I Know Why

I have bought books in City Lights in San Francisco, Foyle's in London, Moe's in Berkeley, Shakespeare and Company in Paris, and Strand in New York, but I cannot recall most of what I have read. I have seen art in the National in Beijing, the Prado in Madrid, the Metropolitan in New York, the Louvre in Paris, and the Vatican in Rome, yet I remain so uneducated about art. I have heard jazz shows in A-Trane in Berlin, Bohemia in Granada, Jazzhus Montmarte in Copenhagen, Stampen in Stockholm, and Yoshi's in Oakland, but I cannot tell you who performed there. I have walked the Bright Angel Trail in the Grand Canyon, Cadillac Mountain Trail in Acadia, Highline Trail in Glacier, Mist Trail in Yosemite, Skyline Trail in Mount Rainier, and if you put me on one of these trails, I would not be able to distinguish it from the others. And you, I have met you in so many places over so many years and talked with you about so many things, and here I am unable to tell you where, when, and what. But I can tell you why. May I see you tomorrow to tell you?

Writing Confidence at Work, Part 6: Attitude

This final segment on writing confidence at work focuses on attitude. And why not? Confidence is an attitude, or an awareness, about one's abilities to perform successfully. When we approach any task without that requisite confidence to perform it well, it shows to everyone in our presence. Embarrassment is not even half of it. No one wants to appear incompetent, and no one wants to mess up a job because of their self-perceived shortcomings. Pretty unnerving.

Now it's one thing to say, "I write well" and another thing to write well. But experience tells me that for a person of adequate self-awareness, saying it is a fine first step being it. This means that someone committing to that declaration will do everything they can to live up to that expectation. That's attitude with a capital A. 

To close this series, I'll list five ways to build confidence:

1. Learn from the masters. Study the sentences of authors you respect. For example, the highly regarded Nobel Prize laureate T. S. Eliot wrote this sentence in a 1929 essay on Dante in his Selected Essays: "For the science or art of writing verse, one has learned from Inferno that the greatest poetry can be written with the greatest economy of words, and with the greatest austerity in use of metaphor, simile, verbal beauty, and elegance." We need to be forgiving of 96-year-old sentences, as writing style changes with the times just as fashion does. While today most of us would write just the art of writing and drop science, by this point in the essay, Eliot has implied how he distinguishes between science and art. As for those final four descriptors, I immediately understand metaphor, simile, and elegance but not verbal beauty, which seems like a redundant rendering of elegance. Then I think of whether an expression can be verbally beautiful and not elegant and vice-versa. Regardless of how I, the reader, resolve this matter, the key point is that I am thinking like a writer who is trying to apply such phrasings to my own compositions as much as I am a reader who is simply trying to be educated or entertained.  
2. Practice. Good writers are always writing or thinking of writing. Bring a notebook with you wherever you go. You'll never know when a good idea will pop into your head, so write them in your notebook as soon as they do and follow up on those notes when back at your writing spot.
3. Put things in perspective. Guess what? You'll mess up from time to time, no matter how good a writer you become. So what? You haven't died. Far worse things can happen. Just work through it. 
4. Know your developmental areas. Say your narrative flow is terrific but grammar knowledge is limited. Do something about it. Enough online resources exist that can provide the necessary information to get you up to speed. 
5. Build on your strengths. Read number 4 above and put two tips into practice. First, if your narrative flow is strong but your grammar weak, then use that strength to sharpen the weakness. You can do that, for instance, by putting some of your best sentences through a grammar-check tool to see if your sentence is more effective than the suggested one. If you write a good sentence, chances are yours is better. Second, work on your narrative flow, your strength. All skills need constant updating and refining. This task should be easy because you already feel you have arrived in this department. Keep reading eclectically and incorporating. 

By exuding confidence as a writer at work, you will have greater authority and respect. Confidence is worth cultivating.

Writing Confidence at Work, Part 5: Standards

Think about what we call standards of good writing. What does that even mean? Does it mean write like me, your manager? Write like the company-provided templates? Write like the standard that we have created for you? 

Whatever it is, do not automatically consider it a standard of good writing. Writing style is arbitrary. I'd bet that you and I would disagree about what defines good writing style. Does James Baldwin have good writing style? Does Joan Didion? Lydia Davis? I would say yes. If you would say no to any of these three writers, then we would disagree about what constitutes good writing style. Yet these three writers have quite different approaches to style. 

Then how do we determine whose judgment of good writing style matters? By how much we respect that person's writing and that person's opinion. If we know they have set a standard that we can aspire to, then their opinion matters to us, for their influences have shaped their style. Those people whose writing style we respect most likely read a lot and learn from what they read. For this reason, I cannot stress enough the value of reading eclectically, something I have noted repeatedly on this blog. Through reading a broad range of writing styles, we discover our own standards and replicate them in our own writing assignments.

But remember: Standards are arbitrary, though excellent writers establish them, and those are the writers whose lead we should follow.

Writing Confidence at Work, Part 4: Efficiency

Writing efficiently means accomplishing the writing task with the least waste of time and effort. When we talk about good writers, we generally refer to their quality: the inventiveness of ideas, fluency of syntax, and precision of diction. We don't talk enough about efficient writers, but we should. To prove my point, let's do a thought experiment.

