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If You Want To Quickly Improve Your Writing, Do These 10 Little Things Now

If You Want To Quickly Improve Your Writing, Do These 10 Little Things Now

William Strunk Jr. in the classic book Elements of Style said:

“Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This requires not that the writer make all his sentences short, or that he avoid all detail and treat his subjects only in outline, but that every word tell.”

If you want to write as best as you can, respond clearly and powerfully to your readers’ needs and make every word tell–whether you are writing a short story, blog post, business letter or e-mail–you must watch how you write. It doesn’t matter what your cultural or educational background is, do these little, painless things from today to quickly improve your writing and dramatically enhance effectiveness of your communication.

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1. Read more—as much and as often as you can.

Read authors, bloggers, reporters and any other types of writers you can find. Study their language, sentence and grammar use to learn what works. This will not only improve your vocabulary and use of proper syntax and grammar, but also broaden your world view, excite your imagination, arouse your curiosity and stimulate your creativity. When you read, you expose yourself to interesting topics, experiences, cultures and can tap into the minds of creative thinkers. Besides that, reading is enjoyable and therapeutic. Fit it into your hectic life and it will help you relax and unwind.

2. Write daily—at least 15 minutes every day.

“The secret of becoming a writer,” Jerry Pournelle says, “is that you have to write.” He is right. It doesn’t matter how much you write, just write every day. Writing everyday is the best way to practice the craft and improve how you think. It also helps you form a writing habit. Find your own pace and write for three hours, half an hour or even just 15 minutes a day. You don’t have to write 40 printed pages a day, but you do need to make sure you write at least 15 minutes each day. If you can’t think of something to write about, keep a personal diary or journal and update it daily.

3. Write in plain English.

No matter how complex or technical your subject is, write your message in the most direct, easy-to-understand and concise way possible. Don’t assault your readers’ intelligence and patience with bloated vocabularies, pretentious jargon and extraneous ideas. Employ familiar, everyday words to facilitate reader enjoyment and comprehension. For instance, instead of writing ‘eliminate,’ write ‘end.’ The word ‘end’ is shorter, punchier and more familiar with people around the world. It reduces chances of confusion and misinterpretation of your intended meaning.

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4. Separate the writing and editing processes.

Separating the writing and editing processes allows you adequate time, space and quiet necessary to complete both tasks successfully. Focus on writing your message down uninhibited at first draft. Address surface level issues of grammar, style and typos later during the editing stage. There is no shame in writing a bad first draft just as long as you set aside plenty of time to edit later. Author Cecil Castellucci says it best: “The best flowers are fertilized by crap.”

5. Open with your main idea.

State your main idea–or at least give a strong hint of your main message–in the first few opening sentences. Don’t keep the reader waiting and guessing for too long about what you are writing about. People are impatient and won’t stick around to read through your ramblings. Similarly, avoid opening your writing with strings of generic sentences. Instead of saying Chicago is a ‘big city,’ open with something unique about Chicago that cannot be said of most other cities. For example, you could say Chicago is the ‘windy city.’ You can’t say that of other cities in the U.S.

6. Vary your sentence length, structures and types.

Varying sentence length, types and structures helps you avoid monotony and allows you to provide emphasis where appropriate. Use short sentences to emphasize an idea and create a punch. Use longer sentences to define, illustrate or explain ideas. Also, blend simple, compound and complex sentences, as well as including occasional commands and question to spice up your writing. Keep in mind that writing is more than just meaning—it’s also about sounds and can be about visual appearance on paper or screen as well.

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7. Use concrete words.

Concrete words are terms for things that can be seen, heard, smelled, tasted or touched, such as table, hot and dancing. Stick to concrete words and avoid abstract terms as much as possible. Abstract words and phrases are not available to the senses and point to personal opinion, such as “great,” “wonderful” and “one of the best.” These abstract terms often represent mere rhetoric. Just because you say something is “great” doesn’t mean everyone else thinks the same way. If you must use abstract words, qualify them with concrete evidence from reliable sources.

8. Trim everything down.

When editing or revising your work, eliminate any unnecessary words and phrases in your text to ensure your words get straight to the point rather than beating about the bush or being boastful, pushy or fluffy. Nothing shouts “armature” than using extraneous, wordy terms and phrases in your writing. Instead of writing ‘owing to the fact that’ or ‘due to the fact that,’ just say ‘since’ or ‘because.’ Similarly, instead of saying, ‘bring the matter to a conclusion’, just say ‘conclude.’ Trimming everything down makes your writing easy to consume and understand. It simply improves readability.

