digging in.
When you get to this stage, I suggest an intervention. If you have someone on your staff you can send the communication, enlist that person to give you a fresh set of eyes. Tell that person you’ve looked at it several times and aren’t giving the document the attention to detail that it deserves and you’d like them to make sure all the “i’s” are dotted, and “t’s” crossed. It’s a good way to get a younger staff member involved or someone from another business line. In either case, that individual gets a peek at something outside the normal sphere of his/her job, and most people appreciate getting that type of opportunity.
So don’t become a business writing sinner. Don’t neglect the editing. If you can’t find a helper, give yourself some time to walk away and freshen your mind before you go through a final round of editing. However you choose to approach it, the extra investment benefits you by clarifying the message, ensuring what you want to say is on target, and it is grammatically correct. Taking that extra step is important for any leader, communications professional or corporate communication.
As a business professional, you can’t short-sheet your editing. Whether it’s a word spelled incorrectly or using “further” when you meant “farther,” it’s important to go back over your communications for a last look before hitting the send button on an email or signing off on a document that’s going to your entire staff.
If you’re like me, and you’ve read through a certain document 3-4 times as it makes the rounds for approval, you grow bored and inattentive to details as it moves through the process. “Man, I’ve read this three times already, when is it going to get approved?,” is how you start to think. You want to get it out the door and because on first glance you don’t see any changes, you only rove over it with your eyes instead of digging in.
When you get to this stage, I suggest an intervention. If you have someone on your staff you can send the communication, enlist that person to give you a fresh set of eyes. Tell that person you’ve looked at it several times and aren’t giving the document the attention to detail that it deserves and you’d like them to make sure all the “i’s” are dotted, and “t’s” crossed. It’s a good way to get a younger staff member involved or someone from another business line. In either case, that individual gets a peek at something outside the normal sphere of his/her job, and most people appreciate getting that type of opportunity.
So don’t become a business writing sinner. Don’t neglect the editing. If you can’t find a helper, give yourself some time to walk away and freshen your mind before you go through a final round of editing. However you choose to approach it, the extra investment benefits you by clarifying the message, ensuring what you want to say is on target, and it is grammatically correct. Taking that extra step is important for any leader, communications professional or corporate communication.