How to Write Fast Under Pressure

Philip Vassallo

• Publisher: AMACOM
• Year: 2009
• eBook ISBN: 9780814414866
• Topic: Business
• Subtopic: Business Skills
• Index: Business

Anyone who regularly deals with work-related writing deadlines knows the kind of paralysis that can take over when there's too much to accomplish and not enough time to compose a clear sentence. This indispensable guide reveals the easy, efficient, and confidence-building four-part process for keeping up and being productive--even under tight time constraints and concentration-sapping obstacles. The key lies in the mnemonic DASH: Direction--hitting the ground running with a sense of urgency; Acceleration--writing on the fly with a "beat-the-clock" mindset and an attitude that prizes volume over perfection; Strength--holding fast in the midst of chaos by employing a sensible quality control system and creating an environment conducive to writing; and Health--assuming a proactive stance by prioritizing work and preventing emergencies to minimize future pressures.Filled with helpful tools and time-saving techniques, How to Write Fast Under Pressure reveals how this immediately usable approach can help anyone can break through writer's block and write faster and better to meet any deadline.

CHAPTER
1

DASH—Getting
to the Task

You’re at your desk writing a proposal for a key client—a project your boss has just dumped on you and that was due yesterday because he sat on it all week. Meanwhile, all you can think of is that sales report your boss’s boss expects on her desk from you by the end of the business day. You can’t finish that project because one of your teammates hasn’t run the month-end operating expenses that you need to analyze in the report. The e-mail inbox shows 14 new messages in the past 20 minutes. The electricians are snaking cable through the ceiling tiles, conjuring the image of a pack of rats burrowing through an overhead tunnel. Someone walks past you with his mobile phone blaring the William Tell Overture. Two colleagues whose work areas are nowhere near yours have decided to set up camp right in front of your area to argue over what picture should win the next Academy Award. It’s past two o’clock and you haven’t eaten anything all day. It doesn’t help that a nagging migraine makes your head feel like it’s going to explode. The computer monitor becomes increasingly blurred. An incoming fax screeches its way through the machine rollers. The photocopier down the hall is pounding incessantly. The road department is drilling on the street right outside your window, and you’re sure the vibration of those jackhammers rates at least a 7.0 on the Richter Scale. An incoherent announcement screaming through the intercom—something about ignoring the intermittent howling of the fire alarm—makes you imagine some infathomable fingernail torture. In come 11 more e-mails—most of which you’re sure have nothing to do with you, but which you must open just in case they are for you. You remember that you have to get back to two vendors, three clients, and four teammates about a major engagement that affects everyone’s timeline. A manager saunters by and says, “Since you seem to have some time on your hands, would you mind helping me carry these cartons into the storage room?” Before you can indignantly say, “Excuse me,” in walks a vice president asking, “Do you have a copy of yesterday’s meeting review? I can’t seem to find mine.” You turn beet red and erupt in a primal howl: “Arghhhhhhhhhhhhhh!”

If you’ve read the previous paragraph with the distinct feeling that you’ve been-there-done-that and that you can use some help in dealing with such situations, then you’re reading the right book. How to Write Fast Under Pressure focuses on dealing with time pressures resulting from writing in all sorts of situations and in all kinds of environments—especially when the writing is due yesterday!

Work-Related Writing Situations

Far more people actually write for a living than they’d care to admit—or realize. You do write for a living if you spend most of your workday at the computer as your brain directs your fingers to request, respond, report, explain, analyze, evaluate, justify, troubleshoot, summarize, or propose. True, you might not fancy yourself a writer in the sense of being a novelist, playwright, news reporter, or biographer; however, you actually spend as much of your day processing words as any of these writers.

In fact, you might have far greater demands on your time than the so-called professionals. Perhaps you manage multiple writing tasks for varied readers, creating proposals for a steering committee whose members represent diverse interest groups, such as Production, Sales, Purchasing, and Finance. Or maybe you write rootcause analyses that need to pass through Operations, System Safety, and Internal Audit, all of which have unique concerns about business affecting events. Or you might have to crunch a 40-page audit report into a 250-word, one-page summary for review by the chief executive officer, chief operating officer, chief financial officer, and chief information officer—each one wanting a different 250 words! Regardless of the situation, few employees get a lot of time to craft such documents—they must write them on the fly.

Other challenging writing moments pop up whenever we’re not writing strictly by ourselves. For instance, writing for the boss’s signature demands a lot of reflection on style. The last time you wrote for her, she expected you to take an aggressive approach, but this time she’s asking you to pull back the reins. Sometimes she cautions you about using too much passive voice, but now she wants the exact passive style that you’ve tried so hard to avoid. What’s going on here? Such a situation can create confusion or, worse, shake your confidence and cause you to run behind schedule.