9. Consider the reader’s agenda.

Don’t start to write until you know who exactly you are writing for. Who is your target audience? What problem or need do they have? What gender are they? Where in the world are they located? What is in it for them? Will this solve their problem? It is never enough to only factor in your own agenda when writing. Always weave into your work the audience’s agenda and pack as much value in there for them as possible. If you can do this, the battle is half won. You are already a decent, conscientious writer.

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10.   Break any of these rules.

We write to express ourselves, as much as to inform, educate and entertain. Don’t take yourself or writing too seriously. Relax and have fun expressing yourself. When you are relaxed and having fun, you won’t be dull or unnecessarily clever. You will write naturally without worrying about pleasing everyone. Your readers will get value from your words and enjoy reading them. And, as George Orwell advised in his Rules for Writers, “Break any of these rules sooner than say anything outright barbarous.”

Featured photo credit: Rubin Starset via flickr.com

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David K. William

David is a publisher and entrepreneur who tries to help professionals grow their business and careers, and gives advice for entrepreneurs.

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Last Updated on January 21, 2020

How to Increase Work Productivity: 9 Ground Rules

How to Increase Work Productivity: 9 Ground Rules

We all have those days when completing our assigned tasks seems beyond reach. With the temptation of social media, mobile games, and the internet in general—not to mention the constant bustle of people in the office—it’s easy to fall prey to disruptions and distractions at work.

So, what can we do about it? How to be productive at work?

While we don’t have a foolproof system that can completely eliminate disturbances and diversions, we do have 9 ground rules that can be applied to help give your productivity levels a boost.

Keep reading to find out our tips on work productivity.

What Does It Mean to Be Productive?

How to be productive at work?” is the age-old question plaguing employees and employers alike around the world. Regardless of where you work and what you do, everyone is always looking for new ways to be more efficient and effective.

But what does being productive actually entail?

Completing more tasks on your list or working longer hours doesn’t necessarily mean you’re being more productive. It just means you’re more busy, and productivity shouldn’t be confused with busyness.

Productivity means achieving effective results in as short amount of time as possible, leaving you with more time to enjoy freely.

It involves working smarter, not harder. It means refining processes, speeding up workflows, and reducing the chances of interruptions.

Productivity is best achieved when looking at your current way of working, identifying the bottlenecks, flaws, and hindrances, and then finding ways to improve.

9 Ground Rules on How to Be Productive at Work

1. Avoid Multitasking

Multitasking can give the impression that more tasks can be accomplished as you’re doing multiple things at once. However, the opposite is true.

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Research has shown that attempting to do several things at the same time takes a toll on productivity and that shifting between tasks can cost up to 40 percent of someone’s time.[1] That’s because your focus and concentration is constantly hindered due to having to switch between tasks.

If you have a lot of tasks on your plate, determine your priorities and allocate enough time for each task. That way you can work on what’s urgent first and have enough time to complete the rest of your tasks.

2. Turn off Notifications

According to a Gallup poll, more than 50 percent of US smartphone owners admit to checking their phones a few times an hour.[2]

Switching off your phone—or at least your notifications—during work hours is a good way to prevent you from checking your phone all the time.

The same applies to your computer. If you have the privilege of accessing social media on your work desktop, switch off the notifications on there.

Another good tip is to logout from your social media accounts. Therefore when you feel the urge to check it, you might be swayed because your page isn’t so easily accessible.

3. Manage Interruptions

There are certain disruptions in the office that are unavoidable such as your manager requesting a quick meeting or your colleague asking for assistance. In order to deal with this, your best approach is to know how to handle interruptions like a pro.

Be proactive and inform the people around you of your need to focus. Turn your status on as “busy/unavailable” on your work chat app.

If you’re on a deadline, let your colleagues know that you need to concentrate and would really appreciate not being interrupted for the moment, or even work from home if that’s a feasible option for you.

By anticipating and having a plan in place to manage them, this will minimize your chances of being affected by interruptions.

4. Eat the Frog

Mark Twain once famously said that:

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“if it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

What this basically means is that you should get your biggest, most urgent task out of the way first.

We all have that big, important task that we don’t want to do but know we have to do because it holds the biggest consequence if we don’t complete it.

Eat the frog is a productivity technique that encourages you to do your most important, most undesirable task first. Completing this particular task before anything else will give you a huge sense of accomplishment. It will set the ball rolling for the rest of the day and motivate you to eagerly complete your other tasks.

