How to Handle a Writing Assignment at Work
Understand the assignment., Identify the purpose of the writing., Decide what kind of document to write., Identify your audience., Gather the information that you will need to include in your document., Make notes as you go., Write a rough draft...
Step-by-Step Guide
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Step 1: Understand the assignment.
Ask questions until you are sure you understand what is expected of you.
Ask your boss, your colleagues, or whoever sent you the assignment. -
Step 2: Identify the purpose of the writing.
Will it inform, record, or persuade? Is it to size up a problem and chart a course, or is it a review of work already done? , How formal should it be? Can it be a quick email? Is it a large report or manual? Is it somewhere in between? Don't worry about length.
They really did stop counting words and pages back in school.
Focus on communicating what you need to say. , Are you writing for colleagues? Managers? Customers? Suppliers? Don't forget, especially with email, that your distribution may quickly expand beyond the original recipients. , Talk to coworkers, managers, and anybody else that you need to consult, whether in a formal meeting or not.
If it's appropriate to involve writers on the team, such as a technical publications group, inform them.
Include your own expertise.
If you were asked to write about it, it is probably because you know more about it than others.
Do research if the topic requires it. , These can be in any form that you want.
Don't worry if what you write now isn't neat.
Just get it written down and recorded.
Put the notes in order, if it will help you to write, but write the notes before you organize them. , At this stage, focus on writing something, whether it is organized or not.
If you find yourself missing information, mark it clearly and move on. , For a smaller project, this may mean just spell-checking and a quick rereading before hitting send.
Fill in missing information.
Organize your document.
Add clear headings to divide a longer document into smaller sections.
Ask others to review your work, as appropriate. , Unlike mystery novels, you do not want your audience in suspense.
Like an abstract in an academic paper, the executive summary should include the major points, recommendations, and conclusions.
Keep your audience in mind as you write the summary.
Some busy readers may read only the summary.
Others may use the summary to decide whether to read more.
Scale the summary to the document.
For an email, a clear, specific subject line will suffice.
For a lengthy report or manual, a few introductory paragraphs might serve as the summary.
Make sure your document and summary agree and that the document supports your conclusions. , Ask colleagues to review your work.
If this was a small assignment for a small audience, send it in and get feedback for next time. , -
Step 3: Decide what kind of document to write.
-
Step 4: Identify your audience.
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Step 5: Gather the information that you will need to include in your document.
-
Step 6: Make notes as you go.
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Step 7: Write a rough draft.
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Step 8: Rewrite and edit your work.
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Step 9: Put a clear
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Step 10: succinct summary right at the top.
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Step 11: Get input.
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Step 12: Make final corrections
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Step 13: submit or publish the document
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Step 14: and take pride in a job well done.
Detailed Guide
Ask questions until you are sure you understand what is expected of you.
Ask your boss, your colleagues, or whoever sent you the assignment.
Will it inform, record, or persuade? Is it to size up a problem and chart a course, or is it a review of work already done? , How formal should it be? Can it be a quick email? Is it a large report or manual? Is it somewhere in between? Don't worry about length.
They really did stop counting words and pages back in school.
Focus on communicating what you need to say. , Are you writing for colleagues? Managers? Customers? Suppliers? Don't forget, especially with email, that your distribution may quickly expand beyond the original recipients. , Talk to coworkers, managers, and anybody else that you need to consult, whether in a formal meeting or not.
If it's appropriate to involve writers on the team, such as a technical publications group, inform them.
Include your own expertise.
If you were asked to write about it, it is probably because you know more about it than others.
Do research if the topic requires it. , These can be in any form that you want.
Don't worry if what you write now isn't neat.
Just get it written down and recorded.
Put the notes in order, if it will help you to write, but write the notes before you organize them. , At this stage, focus on writing something, whether it is organized or not.
If you find yourself missing information, mark it clearly and move on. , For a smaller project, this may mean just spell-checking and a quick rereading before hitting send.
Fill in missing information.
Organize your document.
Add clear headings to divide a longer document into smaller sections.
Ask others to review your work, as appropriate. , Unlike mystery novels, you do not want your audience in suspense.
Like an abstract in an academic paper, the executive summary should include the major points, recommendations, and conclusions.
Keep your audience in mind as you write the summary.
Some busy readers may read only the summary.
Others may use the summary to decide whether to read more.
Scale the summary to the document.
For an email, a clear, specific subject line will suffice.
For a lengthy report or manual, a few introductory paragraphs might serve as the summary.
Make sure your document and summary agree and that the document supports your conclusions. , Ask colleagues to review your work.
If this was a small assignment for a small audience, send it in and get feedback for next time. ,
About the Author
Megan Thomas
A passionate writer with expertise in cooking topics. Loves sharing practical knowledge.
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