Writing collaboratively can lead to heaps of trouble, as well. Say your manager has assigned you to write the introduction and conclusion of a lengthy report, and he has pegged two of your teammates to write the body. You may feel virtually helpless until their completed sections come to you, so if they’re behind schedule, the time pressures on you will be huge. Making matters worse are the divergent writing styles that each teammate may use, triggering the natural tendency in you to deal with that discrepancy by editing for consistency of style before you even start on your writing task. Those early visions of perfection you harbored quickly become overshadowed by the specter of mediocrity—and you haven’t yet written your first word!

Writing Environments

Let’s face it: You are not living in a writer-friendly world. Human and artificial noises come to you in surround sound. The eyesores of clutter created by an office mate or, admittedly, by you yourself distract you from looking at a new writing task with a fresh pair of eyes. The office is crowded with folders, coffee cups, and keys belonging to no one and with people who shouldn’t be there. How can you meet deadlines in such daunting circumstances?

The mess of modern times is especially brutal on travelers, who try to get their writing done in public places like restaurants, buses, and trains or in air, rail, and bus terminals. Those loud mobilephone conversations, incoherent public-address announcements, screaming music, and 50-inch TV screens screeching pointless words from pitchmen and pundits plague you wherever you go. You can’t wait to get to your hotel room, where you’ll really have some quality quiet time to write. But by the time you check in and unpack your suitcase for that one-night stay, you surrender to the overwhelming temptation to turn on the TV and lie in bed for the rest of the night. You know that no time is better than now to knock off that proposal or report, yet you long for a good night’s sleep. Yes, the sandman beckons, and, what the heck, no one’s watching. You’re human, aren’t you?

The Need for a Sensible Approach to Writing Fast

This book aims to provide you with useful solutions to break through writer’s block, jumpstart the writing process, and stoke your creative flame. If you just can’t get started quickly enough, here you will find the tools to start writing right away. If you struggle through drafts, you will learn plenty of useful tips to write quicker than you already do. If you tend to put off writing assignments until the last moment, only to lament the quality of your finished draft, you’ll have a greater awareness of yourself to become more proactive—not only to get started sooner but also to anticipate and strategize for future projects that have yet to be assigned to you. These sound like huge claims, and they are. But they all depend less on this book than on you. The ideas in this book have worked for many people, including me, but you have to use them and have the right attitude when trying them.

Think for a minute about what it really means to write fast. What are we looking for in a fast writer? Words-per-minute typed? I doubt it. If we were, then professional typists and stenographers would be the fastest writers. Of course, some of them are fast writers, but I have met many who are not. That’s because typists and stenographers are copyists. They do not have to generate original ideas; they’re just repeating with their fingers what they’ve seen with their eyes or heard with their ears. When they have to create their own ideas, however, their word-per-minute count drops significantly, even the best of them.

As a case in point, an administrative assistant once told me (let’s call her Carmen) that she can type 90 words per minute but still has a hard time getting started when she’s on her own, and she wanted to know why. I explained to her that one thing has nothing to do with the other. Let’s do some simple math by looking at Carmen’s typical workday. She works nine to five, minus an hour for lunch and two 15-minute breaks. That leaves us with six and a half hours. Let’s discount another 30 minutes for the rest room, stretch breaks, natural fatigue, and idle chatter about the latest reality TV show, ballgame, movie, or work-related gossip. That brings down the productive work time to six hours, or 360 minutes. At 90 words a minute, 360 minutes yield 32,400 words, or the length of a short novel, in one workday. Moving along, if she works 240 days a year as most of us do (365 days in the year less 104 for weekends, 10 for vacation, 8 for holidays, and 3 personal or sick days), then she’s typing 7,776,000 words a year, or 195 novel-length books a year!

Sounds absurd, doesn’t it? You bet! Counting words is one thing, but producing them steadily is another. After these mindnumbing numbers sunk into Carmen’s reality, she exclaimed, “Gimme a break!” No one types that fast. And we write a whole lot slower, believe me. The truth is that we don’t reach anywhere near those kinds of numbers on any given day.

