Advertising
Advertising

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.

    Advertising

    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:

    Advertising

    • 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:

    Advertising

    • 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.

    Advertising

    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.

    More by this author

    50 Businesses You Can Start In Your Spare Time 8 Replacements for Google Notebook 5 Sites Where You Can Sell Your Photos 7 Tools to Find Someone Online 19 Entrepreneurship Websites Worth Checking Out

    Trending in Communication

    1 5 Things to Do If You Don’t Want to Get Back to Work 2 Take Back Control of your Life with Positive Emotions 3 Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again 4 I Don’t Know What to Do With My Life! 5 Steps to Get Unstuck 5 This Is How Mentally Strong People Deal With Guilt

    Read Next

    Advertising
    Advertising
    Advertising

    Last Updated on October 14, 2020

    Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

    Had a Bad Day? 7 Ways to Rebound From It and Feel Good Again

    Today didn’t turn out as you planned, but it doesn’t mean you’re weak. It simply means that you’re human, and you’re not bad just because you had a bad day.

    “Not everyday is a good day but there is something good in every day.” -Alice Morse Earle

    It’s not the end of the world when you find yourself thinking “I had a bad day,” but it can feel like it. You may have had plans that fell apart, experiences that set you back, and interactions that only did harm.

    You may have started the day thinking you could take on it all, only to find you could hardly get out of bed. When you have a bad day, you can forget to look at the good.

    Sometimes, self-care helps us to remember why we are worth it. It helps us to recharge and reset our mindset. It helps us to know that there are still options and that the day isn’t over yet.

    Love yourself today, no matter how hard it’s been. That’s the way to find yourself amidst the hardships you have. That’s how you center yourself and regain focus and live a more meaningful life. Give yourself some credit and compassion.

    Here are 7 ways to rebound from a bad day using self-compassion as a tool. If you had a bad day, these are for you!

    1. Make a Gratitude List

    In a study on gratitude, psychologists Dr. Robert A Emmons and Dr. Michael E. McCullough conducted an experiment where one group of people wrote out gratitude lists for ten weeks while another group wrote about irritations. The study found that the group that wrote about gratitude reported more optimistic mindsets in their lives[1].

    Overall, having a gratitude list improved well-being and made one truly grateful by counting the blessings in their lives.

    Write a list of what you are grateful for if you had a bad day. Make it as long as you like, but also remember to note why you’re grateful for each thing you write.

    What has given you the most joy? What has set you up for better days? Keep a tally of triumphs in mind, especially when you do have the bad days.

    Advertising

    The day doesn’t define you, and you still have things of value that surround you. These could be material things, spiritual connections and experiences, relationships, basic needs, emotional and mental well-being, physical health, progress towards hopes and dreams, or simply being alive.

    Here are some other simple ways to practice gratitude.

    2. Write in a Journal

    Journaling affects your overall mental health, which also affects physical health and aids in the management of stress, depression, anxiety, and more[2].

    All you need is a pen and paper, or you could do an online, password-protected journal such as Penzu. The key is to get started and not pressure yourself on how polished or perfect it is. You don’t need to have prior experience to start journal writing. Just start.

    Write out everything that is bothering you for 15 minutes. This helps with rumination, processing problems, and can even aid with brainstorming solutions.

    However you approach it, you can find patterns of thinking that no longer serve you and start to transform your overall mental state. This will impact all areas of your life and is a great coping skill.

    3. Meditate

    Meditation can help you overcome negative thought patterns, worrying about the future, dwelling on the past, or struggling to overcome a bad day[3]. It shifts your mentality and helps you focus on the present or any one thing you truly want to focus on.

    Here is an example of a meditation you can do:

    Get into a comfortable position. Close your eyes. Rest your body, release tension, and unclench your jaw. Tighten and release each muscle group in a body scan for progressive muscle relaxation.

    Focus on your breath, taking a few deep breaths. Let your belly expand when you breathe in for diaphragmatic breathing. Empty yourself completely of air, then return to normal breathing.

    Next, focus on the idea of self-love and let it erase negative thoughts. Think about the ways you’ve been judging yourself, with the narratives coming up that your mind may create.