5. Cut Down on Meetings

Meetings can use up a lot of time, which is time that can be used to do something useful.

You have to wait for everyone to arrive, then after the pleasantries are out of the way, you can finally get stuck into it. And sometimes, it may take a whole hour to iron out one single issue.

The alternative? Don’t arrange a meeting at all. You’ll be surprised at how many things can be resolved through an email or a quick phone call.

But that doesn’t mean you should eliminate meetings altogether. There are certain circumstances where face-to-face discussions and negotiations are still necessary. Just make sure you weigh up the options prior.

If it’s just information sharing, you’re probably better off sending an email; but if brainstorming or in-depth discussion is required, then an in-person meeting would be best.

6. Utilize Tools

Having the right tools to work with is crucial as you’re only really as good as the resources you have at your disposal. Not only will you be able to complete tasks as efficiently as possible, but they can streamline processes. Said processes are essential to a business as they manage tasks, keep employees connected, and hold important data.

If you’re the manager or business owner, ensure your team has the right tools in place.

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And if you’re an employee and think the tools you currently have to work with aren’t quite up to par, let your manager know. A good team leader understands the significance of having the right tools and how it can impact employee productivity.

Some examples of tools that could be used:

Communication
  • Slack for team chat and collaboration.
  • Samepage for video conference software.
  • Zendesk for customer service engagement.
Task Management
  • Zenkit for task and project collaboration.
  • Wunderlist for listing your to-do’s.
  • Wekan for an open source option.
Database Management
Time Tracking
  • Clockify for a free tracker.
  • TMetric for workspace integrations.
  • TimeCamp for attendance and productivity monitoring.

You can also take a look at these Top 10 Productivity Tools to Help You Achieve 10x More in Less Time.

7. Declutter and Organize

Having a disorganized and cluttered workspace can limit your ability to focus. According to researchers, physical clutter can negatively impact your ability to concentrate and take in information.[3] Which is why keeping your work environment well ordered and clutter-free is important.

Ensure you have your own system of organization so you know what to do when the paperwork starts to pile up.

Being organized will also ensure that you know where to find the appropriate stationery, tools, or documents when you need it. A US study reveals that the average worker can waste up to one week a year looking for misplaced items.[4]

Here’s a useful guide to help you declutter and organize: How to Declutter Your Life and Reduce Stress (The Ultimate Guide)

8. Take Breaks

Taking regular breaks is essential for maintaining productivity at work. Working in front of a computer can lead to a sedentary lifestyle which can place you at a higher risk of heart disease, diabetes, and obesity. Even a 30 second microbreak can increase your productivity levels up to 30 percent.

As well as your physical health, breaks are also crucial for your mental and emotional wellbeing. That’s because your brain is like a muscle, the more it works without a break, the easier it is for it to get worn out.

Ensuring you actually take your breaks can prevent you from suffering from decision fatigue. It can also help boost creativity.

Take a look at this article and learn why you should start scheduling time for breaks: The Importance of Scheduling Downtime

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9. Drink Water

Although we know we should, it’s easy to forget to drink enough water during the working day.

Many of us turn to tea or coffee for the caffeine hit to keep us going. However, like taking breaks, drinking water is essential for maintaining productivity levels at work. It’s simple and effective.

Not drinking enough water can lead to dehydration and also headaches, tiredness, and weight gain.

A good tip to avoid dehydration is to keep a water bottle at your desk as it can serve as a reminder to constantly drink water.

If you find the taste of water a little bland, add some fruit such as cucumber or lemon to give it a better taste.

You can also get more ideas on how to drink more water here: How to Drink More Water (and Why You Should)

The Bottom Line

The preceding 9 ground rules on work productivity aren’t the be-all, end-all. You and the company you work for may have other tips on how productivity is best increased and maintained.

After all, it’s something that can be perceived differently depending on the exact job and work environment.

In saying that, however, the 9 ground rules serve as a good foundation for anyone finding themselves succumbing to disruption and distraction, and are looking for ways to overcome them.

A good tip to keep in mind is that change doesn’t happen overnight. Start small and be consistent. If you slip up, just dust yourself off and try again.

Developing habits happens gradually, so as long as you keep up with it, you’ll soon start to notice the changes you’ve been making and eventually enjoy the fruits of your labor.

More About Boosting Productivity

Featured photo credit: Cathryn Lavery via unsplash.com

Reference

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