The issue of writing fast is far more complicated than dealing with sheer volume. For instance, an e-mail might take a half hour, and two reports might take five minutes, depending on the content, complexity, audience, and situation. In many people’s work, there’s no such thing as an average e-mail, letter, or proposal. Writing fast is not about typing fast; it’s about clearing your mind so that you can write as easily as you speak. Writing may not seem at all natural to you. After all, when we were at the evolutionary stage of walking on all fours, the ape in us saw our hands as a means of grabbing food for sustenance, punching our enemies for self-preservation, and feeling along the cave walls in the dark for safety. Then, some five thousand years ago, those imaginative Sumerians committed us to using our hands for creating permanent representations of our thoughts with their cuneiform, and we’ve never been the same since. Suddenly, we all became capable of “literacy.”

After five millennia, writing is natural, so much so that we have even adapted to instruments dependent on motor skills far finer than the hammer and chisel: pens, pencils, typewriter keys, keyboards, and pocket-size electronic devices. Like it or not, writing is so natural that it has replaced speaking in many situations—and we love it, even those of us who say we hate it. We send text messages, e-mails, and instant messages to our friends, families, and coworkers, and we enjoy the 24-7 availability of the Internet and the control we have over when and how and with whom we interact online, which electronic shopping cart we fill, which Web site questionnaire and application we can complete, and how we can get everything we missed during a rush-hour commute by viewing the same information on a 4-ounce, 2 × 4-inch BlackBerry or iPhone.

Now that many companies give their staff all these amazing tech tools, such as laptops and BlackBerrys, they exact a steep price for these “gifts”: greater availability and speed. Now there are no excuses. You have the tools, so get it done. The problem with this thinking is that more messages flood our laps and palms than we can reasonably handle with perfect quality. Efficiency supersedes quality in these situations. This is not necessarily a good thing, but it is what it is, and trying to stop the flow of messages is like a child’s attempt at emptying the ocean with his pail at the beach. Anxiety about writing is wasted time. Writing is not about cogitating; it’s about writing. It’s not about thinking of doing it but about doing it.

Having the Right Frame of Mind: The Fable of Mopey Moe and Speedy Didi

Meet Mopey Moe, a sad sack who has just gotten a job on the strength of his technical skills at WeCanDoIt Enterprises, a growing business. He knows how to talk the talk of his profession, but when it comes to writing, poor Moe is the sort of guy who laments, “I can’t write fast enough … I’ll get around to it sooner or later … If I do nothing, maybe this writing assignment will just go away … Writing just isn’t my thing … Writing this is killing me … They’ll tear this apart … I feel like such a waste!” On his second week at the job, he is staring at a blank computer monitor in front of him, and the e-mails are flowing into his inbox nonstop. He wonders how to answer one from an internal client whose one question causes him to ask two or three questions of his own. He probably should forward it to his boss, but she said in his interview that she would trust him to handle these situations on his own, so he doesn’t want to appear weak by asking her for help. In fact, she noted that the last person in the position should have been more assertive, independent, and proactive. Moe has her point front-stage-center in his mind. Now that he thinks of it, his failure to be proactive by using e-mail to troubleshoot issues in his last job probably caused most of those client complaints. Raising this matter with his boss would get him on the path toward career suicide. But if he does the right thing by asking the client an additional two or three questions to better understand his situation, how long will the client take before getting back to him? Maybe the client will go to someone else to solve his problem. There goes his value to the team and organization down the drain! Worst of all, maybe the client will write Moe’s boss to complain about how uncooperative, inefficient, and thoughtless Moe is, just like the last guy WeCanDoIt hired.

Stop! Moe, you’ve just wasted valuable minutes of your time doing nothing! A few more of these moments over the next few e-mails turn into huge chunks of time—minutes turning into hours—of unproductive fretting over a workweek. That’s where the writing time is going, Mopey Moe, and you know it. You are actually talking yourself out of doing your job successfully. The reason you’re sitting at a computer all day is that you’re a full-time writer, like it or not. If you don’t like it, then sell ice cream on a truck or install cable lines. There’s nothing wrong with those jobs, but if you want to stick around, then get over yourself and get started writing—whenever, wherever, and however you can.

What does this scene have to do with writing fast at work? Everything. What we do when we’re not writing matters a great deal to our writing efficiency. Meditate on writing, pray on it, daydream your way to writing productivity—whatever it takes. That’s w...

Table of contents

• Cover Page
• Title Page
• Copyright Page
• Dedication
• Contents
• Acknowledgments
• CHAPTER 1: DASH—Getting to the Task
• CHAPTER 2: Direction—Hitting the Ground Running
• CHAPTER 3: Acceleration—Writing on the Fly
• CHAPTER 4: Strength—Standing Fast in the Midst of Chaos
• CHAPTER 5: Health—Planning for the Unexpected
• CHAPTER 6: DASH—Keeping a Fresh Approach
• Index
• About the Author