Write Better Articles, Reports and Proposals in Half the Time (1)

First of all, divide the job into manageable tasks and be realistic about how precisely much time you have. You will discover four tasks: writing reports and proposals

1. Strategy
2. Structure
3. Compose
4. Check

Divide your time and energy into three parts, the first for tasks 1 and 2, the second for task 3 and the 3rd for task 4. In the event, for example, you have to create something by the end of tomorrow and you have about four hours that you can spend on it, spend somewhat over an hour in total to planning and deciding on a suitable structure. This arranged of articles will be presented in four parts: one for each and every task. In this article is the first one. 

Plan your Document
You are probably thinking that another of your available time is too much to spend on planning. You are definitely not by yourself – but you can only test my “half the time” claim if you follow my all my ideas at least one time.
Planning splits into two parts:

1. Clarify the Brief
2. Organise your Material

Clarify the Quick Reader
Ask yourself two important questions: who is going to learn this, and why am i not writing it? Think how much you know about your readers. You may know them personally or have never met them. You may really know what their role is, which presents you some strong tips about what they are very likely to know about already, what they are very likely to need to know and what keeps them alert at night. There might be some internal politics you are aware of, or you could be in a position to hazard an estimate of their likely reaction to the message you are about to convey. Almost all of these snippets of information are useful, so jot them down.

Now think about your objective; your reason for writing this. Will you be trying to get some new business; describing something to a non-specialist; proposing a change to working practices in your organisation or writing an article to ascertain your expert status in a specific field? Ask yourself this:

What exactly is intended to happen because of this of your reader(s) scanning this? End up being realistic about what a document can achieve – you probably won’t earn the business therefore of your proposal, but it might get you short-listed. A document can’t change working practices but it might persuade someone to say yes to the budget.

You are able to only write a good file if you know who you are talking to and what you are trying to achieve. It truly is that simple. So, if you are vague about the answers to these questions, go and find out or make some sensible assumptions and write them down.

Organise your material
Considercarefully what information you need in order to achieve your purpose. This will almost certainly vary from what you happen to find out about the subject. You may find out more than you need in some areas and less in others. There are many good techniques for getting your head straight and adding some useful notes upon just one sheet of paper. Mind mapping is especially valuable if you are on unfamiliar territory and have no idea where to start. No-one otherwise needs to see your mind map, so make it as messy as it requires to be. If perhaps you are arguing for one course of action rather than another, power field analysis is very useful for getting both points of view padded up hand and hand. Use any technique you will find useful (see Mind Equipment for a good variety of thinking and planning techniques including both of the above), but please use something. The final result should be some logical, logical notes, not simply a random brain dump.