Our personal communications is as vital to our success as our marketing and sales strategies, maybe even more so. The way we present ourselves to the outside world says more about who we are personally and professionally than any strategic plan. More often than not, what we do and say can either help our business or hurt it. For evidence of that, you only have to look at public figures like Roseanne Barr to see how swiftly things can change with one poorly thought out comment.
That’s why it’s important to learn self-editing techniques. Self-editing is the process of reviewing, revising and correcting your own communications. It is similar to the self-editing process for a manuscript, except it is geared toward social media, emails and correspondence, such as cover letters.
A poorly worded email can make you look ignorant, while a well-crafted letter written in an angry tone can make you look unprofessional. Neither one will help you achieve your business goals.
What you say – and how you say it – gives the recipient a clear idea of who you are. Further, what you say or write may not always be exactly what you mean. Ever write something that sounded fine in your head but when you or someone else read it back to you, it didn’t have the same meaning? Somehow the meaning got lost in the transition from your head to the paper or computer.
More important, what you write or say can have lingering and sometimes devastating impact. One poorly thought out tweet posted in a knee-jerk reaction can cost you clients and customers. In conversations, what you blurt out cannot be taken back. Ditto with social media and emails. Once it’s out there, you can’t get it back, and the damage to your business and reputation is already done.
We are all guilty of these communication miscues, but there are ways to refine our skills to prevent this from happening too often. I’m just as guilty as the next person, so I’ve learned from my experience to self-edit my interpersonal communications with the same attention to detail as any writer would a manuscript for publication.
Before writing that cover letter or email to an upset customer or responding to someone’s Facebook post, take a few minutes to follow these tips to self-edit your communications.
Step 1. Using a note pad or blank sheet of paper, write everything down that you’d like to say. Spill your guts. By putting it all down on paper, you won’t be in a position to hit Send or Post right away. If you’re angry, or upset or excited about a situation, writing your ideas down on paper first will help dispel some of that emotion.
Keep in mind that you will not use everything you write down in your final correspondence. But just like writing a novel, it will help you get all your ideas down first. Then you can edit it later.
Step 2. Set the letter aside for a few hours. Let it simmer on the backburner. Go and do something else for a while – head to the beach, play basketball, take a nap, watch a movie, anything to get your mind off the letter. Your emotions will simmer down by then too so you will be able to think more clearly.
Step 3. Come back to your letter after sufficient time has passed. I recommend at least a day if you are truly upset about something. Otherwise, a few hours will be sufficient. Review what you have written. Underline or highlight the important points you want to make that still ring true. Keep it to only two or three points however, so your final letter won’t be overly long.
Step 4. With a red pen, cross out the sentences and sentiments that do not belong, things you wrote in anger or excitement, or extraneous content that does not add value to your letter. Whatever is left can be reviewed and edited for appropriateness or to help you support your key points.
Step 5. Rewrite your letter, email or social media post with the highlighted information left over from your draft. Chances are it will be more concise and less emotional than before. That’s a good starting point.
Step 6. Review again for spelling, grammar and punctuation. Misspelled words shows carelessness and lack of attention to detail. It also shows you didn’t take the time or didn’t care to proof your work.
Step 7. Pay attention to the tone of your letter or email. You want to come across as professional, clear-thinking. Although if you are writing a letter to support a cause or persuade someone to take action, a little emotion may be necessary. But don’t overdo it.
Step 8. Avoid personal attacks. Focus on the issues you are writing about. There are ways to express dissenting opinions rationally and intelligently without resorting to personal insults, which only makes you look bad.
If in doubt about your ability to self-edit your personal communications, have someone you know and trust proof it for you.
This same process holds true for social media posts. Write down what you want to say on paper first, set it aside for a few hours, then come back to it. You may decide to tone it down, revise your comment or not post it at all. There is no reason to respond to someone’s comment on social media right away. Buy yourself some time and put thought into your response. What you say and write reflects on you, for good, bad or worse.
Self-editing is an important part of the personal communications process. By following these simple steps, you can communicate with colleagues and customers with greater confidence and integrity, and they will see you as someone with whom they want to do business.