I had a terrifying moment on a flight last week.
A flight attendant suddenly crowed into the microphone that there was a “surprise” for us passengers.
Let me pause by saying that I’m not the best flyer. On the spectrum of regular business travelers to fearful hermits, I’m somewhere in the crowd of white-knuckle advocates of all things road trip.
So, believe me when I tell you that a “surprise” was the last thing I wanted mid-air.
In the space of that single word, my body instantly launched into panic mode. My hands started sweating. My head pushed stiffly into the headrest. My breathing stopped.
The attendant went on to say that the airline was offering a great deal. A credit card that combines the perks of miles and savings. I don’t remember any details beyond that – I was busy regaining feeling in my limbs.
We make the same mistake, don’t we?
Sometimes we say and write things without considering the impact our words might have on others. As a result, our readers are left to make sense of our words the best they can, which can lead to misunderstandings.
So, how can we improve our words to reach our audience as effectively as possible, whether in books or business communication? Here are three ideas.
1. Slow down.
Your timeline for every piece of important writing should include time devoted to reviewing your work. Resist the temptation to work right up to your deadline without letting your work “cool.”
With short but critical statements, give yourself 24 hours to revisit your work the next day with fresh eyes. With longer works like book chapters, give yourself days or weeks. In that time, you may become aware of a word or line that hits the wrong tone or could be explained better.
When I revisit a piece of writing without making any further changes, this is my signal that a piece is ready for the next step.
2. Let someone else read or hear your words.
Having something to say is one thing. Having something to say that is received well by your audience is an entirely different thing.
Case in point: A college hopeful used words in his entrance essay that implied a negative attitude toward his high school teachers. Forget the fact that the essay was well-structured. He was putting down educators, the very people who would judge his essay!
Luckily for him, he sought another set of eyes before submitting his final draft. Just a few changes in his choice of words shifted the tone of the essay from arrogance to confidence. (He got accepted.)
When writing a book, be sure to employ editors to review your work. Different editors help with different aspects of writing. A developmental editor considers the big picture, like organization, flow, and pacing. A copy editor or line editor works at the line level, revising aspects such as sentence structure, transitions, clarity, and redundancy.
After your editors, equally necessary is a proofreader, who makes sure your written delivery is free of any typos that would distract from your message.
Also, consider recruiting beta readers. Beta readers are people who review your manuscript for free ahead of the book release. They give early, honest feedback on how readers are responding to your words.
3. Be receptive.
Letting others review your work is useless unless you’re willing to consider their feedback.
I remember an executive who practiced a speech with me before a work function. I suggested that he replace a questionable joke, but he decided to keep it for laughs. The joke didn’t sit well with a colleague, who later complained. He resolved the issue well, but the incident could’ve been avoided if he had heeded another’s gut instincts.
You don’t have to accept every piece of advice. If you don’t agree with a comment, put it on the back burner and ask others. Employ the “two people in agreement” rule. If another listener, beta reader, or editor makes the same comment, then it’s a signal that you should reconsider.
The important thing is to resist arguing or taking offense. You may run into a beta reader with a personal ax to grind, but most beta readers aren’t out to get you. So give the benefit of the doubt and assume they just want to help you, even if they’re wrong. Handle negative comments with graciousness and humility, then say, “That’s a good point. I’ll take that into consideration.”
Taking these simple steps can go a long way toward determining the best choice of words and avoiding negative “surprises” for your audience.
Note: This was first published as a guest blog post by the Nonfiction Authors Association.
Speaking of traveling . . .
I’m excited to head to beautiful Burnet, Texas, this weekend to speak at the Hill Country Inklings Retreat. Nonfiction, fiction, and memoir writers will be there to breathe life into their stories and to learn about the publishing process. What an inspirational escape! Where are you finding your inspiration these days? Hit reply and let me know.