Ten hidden gems for improving your business writing in 2010

Press ‘Enter' when changing trains

Here's a crackerjack way to improve your business writing now, without even reading the rest of this article (so if you're into instant gratification, happy birthday). Every time you change your train of thought when writing a document, press ‘Enter'. Proper paragraphing and the generous use of white space makes every piece, regardless of content or quality, look more professional.

Load more bullets into the chamber

No, don't shoot your audience, although you may be tempted to. Just use more bullets. Not only do bulleted points provide a welcome break from paragraphs, they also lull the reader into the sense that you've given a helpful summary. Readers always read the bullets. So give them what they want. (Bulleted lists also work very well in emails, because readers reply per point.)

Do not fear the ‘Low Priority' arrow

Imagine if those who plague you with 167 emails a day took the time to indicate truthfully whether each was High or Low Priority? Imagine if, instead of feeling compelled to respond to emails while in the bank or on the loo, you could leave the minor ones til later or - gasp! - tomorrow? There is no perfect world. But using the Low Priority arrow can make it more so.

Like proof-readers, do it backwards

Professional writers know that the brain can and does ‘auto-correct' its own mistakes, so that you don't see them the first few times you scan your text (but everyone else does and comes scurrying up, accusingly waving your document). This is why we proof-read backwards, from bottom of page to top of page, to zone in on the details. The brain can't auto-correct in reverse.

Exit your comfort zone: use a pen

Try writing your next document by hand. Hurts, doesn't it? Our writing muscles are getting lazy and arthritic, because we're so used to typing. But one of my favourite tricks for cutting down a long paragraph is rewriting it with a pen. You'll be amazed by what the fingers rebel against - usually the waffle and the redundancy - and you'll be able to streamline your masterpiece.

Dig a bit deeper into Microsoft Word

Editors despise Spell-Check because it allows our clients to get away with writing ‘pubic holiday' instead of ‘public holiday' - but there is still some hidden value to be found in Word. It's called Readability Statistics and it indicates the readability of your document in terms of the number of years of English education generally required to understand it. This means that you can tailor a piece for different audiences (factory floor, Exco) or for additional language speakers.

Here's how to activate this function so that, every time you spell-check a document, the relevant stats will be displayed in a neat little box and you can then tailor your text accordingly:

• Microsoft 2003: Click on ‘Tools', then ‘Spelling and Grammar'. Under ‘Options', activate the text box that says ‘Show readability statistics'. Press OK. (For Mac instructions, .)

• Microsoft 2007: Click on the Office icon. Go to ‘Word Options' and choose ‘Proofing'. Under ‘When correcting spelling and grammar in Word', select ‘Show readability statistics' and OK.

Exploit helpful (free) web resources

One of the great things about the Internet is that people who can't spell no longer have to keep a fat thesaurus in their top drawer, next to the whiskey. There are loads of reliable and credible sources just a click away, for help with grammar, spelling or style issues. Here's my top five list:

• Common confusions
  
• OneLook Dictionary
  
• Dr Grammar's FAQs
  
• Strunk & White (style)
  
• Web readability testing

Dive into a beneficial short course

In 2010 I predict that more marketers and communicators will choose to - or need to - embark on their own professional missions. I also predict that employees will have to prove themselves ever more multifaceted. One of the most affordable ways to up-skill or reminiskill (my own word) is via a short course. They offer ‘just-in-time solutions' so you can respond to immediate challenges and they help you to decide whether you're actually interested in a specific arena.

Reach out to a relevant freelancer

Often it makes more sense for me to outsource a service at which I'm not proficient, rather than spending my billable hours trying to make sense of it. Hence: my accountant. My graphic designer. My handyman. This year, delegate. Reach out to relevant freelancers and let them make your professional and personal life easier. It's cheaper. Quicker. Better for the economy.

Conclusion: give it time to simmer

Fusilli pasta is insufficiently lauded because we so often rush it and in doing so, ruin it. So apply my new Fusilli Rule to your writing this year, and give it the time it needs to simmer before doling it out. Have a few more tastes. Take as much time as you can to let it sit. Then, dish it up.