Everyone needs to write well

It's not just technical writers who create content. Everyone needs to write well, no matter their role or title. Supervisors write performance evaluations, project managers write status reports, senior executives write strategic plans. There's also the everyday things we need to write: such as status reports for the work you've done, emails to ask for help from teammates, or instructions and procedures so someone else can cover for you on your day off.

We asked our community for their advice about the importance of good writing for work.Here are their answers:

David Both says to write many different types of content and formats, but to have fun:

I’ve been writing various types of documents ever since I got my first real job. It’s been that way ever since.

I’ve written reports that explained why a passenger elevator installation wouldn’t meet the specified budget. I wrote more than a few post-event reports on how I, or a group of IBM Customer Engineers, resolved a major computer failure in time (or not) for the weekly payroll run, I wrote many training courses for IBM hardware including the original IBM PC. I also wrote a couple scripts for training videos. I’ve written over 300 articles for various paper and e-publications, and 8 books about Linux with number 9 on the way.

My advice is the Scout’s Motto. “Be prepared” to write many different types of content and formats. Understand how each type differs, what its requirements are, and what tools are needed to write effectively for that environment. Be prepared to write using formats that are strictly constrained such as books and training courses.

And be prepared to have fun. Because learning how to write in many formats and styles, along with learning the subject matter, should be fun. It has been for me.

Tim Eiler highlights that business writing is not the same as other writing:

Understand your audience and what they want and need from what you write–every time. Use something like SBAR [Situation, Background, Assessment, and Recommendation] to organize your writing. Be concise.

Jen Wike Huger says writing helps you think:

Sharing your story, whether that's how you used a tool or technology to solve a technical problem, or what you love about your company's culture, or a more philosophical take on the issues in your industry—writing helps you think, helps you build confidence, helps you collaborate with others, and can get you a promotion—I've seen it happen!

Michael Kimsal recommends that whatever documentation you provide, keep it up to date:

Provide good, tested and repeatable onboarding docs for any developers coming into your org. Those might be direct hires, or might be external vendors on a short term engagement. I've been on all sides of this, and it's shocking how much discrepancy there is. I worked with a team several years ago, and new hires were expected to be onboarded and contributing production code within a week. And, because they had great (tested, up to date) process documentation, it was possible. I've worked with other teams where it can take calendar weeks just to get something functional on a machine that doesn't belong to entrenched developers. This is a massive waste of time and money, but few people seem to understand the impact. They'll take weeks to hire someone wanting them to "hit the ground running," when, in fact, it'll be at least another calendar month before that person is productive.

I can't speak to all forms of technical writing, but I've seen the impact of good and bad writing primarily around process documentation, and the impact can be either very good, or very bad. 

Jason Hibbets says the ability to communicate through writing is essential in any profession:

Mastering the basics is the first step. Spelling, grammar, and punctuation are fundamental skills that lay the groundwork for effective writing. Once these are in place, you can build on them by learning advanced skills like HTML, Markdown, and adhering to style guides. And, of course, always be a champion of the Oxford comma!

To put it in perspective, let's compare writing to mathematics. We first learn the fundamentals of math before we’re introduced to tools like calculators and spreadsheets that make advanced calculations more efficient. Writing works the same way: Master the basics, then utilize tools to help you work faster, more efficiently, and with better accuracy.

Don't be afraid to embrace and experiment with writing tools, whether it’s Grammarly, HTML editors, or assistive AI technologies. These can refine and enhance your original work, helping you communicate more effectively.

Finally, seek feedback. Whether it's during quarterly reviews or monthly check-ins, make it a point to ask for specific feedback on your writing and communication. Create a safe space for honest, constructive criticism so that you can continuously improve.

Ashley O’Brien isn't afraid to rewrite to get it right:

I often face perfectionism and imposter syndrome when I'm writing at work. To anticipate my limitations and evolve my writing practice, I am always on the lookout for practices and tools to streamline writing for work.

As an aspiring leader, I am always focused on writing that helps people "do" something. For requests and decisions, I use the Bottom Line Up Front (BLUF) method to keep messages direct and engaging. This method helps me write informal messages, address urgent matters and engage hard-to-reach audiences.

As a collaborator, I strive to meet people where they are. When sharing innovative ideas in  presentations and pitches, I find inspiration in the Decker Grid System. Combining key points, actions and benefits with Stories, Humor, Analogies, References and quotes, Pictures and visuals (SHARP) provides a rhetorical balance that is meaningful and powerful. I recommend this method when drafting strategic plans and research reports.

Writing is both challenging and comforting in my work. I love writing to balance my perspective with the views of others. I often leverage Brene Brown's Sh*tty First Draft (SFD) mindfulness practice. I recommend drafting difficult emails to revisit with renewed perspective the next day. I know what I've written is a SFD when I feel anxious about the response I might receive.

Dave Johnson recommends you write technical documentation for your future self. Make it good enough that you can rebuild everything after completely forgetting how it all works.

Melissa Reeder says to consider using an executive summary for longer documents or when you need to convey multiple points or details.

Lisa Meredith recommends you keep the focus on Good Writing, specifically, clear, concise, and relevant writing is more likely to be read.