Why are you writing?

This is the fourth article in the "Building a Writing Culture" series.

Writing a document isn’t a quick fix, it takes time and effort to craft the right narrative to inform your reader. In the blog from a couple of weeks ago: Stop wasting time & money, I cited how we spend more time in unnecessary meetings than ever before. I also think that having a document take centre stage is a great way to make meetings work harder. But how do you know you are writing the right document?

Before you start writing it is important to have a clear understanding of WHY you are writing. Are you looking to inform? To influence? To provoke a discussion and ultimately a decision? Or to provide an update?

Understanding the WHY will influence WHAT you write. It is also important to keep in mind your audience (if you need to reminder check out "Write so your reader listens".

I find looking at a blank document an intimidating experience; the cursor blinking as if to mock me for not knowing where to start. I learned that if I have a plan before I open word (or other writing software) then my writing flows so much better. Without a plan, I fumble and procrastinate.

How can you get clear on what you are writing?

In one of my first blogs I talked about how I loathe templates. I find that they can constrain you as a writer from telling the story you want to tell. A framework or set of questions can really help you gain the clarity you are seeking.

I thought I’d share a few questions that help me get started. As you answer these questions more will likely pop into your head. Jot them down, even if you can’t answer them right now, and use these questions to guide your research.

1. Why are you writing this document - are you writing to influence, inform, update etc?
2. Who are you writing this for?
3. What do they know about the subject?
4. What are the key arguments/aspects of your idea you need to highlight?
5. What supports these arguments?
6. What data do you have?
7. What data gaps do you need to fill?
8. What do you need to get started - are you asking for budget, headcount, time etc?
9. What background information do people need?
10. What is the opportunity you are addressing?
11. What are the risks of doing nothing?
12. What are the risks of your idea?
13. What does your reader care about currently?
14. How does your idea / product / project tie into your reader’s priorities?
15. What are the projected results you expect to deliver?

This isn’t an exhaustive list by any means, but I am hoping that these questions will kick start your thinking.

For me, the more time I spend planning a document the easier I find it is to actually write it. I often start planning a document by drawing a spider diagram of key points, how they connect, and jot down data points I think will be important. I also scribble questions I need to answer. In my Amazon days, if I knew I had a document to write, I would do as much preparation as I could, then I’d block out a day to just write (usually my meeting free Friday). I’d turn off the distracting emails and instant messenger and just write. With good preparation, I could get a first draft of a solid 6 pager written in 5 hours…and reward myself with lunch!

What are your writing planning tricks?

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