Let's say you manage two business analysts, both fast typists. Kerry is 35, a native-born English speaker with a business degree from the United States, and Kim, 35, learned English in America at 22 with a business degree from Colombia. Kerry consistently produces excellent reports and proposals but does so at half the speed of Kim, whose quality is weaker than Kerry's. Kim's reports are as comprehensive and organized as Kerry's, but the sentence structure and word choice are usually off. Which analyst would you choose to write a critical review in a flash for upper management? 

I would choose Kim. Kerry would get the job done flawlessly in four hours, and Kim with a bunch of linguistic errors in two hours. I would be able to fix Kim's flaws in 15 minutes and have an hour and forty-five minutes to spare for other business matters.

What is Kim's trick? Confidence. Having the right perspective about the writing process. Certainty that the draft will be good enough for review. Trust in the manager to improve it. Not stressing over the finished product. Understanding that writing quality is subjective. Now, if Kim were uncommitted to improving the quality, then I would eventually indicate this lapse on her performance evaluation and recommend that she improve her writing and her attitude. But speed is so important in businesses where people get hundreds of emails a day. I'll take Kim for any writing task knowing that she'll eventaually improve in her writing quality under my guidance. Kerry's problem, on the other hand, is psychological, and I am not a psychiatrist.

Efficiency is as valuable as effectiveness, and it starts with confidence.

Writing Confidence at Work, Part 3: Feedback

Q: Should you get feedback on your writing?

A: Yes. And you should too.

Q: When?

A: Always.

Q: What do you mean by always?

A: At every step of the writing process?

Q: What steps?

A: In step one, planning, when you're listing ideas to include in the document. Ask your manager and teammates, should I include just the problem or the impact, history, and cause of the problem? Just the solution or the options and benefits of the proposed option? You might be surprised by their answers. They might say, be sure to include the advantages and disadvantages of each option including your proposed one, and the methods you used in determining the options. Step two, drafting based on your plan, seems like a solitary activity, so why seek feedback? Won't that request slow you down? Maybe, but the rewards outweigh the minor drawback and will enable greater efficiency during future writing assignments. Ask, is a rough, single-paragraph draft all right for review? Should I use a preexisting template? If you get stuck in the middle of the draft because you can't think of an advantage of an unpreferred option, ask for someone's opinion. They might see something that was right under your nose all along. In step three, quality controlling, you revise, edit, and proofread. If unsure when revising, ask, did I leave anything out? Should I delete anything? Should I move any section higher or lower? When editing, ask, is that sentence overlong? Did I choose the right word here? Is a question better than a command there? Ask someone you trust to proofread for you. They are more likely to pick up your overlooked errors. Of course, offer yourself as a resource for those you ask when they write complex documents. 

Q: Why bother with all this feedback?

A: This give and take among staff go a long way toward making a proficient writing organization. It also helps writers understand that feedback is not a means of punishment or embarrassment, but a natural element of the writing process. Ultimately, it builds writing confidence.

Writing Confidence at Work, Part 2: Perfectionism

You want to write the perfect feasibility study, procedure, policy, or status report. You think you have but wonder whether it will get the expected reception. Maybe some of those on your distribution list won't even read it. Others might react indifferently to it. Maybe the most important readers will be downright critical of it. You review the document one more time and see why you have had those thoughts. You can make so many improvements, starting with the forcefulness of that opening sentence all the way to that last uncommitted paragraph.

You look at the draft an hour later. Now you believe the style is much improved, but another thought surfaces, You believe you've sacrificed style for substance. You go back to your original outline to find that, in fact, you have not removed any detail, but the most essential content is now buried in the middle of overlong paragraphs. You decide to rearrange information to make the key points more prominent. But now the internal logic of the piece has run amok.

You get the point. Perfectionism. You've got to stop somewhere; you've got to press send sooner or later. You can be sure that no matter how well you write a work-related document, you will find ways to improve it as soon as it drops into your files. You are constantly learning, the business is continually changing, and the industry is revolutionizing. Perfectionism is pointless.

Aiming for perfect is a noble goal, so long as you don't let such a pursuit take over your better senses. If you keep focusing on not hitting your mark, on failure, you might as well give up. Just produce. It's just a bunch of words.

Writing Confidence at Work, Part 1: Subjectivity

Possessing a confident mindset matters to writing success at work. Writing ranks as one of the most  common activities in most jobs, so we can't spend even a moment of our workday feeling uncertain about our writing capability or apprehensive about approaching a big writing task. That's why, starting with this installment, WORDS ON THE LINE starts this six-part series dedicated to the concept of writing confidence. 

Why do so many good writers, or at least adequate ones, lack confidence in their writing? I meet them all the time in professional workshops. They openly express their insecurities about the quality of their reports, analyses, or proposals. They wish they could compose faster, fluidly, painlessly. If writing amounts to most of their daily work, then their job is torture.

Confidence is an attitude. And attitudes are subjective, at least as others perceive us. One person's idea of an assertive tone is another's aggressive, one's straightforward another's rude, one's humility another's disengaged. It would help people who beat up themselves over their perceived inadequate writing skills to start with this mindset. Even the most celebrated writers in the world have received bad reviews.

Writing style is also as subjective as any art, song, cuisine, or fashion. We cannot deny that some documents are well written and other poorly written, but the same well written document for one reader might not do for another. Start with that thought the next time you write something important on the job.