    Advertising

    Give yourself unconditional love and release judgment. Take your time meditating on this because you matter. This is particularly important if you had a bad day.

    Check out this article for more on how to get started with a meditation practice.

    4. Do Child’s Pose

    Yoga Outlet says:

    “Child’s Pose is a simple way to calm your mind, slow your breath, and restore a feeling of peace and safety. Practicing the pose before bedtime can help to release the worries of the day. Practicing in the morning can you help transition from sleeping to waking.”[4]

    When you do Child’s Pose, it can be between difficult positions in yoga, or it can be anytime you feel you need a rest. It helps you recover from difficulties and relax the mind.

    It also has the physical health benefits of elongating your back, opening your hips, and helping with digestion[5].

    To do Child’s Pose, rest your buttocks back on your feet, knees on the floor. Elongate your body over your knees with both arms extended or tucked back, with head and neck resting on the floor[6].

    Had a bad day? Try Child's Pose.

       

      Do this pose as a gift to yourself. You are allowing yourself to heal, rest, get time for yourself, recover, and recharge. When you’ve had a bad day, it’s there waiting for you.

      5. Try Positive Self-Talk

      Engage in positive self-talk. This is essentially choosing your thoughts.

      Advertising

      When you have a negative thought, such as “I can’t do this,” replace it consciously with the thought “I can do this.” Give yourself positive affirmations to help with this.

      Negative self-talk fits into four general categories: personalizing or blaming yourself, magnifying or only focusing on the negative, catastrophizing or expecting the worst to happen, and polarizing or only seeing back and white[7].

      When you stop blaming yourself for everything and start focusing on the positive, expecting things to work out, and seeing the areas of grey in life, you reverse these negative mindsets and engage in positive self-talk.

      When you speak words of kindness to yourself, your brain responds with a more positive attitude. That attitude will affect everything you do. It’s how you take care of yourself if you had a bad day.

      Check in with yourself to know when you are having negative self-talk. Are you seeing patterns? When did they start to become a problem? Are you able to turn these thoughts around?

      6. Use Coping Skills and Take a Break

      Use your coping skills. This means not letting your thoughts take control of yourself.

      You can distract yourself and escape a bit. Do things you love. You can exercise, listen to music, dance, volunteer or help someone, be in nature, or read a book.

      It isn’t about repression. It’s about redirection. You can’t stay in thoughts that are no longer working for you.

      Sometimes, it’s okay to get out of your own way. Give yourself a break from the things going on in your head. You can always come back to a problem later. This may even help you figure out the best course of action as sometimes stepping away is the only way to see the solution.

      If you had a bad day, you may not feel like addressing what went wrong. You may need a break, so take one.

      7. If a Bad Day Turns Into Bad Days

      “I believe depression is legitimate. But I also believe that if you don’t exercise, eat nutritious food, get sunlight, get enough sleep, consume positive material, surround yourself with support, then you aren’t giving yourself a fighting chance.” –Jim Carrey

      If you’ve been feeling out of control, depressed, or unstable for more than a few weeks, it’s time to call a mental health professional. This is not because you have failed in any way. It’s because you are human, and you simply need help.

      You may not be able to quickly rebound from a bad day, and that’s fine. Feel what you feel, but don’t let it consume you.

      When you talk to a professional, share the techniques that you have already tried here and whether they were helpful. They may tell you additional ideas or gain insights from your struggles of not being able to rebound from a series of bad days.

      If you’re having more than just a bad day, they will want to know. If you don’t have the answers, that’s okay, too. You just need to try these tools and figure out how you’re feeling. That’s all that’s required of you.

      Keep taking care of yourself. Any progress is progress, no matter how small. Give yourself a chance to get better by reaching out.

      Final Thoughts

      If you had a bad day, don’t let it stop you.

      Know this: It’s okay not to be okay. You have a right to feel what you feel. But there is something you can do about it.

      You can invest in yourself via self-care.

      You are not alone in this. Everyone has bad days from time to time. You just need to know that you are the positive things you tell yourself.

      More Things You Can Do If You Had a Bad Day

      Featured photo credit: Anthony Tran via unsplash.com

      Reference

      Read Next