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How to Write Better and Faster

How to Write Better and Faster

    I remember when I was younger and how I truly hated writing. If I had a paper due in school I would wait until the absolute last night before it was due to start writing. In doing that I would always set myself up for failure. My papers ended up being a mish-mosh of ideas that didn’t make any sense, spelling mistakes, and usually a paper that didn’t meet the length requirements.

    I then thought that writing was this sacred act that only “writers” could do, that it took a ton of time to get your thoughts down on paper, and that you had to have an advanced degree or tons of experience to know how to do it. Well, if you take a look at any of the millions of blogs online today you can see that my thoughts were nowhere near the truth. Writing is a pretty natural act that many people do on a regular basis.

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    In fact, to write well and to do it quickly doesn’t take some sort of magic. Most anyone can do it by following some simple guidelines.

    Warm-up

    We’ve talked before about the importance of writing every single day if you want to be a writer. Well, writing every single day doesn’t only put you on a fast track to actually writing something good, it helps you warm up for other types of writing. Think of it as a way to get the “junky” writing out of the way before you get to the good stuff.

    Know what you want to say

    The key to writing faster is knowing what your main idea is. A main idea should be something that you can explain in one sentence and doesn’t take a rocket scientist to understand it. That is, unless you are writing about rocket science.

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    For “standard” types of articles and blog posts, being able to explain your main idea in one sentence will suffice and leads you to the next step.

    Outline your ideas

    Now that you have a main idea you can outline “sub-ideas” and explanations that lead you to that main idea. Knowing what you want to say is very important, but coming up with ideas and explanations to back up your ideas can be even more important.

    Getting your article’s flow out in an outline form is a good way to see how your sub-ideas work together to explain what you actually want to say.

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    Let it sit

    I’ve found that one of my biggest hurdles in writing is forcing myself to do it when I am “tapped out” of any good ideas. This is when I need to step away from the article or project and let the ideas “simmer” for a little while.

    I always find myself refreshed and ready to write when I do this. So, if you are staring at a blank screen, step away from the computer. You can always come back to it and when you do, you will have a fresh perspective.

    Write till your fingers hurt

    Now that you are warmed up, have a main idea and outline, and aren’t burned out from writing, you need to get as much down on paper as possible. This is what some call “free writing”. Don’t let your fingers stop moving while you are doing this. Get out as much as you can regarding what you have outlined or even write more things that weren’t in your outline.

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    This is where you write something pretty crappy. But the idea is to not self-regulate your writing at this point; it’s to get out of your head as much as possible and then critique and edit afterwards.

    Edit and restructure

    Now that you have a bunch of writing down on your screen (unless you use paper) you can start to pick things apart, move them around to better match your outline and help further explain your main idea, and make your prose have a more logical flow. This is also a good time to spell check, find weird grammar and logic mistakes, and maybe even rephrase things with better choices of words.

    When choosing words remember this: not too many people care that you are a “big time writer” and know a whole bunch of different, awesome words. What they do care about is being sucked into your writing and also being able to understand it. Don’t use big words for the sake of using big words. Always try to err on the side of making your work understandable, not fanciful.

    Cut, cut, cut

    Now that you have all those words you can start to cut out the “fluff”. This goes back to the last point; most people don’t care about how long your sentences are, but sure as hell care if they can or can’t understand what you are trying to say. So, find the things that are needless in your writing and cut them out completely.

    And that’s about it. If you want to write faster and better follow these steps and see what a huge difference they will make in your writing flow. If you only take one thing away from this article, remember that writing faster and better is easy to do as long as you know what you want to say. Get a good main idea and the rest will fall into place.

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    CM Smith

    A technologist and writer who shares advice on personal productivity, creativity and how to use technology to get things done.

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    Last Updated on February 11, 2021

    Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

    Easily Misunderstood by Others? 6 Barriers You Should Overcome to Make Communication Less Frustrating

    How often have you said something simple, only to have the person who you said this to misunderstand it or twist the meaning completely around? Nodding your head in affirmative? Then this means that you are being unclear in your communication.

    Communication should be simple, right? It’s all about two people or more talking and explaining something to the other. The problem lies in the talking itself, somehow we end up being unclear, and our words, attitude or even the way of talking becomes a barrier in communication, most of the times unknowingly. We give you six common barriers to communication, and how to get past them; for you to actually say what you mean, and or the other person to understand it as well…

    The 6 Walls You Need to Break Down to Make Communication Effective

    Think about it this way, a simple phrase like “what do you mean” can be said in many different ways and each different way would end up “communicating” something else entirely. Scream it at the other person, and the perception would be anger. Whisper this is someone’s ear and others may take it as if you were plotting something. Say it in another language, and no one gets what you mean at all, if they don’t speak it… This is what we mean when we say that talking or saying something that’s clear in your head, many not mean that you have successfully communicated it across to your intended audience – thus what you say and how, where and why you said it – at times become barriers to communication.[1]

    Perceptual Barrier

    The moment you say something in a confrontational, sarcastic, angry or emotional tone, you have set up perceptual barriers to communication. The other person or people to whom you are trying to communicate your point get the message that you are disinterested in what you are saying and sort of turn a deaf ear. In effect, you are yelling your point across to person who might as well be deaf![2]

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    The problem: When you have a tone that’s not particularly positive, a body language that denotes your own disinterest in the situation and let your own stereotypes and misgivings enter the conversation via the way you talk and gesture, the other person perceives what you saying an entirely different manner than say if you said the same while smiling and catching their gaze.

