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Polish Your Writing to Professionalism: Three Tips for Self-Editing

Polish Your Writing to Professionalism: Three Tips for Self-Editing
Writing, or typing, a document

    The ability to write without errors is crucial, whether you are writing for the whole world to see, or just your department. Even a few typos can make a writer look beyond unprofessional — errors imply laziness and poor presentation in much the same way that a stained shirt shows a lack of effort at a business meeting.

    But, important as good spelling and grammar are, errors can slip through even a reasonable level of editing. Reasonable, by the way, does not mean simply running Spell Check. At the very least, it means reading a document carefully after you’ve finished writing it. It also means that if you can get another person to read over your writing, you should. We always know what we mean when we write, but that doesn’t guarantee that our readers will get the nuances.

    Beyond general editing, there are steps you can take to improve your spelling and grammar, as well as your overall ability to create an excellent piece of communication. These three approaches can help you create a professional document and minimizes errors that can detract from the message of your writing.

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    Recognize weaknesses.

    Every time I try to write the word “maintenance” I use a different combination of letters. I’m generally a good speller, but that combination of letters manages to stump me every time. But I’ve made a note of the fact that I can’t spell that word. Knowing my weakness has allowed me to make allowances and quickly rectify the misspelling.

    When I’m writing a document that includes a word I regularly struggle with, I slow down for that word and make sure that I spell it correctly before I continue writing. While I risk breaking my concentration on what I’m writing, I’ve noticed that I’ve been able to get better at spelling certain problem words. Other techniques can include the following:

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    • Vary your word choice. Avoid words that tend to trip you up.
    • Practice spelling (and using) problem words.
    • Explore root words and learn why a given word is spelled a certain way.

    Grammar can be a more complicated fix than spelling. As a general rule, most of us can tell if something sounds wrong just by reading it out loud — a number of SAT preparation courses actually recommend students do just that to pick out errors on the test. Recognizing an error isn’t necessarily enough, however. Fixing one can be much harder. If you feel that your grammar skills are weak, consider rewriting problem sentences in a simple format. I know that I run into comma splices and dangling participles when I try to make my writing fancier. Simple sentences, however, are easy to correct, and they are often easier for a reader to comprehend.

    Proofread for others.

    Part of the struggle with perfecting our own writing is the fact that many of us don’t practice our proofreading skills regularly. We aren’t adept at correcting errors because we are used to reading for comprehension, rather than for correction. To improve your proofreading skills, you must use them:

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    • Offer to look over a co-worker’s memo or a friend’s short story.
    • Read the daily newspaper and circle typos. Because of the production cycle, most dailies wind up letting a few typos through.
    • Join an online critique group. Sites like WEbook invite editors as well as writers to help develop manuscripts.

    You can also improve your ability to proofread your own work by writing regularly. No matter how often you write, if you do not expect your work to be public, you’ll let typos slip. I try to go out of my way to proofread most of what I write — even if I’m just adding tasks to my to-do list. Furthermore, the more I write, the better I get at both proofreading and writing. It can be hard to sit down each day to write, but it can be a worthwhile endeavor.

    Set Goals For Documents

    Most of us write with a purpose in mind: a document may be a memo expected to explain a new company procedure or it might be an email arranging for lunch. Either way, documents should generally have a goal: an idea or concept that they’ll be communicating. Allowing such a goal or a purpose to guide you while writing can help you to plan your document — but it can also make editing your work significantly easier. After all, missing out on the message can make an entire document seem garbled, as well as unprofessional.

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    You can keep it simple: just make a list of the points you want to make with your writing and check them off as you come across them during your review. If you get to the end of a document without have crossed off every item on your list, you know what changes you need to make. This method is one of the fastest ways to essentially proofread your content — it won’t help you make changes but it can warn you of problems in a document.

    Checking that your writing has met the goals set for it does not necessarily prove that a reader can comprehend your content, though. To ensure clarity, you might consider asking another person to read your document and then check whether they understood each of the ideas or points your document was intended to communicate. You can even use the same checklist.

    Ask For Help

    It can be hard for one person to fully edit a document — especially if that person wrote it. Just having someone else look over a document, especially if you can ask him or her to keep the above tips in mind, can help you to prepare a clear and professional piece of writing.

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    Last Updated on September 20, 2018

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    7 Powerful Questions To Find Out What You Want To Do With Your Life

    What do I want to do with my life? It’s a question all of us think about at one point or another.

    For some, the answer comes easily. For others, it takes a lifetime to figure out.

    It’s easy to just go through the motions and continue to do what’s comfortable and familiar. But for those of you who seek fulfillment, who want to do more, these questions will help you paint a clearer picture of what you want to do with your life.

    1. What are the things I’m most passionate about?

    The first step to living a more fulfilling life is to think about the things that you’re passionate about.

    What do you love? What fulfills you? What “work” do you do that doesn’t feel like work? Maybe you enjoy writing, maybe you love working with animals or maybe you have a knack for photography.

    The point is, figure out what you love doing, then do more of it.

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    2. What are my greatest accomplishments in life so far?

    Think about your past experiences and the things in your life you’re most proud of.

    How did those accomplishments make you feel? Pretty darn good, right? So why not try and emulate those experiences and feelings?

    If you ran a marathon once and loved the feeling you had afterwards, start training for another one. If your child grew up to be a star athlete or musician because of your teachings, then be a coach or mentor for other kids.

    Continue to do the things that have been most fulfilling for you.

    3. If my life had absolutely no limits, what would I choose to have and what would I choose to do?

    Here’s a cool exercise: Think about what you would do if you had no limits.

    If you had all the money and time in the world, where would you go? What would you do? Who would you spend time with?

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    These answers can help you figure out what you want to do with your life. It doesn’t mean you need millions of dollars to be happy though.

    What it does mean is answering these questions will help you set goals to reach certain milestones and create a path toward happiness and fulfillment. Which leads to our next question …

    4. What are my goals in life?

    Goals are a necessary component to set you up for a happy future. So answer these questions:

    Once you figure out the answers to each of these, you’ll have a much better idea of what you should do with your life.

    5. Whom do I admire most in the world?

    Following the path of successful people can set you up for success.

    Think about the people you respect and admire most. What are their best qualities? Why do you respect them? What can you learn from them?

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    You’re the average of the 5 people you spend the most time with.[1] So don’t waste your time with people who hold you back from achieving your dreams.

    Spend more time with happy, successful, optimistic people and you’ll become one of them.

    6. What do I not like to do?

    An important part of figuring out what you want to do with your life is honestly assessing what you don’t want to do.

    What are the things you despise? What bugs you the most about your current job?

    Maybe you hate meetings even though you sit through 6 hours of them every day. If that’s the case, find a job where you can work more independently.

    The point is, if you want something to change in your life, you need to take action. Which leads to our final question …

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    7. How hard am I willing to work to get what I want?

    Great accomplishments never come easy. If you want to do great things with your life, you’re going to have to make a great effort. That will probably mean putting in more hours the average person, getting outside your comfort zone and learning as much as you can to achieve as much as you can.

    But here’s the cool part: it’s often the journey that is the most fulfilling part. It’s during these seemingly small, insignificant moments that you’ll often find that “aha” moments that helps you answer the question,

    “What do I want to do with my life?”

    So take the first step toward improving your life. You won’t regret it.

    Featured photo credit: Andrew Ly via unsplash.com

    Reference

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