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Document
creation or document writing has been and is still a method of communication to
transfer information systematically. There is no much doubt that documentation
will always be an inevitable part of any professional or academic set-up in
future too.
The
transition from paper documentation to electronic document creation has been
revolutionary and is beneficial for any individual or group. Report writing in
a professional set-up, however, focuses mainly on the aspect of conveying the
right information in the right way.
To
make a report or a document comprehensive and communicable, it is mandatory to
have all the details covered with an in-depth understanding of the author. How
easily it can be communicated to the readers by the usage of simple and
effective language is also crucial.
Authors
or document creators use various methods both conventional and unconventional
to report their findings, ideas, thoughts or analysis. The guidelines to create
a professional document are also varied based on many factors like region, work
culture, past works, etc.
Traditionally
a document is created in a series of steps involving setting the goal depending
on the audience, planning, categorizing main ideas and trivial ones, drafting,
editing and proofreading. However, the steps named above are not exhaustive and
can have more steps/sub-steps.
In
a study by Bryan Garner popularly known as Garner’s approach of writing discusses
a simple but effective method of creating documents. This was appeared on “The
HBR Guide to Better Business Writing” and he believes that consistent
practice can make anybody a good writer.
Garner’s Approach
According
to Garner, writing can be effective only if an individual can communicate the
ideas completely. Absence of this skill can even make great ideas unnoticed. Learning
desire and regular practice can, however, help any individual to overcome this
problem of incomplete expressing.
Garner
divides the process of writing into four stages and this technique can be
helpful for any writer unaware of the type of content or document that is
created.
He
names the stages in this process by associating an individual or profession so
that the writer can approach the stage in the way that individual/profession
handles the work.
Stage 1 –Madman
This
is the initial stage in the Garner’s approach to effective business writing
where the writer can collect all the details and information required to
complete the document. This stage needs to ensure that the writer has gathered
all materials for the document.
The
prime focus of this stage is to focus on the content/topic that you are
planning to write and not on how you write. Therefore, generating ideas is as
important as gathering materials and he recommends listing all the ideas and
gathered information on a spreadsheet for reference.
Stage 2 – Architect
In
this stage, the writer needs to organize all the information that is collected
and categorize them based on the choice of document style. You must be able to
draw the outline of the document and understand the degree of discussion in the
document.
This
outline formation also comprises of producing logical sentences or one-liner.
Here similar ideas and thoughts can be listed in more than one sentences using
different styles and length.
Stage
3 – Carpenter
The
carpenter stage is all about refining the best sentences into the paragraphs of
the document. Selection of sentences that were listed in the architect stage is
chosen based on various criteria set by the writer himself.
The
transformation of these sentences to paragraphs mainly focuses on the core
concept that the author is trying to communicate and therefore the best
sentence which can communicate the information most effectively is selected.
Stage 4 - Judge
In
the final stage, Garner suggests you look the write-up from a Judge’s point of
view and this the stage where all the quality enhancement is taken place. All
types of corrections and editing must be initiated, processed and completed by
the end of this stage.
This
is the only stage that focuses on the formatting and viewing the document from
a readers’ point of view. The stage also involves proofreading and final
polishing to increase the overall quality of the document.
Written
by – Arun S.
Edited
by – Adrija Saha
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