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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 January 21, 2020

    How to Motivate People Around You and Inspire Them

    How to Motivate People Around You and Inspire Them

    If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

    Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

    So, how to motivate people? Here are 7 ways to motivate others even you can do.

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    1. Listen

    Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

    2. Ask Open-Ended Questions

    Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

    “Why do you want to do that?”

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    “What makes you so excited about it?”

    “How long has that been your dream?”

    You need this information the help you with the following steps.

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    3. Encourage

    This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

    4. Ask About What the First Step Will Be

    After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

    5. Dream

    This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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    6. Ask How You Can Help

    Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

    7. Follow Up

    Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

    Final Thoughts

    By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

    Oh, and you’ll become a motivational super hero. Time to get a cape!

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