    The solution: Start the conversation on a positive note, and don’t let what you think color your tone, gestures of body language. Maintain eye contact with your audience, and smile openly and wholeheartedly…

    Attitudinal Barrier

    Some people, if you would excuse the language, are simply badass and in general are unable to form relationships or even a common point of communication with others, due to their habit of thinking to highly or too lowly of them. They basically have an attitude problem – since they hold themselves in high esteem, they are unable to form genuine lines of communication with anyone. The same is true if they think too little of themselves as well.[3]

    The problem: If anyone at work, or even in your family, tends to roam around with a superior air – anything they say is likely to be taken by you and the others with a pinch, or even a bag of salt. Simply because whenever they talk, the first thing to come out of it is their condescending attitude. And in case there’s someone with an inferiority complex, their incessant self-pity forms barriers to communication.

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    The solution: Use simple words and an encouraging smile to communicate effectively – and stick to constructive criticism, and not criticism because you are a perfectionist. If you see someone doing a good job, let them know, and disregard the thought that you could have done it better. It’s their job so measure them by industry standards and not your own.

    Language Barrier

    This is perhaps the commonest and the most inadvertent of barriers to communication. Using big words, too much of technical jargon or even using just the wrong language at the incorrect or inopportune time can lead to a loss or misinterpretation of communication. It may have sounded right in your head and to your ears as well, but if sounded gobbledygook to the others, the purpose is lost.

    The problem: Say you are trying to explain a process to the newbies and end up using every technical word and industry jargon that you knew – your communication has failed if the newbie understood zilch. You have to, without sounding patronizing, explain things to someone in the simplest language they understand instead of the most complex that you do.

    The solution: Simplify things for the other person to understand you, and understand it well. Think about it this way: if you are trying to explain something scientific to a child, you tone it down to their thinking capacity, without “dumbing” anything down in the process.[4]

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    Emotional Barrier

    Sometimes, we hesitate in opening our mouths, for fear of putting our foot in it! Other times, our emotional state is so fragile that we keep it and our lips zipped tightly together lest we explode. This is the time that our emotions become barriers to communication.[5]

    The problem: Say you had a fight at home and are on a slow boil, muttering, in your head, about the injustice of it all. At this time, you have to give someone a dressing down over their work performance. You are likely to transfer at least part of your angst to the conversation then, and talk about unfairness in general, leaving the other person stymied about what you actually meant!

    The solution: Remove your emotions and feelings to a personal space, and talk to the other person as you normally would. Treat any phobias or fears that you have and nip them in the bud so that they don’t become a problem. And remember, no one is perfect.

    Cultural Barrier

    Sometimes, being in an ever-shrinking world means that inadvertently, rules can make cultures clash and cultural clashes can turn into barriers to communication. The idea is to make your point across without hurting anyone’s cultural or religious sentiments.

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    The problem: There are so many ways culture clashes can happen during communication and with cultural clashes; it’s not always about ethnicity. A non-smoker may have problems with smokers taking breaks; an older boss may have issues with younger staff using the Internet too much.

    The solution: Communicate only what is necessary to get the point across – and eave your personal sentiments or feelings out of it. Try to be accommodative of the other’s viewpoint, and in case you still need to work it out, do it one to one, to avoid making a spectacle of the other person’s beliefs.[6]

    Gender Barrier

    Finally, it’s about Men from Mars and Women from Venus. Sometimes, men don’t understand women and women don’t get men – and this gender gap throws barriers in communication. Women tend to take conflict to their graves, literally, while men can move on instantly. Women rely on intuition, men on logic – so inherently, gender becomes a big block in successful communication.[7]

    The problem: A male boss may inadvertently rub his female subordinates the wrong way with anti-feminism innuendoes, or even have problems with women taking too many family leaves. Similarly, women sometimes let their emotions get the better of them, something a male audience can’t relate to.

    The solution: Talk to people like people – don’t think or classify them into genders and then talk accordingly. Don’t make comments or innuendos that are gender biased – you don’t have to come across as an MCP or as a bra-burning feminist either. Keep gender out of it.

    And remember, the key to successful communication is simply being open, making eye contact and smiling intermittently. The battle is usually half won when you say what you mean in simple, straightforward words and keep your emotions out of it.

    Reference

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