When we undertake a new project, it’s all too easy to become so engrossed in the task that we overlook the big picture and dive right into the details. The same missteps can also apply to writing. When we’re crafting documents—memos, letters, emails, reports (or school essays if we’re also students), we can overlook the point and miscommunicate our intended message. With communication increasingly taking place online, the mastery of excellent written communication has never been a more critical skill for success as managers and leaders. But writing is hard work, and we have only our words on paper or on the screen to represent us. The communication model that illustrates the movement of a message as it travels between sender and receiver demonstrates the serious hurdles of successfully making the point. Accordingly, to help readers overcome the challenges of written communication, and to see the big picture of the message as well as the supporting details, follow the four-step CODE process for writing success:         

Step 1: Create the Content — “C”

The first and arguably the most important step in developing a strong document is to build a foundation on which to stake a claim. For that process to unfold, we need to retreat to our brains for serious thinking because meaningful content is essential to the success of the project. Some people can’t see the big picture of an assignment, while others don’t pay attention to the details. But writing requires both: The forest, the big-picture message, is supported by the main points, and the trees contain details such as data, research, and stories.

Some considerations for creating content include selecting an appropriate topic that’s relevant and serves the document’s purpose, thinking both critically and creatively about the subject, conducting strong research, gathering data, synthesizing external and internal sources, and writing to the audience. The most important feature of the content is the thesis, the purpose for writing the document. The thesis is the document’s heart, the key that validates and supports its mission.

Content collection is complete when you have established your thesis (either you started with one when you identified your project, or you developed it out of your content gathering). The thesis, along with the supporting arguments, is the formational building block that helps prove your case and provides the genesis for the document. When you’re confident with your content collection, including your thesis, move on to organize content, the second step of document building.

Step 2: Organize the Content — “O”

The second step of writing persuasive documents is to group your content into logical categories. Review your thesis and main points and frame the content into section headings. A logical approach that your readers can follow might have the following construction:

• Paragraph Introduction
  • Opening statement of interest
  • Topic background
  • Thesis statement
    • Main points supporting the thesis
• Body Paragraphs (as many as needed to defend the main points supporting the thesis)
  • Topic sentence (which builds on the thesis sentence in the order that they are presented in the thesis statement)
  • Supporting content (which explains topic sentence)
  • Transition sentence to next body paragraph
• Paragraph Conclusion
  • Restatement or paraphrase of thesis statement
  • A brief summary of the body paragraphs
  • A close that attracts readers and leaves a clear message

The above template shows an example of how a short document might be constructed. Consider the length of your paper as well as other factors, such as type of project (a case study being one popular example) to determine if special circumstances are necessary in setting up the outline.

The carefully considered organization of your document provides a blueprint for readers to follow and helps to make your message meaningful. Accomplish your goal by exploring the thesis thoughtfully and defending it point by point in your writing. Check, too, that you’ve used all of your relevant gathered material. Once you’ve organized your content, you’re ready to write your draft.

Step 3: Draft the Content — “D”

Drafting involves weaving the content into the structure we created by writing paragraphs. A paragraph should focus on one point only and relate to the thesis. Every paragraph should also contain a topic sentence supporting the thesis and its main points, much like a mini thesis for that paragraph. In general, paragraphs consist of five to seven sentences with a beginning, a middle, and an end, and one paragraph transitioning to the next; however, a variety of lengths provide reading interest.

Introductions and conclusions are usually challenging to write, so a rough draft that serves as a temporary placeholder can be useful. Once your document is drafted by following the organization you created earlier, it’s easier to focus on crafting an engaging introduction and conclusion.

Executive summaries are often included with business reports, and like the introduction and the conclusion, drafted once the document has been written. Typically no longer than a page in length, the executive summary is like an abstract of the document accompanying it and helps busy readers determine whether they should merely skim the overview or study the entire document.

Step 4: Edit the Content — “E”

The last step of the CODE process involves putting the all-important finishing touches on a document in a clean-up operation. Two categories of editing that will make for excellent writing include editing for grammar and mechanics and reviewing the big picture of the document.

Grammar and mechanics errors reflect poorly on an author, so grammar tools such as grammar checkers, dictionaries, and grammar books are essential. This checklist is not all-inclusive but should include punctuation, typos, word spelling, subject/verb agreement, sentence fragments, word choice and tone, homonyms, and transitions as basics to master.

The other editing technique is a little broader in scope and involves getting editing help with peer reviews of the work, reading the work aloud to catch errors, allowing the document to simmer before submitting it, and creating checklists of document essentials. Of course, review each of the CODE steps to ensure that you haven’t neglected any part of your document requirements.

See It All

To avoid overlooking the forest or the trees of your project, ensure that you have gathered all of the relevant content, that you clearly understand the thesis you want to communicate, that you’ve organized your material in a manner that readers can follow, that you’ve drafted the content and included all key material in a logical order, and that you’ve edited out grammatical missteps. Employers tout excellent communication as a core business skill, and bad writing reflects poorly on the author. Follow these steps so that bosses and coworkers will take notice, and readers won’t get lost in your message. Make yourself stand out by beefing up your writing skills. Whether you’re delivering a brief memo or a lengthy report, your words on paper will represent you, and using the four-step CODE approach will help you achieve workplace success.

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Mary is the author of Teach Me to Write: Four Steps to Great Documents, available on Amazon. Reach her at Teach Me to Write, LLC.