One of my duties of my full-time copy writing job is teaching a business writing class to my coworkers. Amazingly enough, it’s turned out to be a popular training class. From the feedback I’ve received, it seems that most people don’t give writing much thought, especially business writing. To most, writing is writing; it’s just stringing words together with some punctuation thrown in now and then. What I’ve tried to emphasize in my class is that business writing is a different animal from the type of writing we’re taught in school or pick up when we enter the professional world.

I can only speak for myself, but when I was in school wordiness was king. I would go on and on in reports and essays in an attempt to hit my word counts. The material I wrote about didn’t really serve any purpose, it was just getting what I thought the instructor wanted on the page and get my grade. (Note: this is referring to standard classes where reports and essays were the norm. This does NOT apply to the writing classes I took. That was a different beast altogether.)

Business writing, however, is about being direct, specific, and clear. There’s no need to fill space with wasted words or erroneous thoughts. In a professional environment, writing is about making money, not making a good grade. So with that in mind, here are some tips for becoming a better business writer.

1. Less is More – People are busy and don’t want to spend too much time reading a bunch of useless text. They want you to make your point and move on. This means you should avoid all the “synergy” and “thinking outside the box” jargon and be clear. Most people to rely on catch phrases and the jargon of the day are either filling up space on the page or trying to sound more intelligent than they really are. Big words and catch phrases have their place, but overusing them loses your reader.

2. Draft – Don’t spend too much time thinking about your first draft. No one is going to see it but you. Just focus on getting all your thoughts on the page. You can clean it up on your next go-round.

3. Revise – I always emphasize the importance of putting away that first draft for a breather before revising. A couple of hours is great; a day is even better. Reviewing your text after taking a break allows you to see it with fresh eyes. It also helps to read it out loud as you revise. Hearing the words helps you to view the text as your potential reader would.

4. Be Professional – There’s a difference between being professional and being formal. Formal is great in an introduction letter, but it can go too far. Professional is a bit more relaxed, but not too casual. Use common sense when writing to a colleague or client. If you want to be treated like a professional, present yourself as one.

5. Be Direct – Don’t hem and haw when writing a letter; get to the point immediately. Most people don’t want to read three paragraphs of text before finding out what it is you want from them (or want them to do). State your point at the beginning, then you offer up the supporting information.

6. Don’t Give Too Many Choices – If you want someone to do something, give them options, but not too many. Every situation is different, but a call to action needs to be direct. If you think you’re company should sign with a new vendor, say so, then give two or three options. The more choices a person has, the harder it is for them to decide.

7. Reference Materials – Don’t be afraid to use a dictionary or thesaurus. It doesn’t matter if it’s paper or electronic, make use of them in order to avoid mistakes and to give yourself a chance to better express yourself. I’ve been writing professionally for almost twenty years, but I still bust out my reference books (dictionary, thesaurus, style guides, etc.) on a regular basis.

This is just a general overview, but I hope you find these tips helpful. Remember, business writing – like any other type of writing – takes practice, but in the end you’ll benefit by coming across as professional and intelligent. Heck, you may even score a promotion.

RB

On average, I’d guess that I tend to read anywhere from ten to twenty books a year. Not a bad number, by any means. But the other day I got to thinking about all the books I’ve read. I mean, the total must be in the thousands, but out of that number, only about a hundred or so really stick in my mind. You know the ones I’m talking about:  the stories that resonated in your memory for days afterward, that changed the way you thought or felt about something, the ones that you had to go back to  read again and again.

I still have a few favorites that I go back to when the mood strikes me, books that stuck with me after repeated readings. One of the first books I ever read on my own was Shel Silverstein’s Where the Sidewalk Ends. As a kid, the poems seemed borderline adult, so there was a sense of doing something wrong by reading them. Poems about eating boogers and eating babies and hugging (gross!) were not what a six or seven year old should be reading, right?

Whatever.

Shel was able to make me laugh, make me think, make me dream…and I still read that book at least once a year.

A few other early reads that I can’t shake are The Hobbit and Siddhartha. The Hobbit was the first fantasy book I ever read, and it set the tone for the majority of my later readings (including the Lord of the Rings trilogy). Middle-Earth is embedded in my imagination, the Shire, Mirkwood, Smaug…it’s still as clear as day, and I bet I could draw a map of Bilbo’s journey from memory.

Siddhartha, on the other hand, was the first grown-up novel I read. Believe it or not, but I read this book when I was nine years old. I won’t claim to have understood all the themes, but the story of the Buddha’s awakening was fascinating to me, and was the catalyst for my questioning of everything spiritual. I read the book several more times through high school, but it was in my mid-twenties that the story finally hit home for me. I think I somehow knew there was more to the story and that I just wasn’t getting it, so I kept coming back to those (now) yellowed pages. Buddhist philosophy changed how I see the world, how I embrace life, how I deal with tragedy. It was a game changer that I continue to read on a fairly regular basis.

There are other books and stories, of course, but far too many to name them all here. However, a few that bear mentioning are:  Night Shift (King), The Wind from the Sun (Clarke), Zen and the Art of Motorcycle Maintenance (Pirsig), The Nose (Gogol), Tales of Mystery and Imagination (Poe), At the Mountains of Madness and Other Novels (Lovecraft), Catch-22 (Heller), Slaughterhouse Five (Vonnegut), 1984 (Orwell), Leaves of Grass (Whitman), and Fahrenheit 451 (Bradbury).

Again, this is only a few…and it sometimes amazes me that I’m able to read anything new when I still go back to these old friends. Yes, even though I know how the story (or stories) end, it’s the magic of the prose that brings me back time and time again.

RB

Where do you get your story ideas? I’ve seen that question asked on numerous message boards, and I’ve been asked that by both aspiring writers and the curious non-writers. My standard answer for the latter is, “from everywhere.” For the aspiring, however, the answer is a bit more detailed.

What I’ve found is that ideas spring from everywhere. The trick is to keep up with them. As I’ve mentioned before, I keep a journal, which is a perfect place to keep track of and work on fleshing out story ideas. I also keep a running “Story Titles” document on my computer. It’s basically a couple of pages broken into two columns of potential story titles. Sometimes when I feel like experimenting or working on something new, I’ll open the document and scan the titles until something jumps out at me. Then using that as a prompt, I write. It’s fun, it’s challenging, and it keeps the creative muscles toned.

The titles themselves are also an exercise in creativity. When I’m feeling uninspired, I’ll open the document and come up with some random titles. It could be a couple of works that stuck in my head from a book I was reading, or maybe from some song lyrics. Other times it’s some random words I string together. I don’t remember when or why I started doing this, but it’s worked out well for me. I’ve written several short stories based solely using a Story Title prompt.

Keeping a journal, or at least a pad of paper and pen, next to the bed it another great way to harness ideas. I’ve woken from many a dream with a fragment of story floating around in my head, and I quickly turn on the bedside lamp and scribble some quick notes to read in the morning. More often than not, the ideas are viable and interesting. On more than one occasion I’ve had to question what the hell I was dreaming about. There’s some weirdness afoot in the wee hours of the morning, and my subconscious sometimes pushes the envelope.

A writer has to always be aware of their surroundings, their thoughts, their dreams, and they should always be prepared to take note of even the simplest of ideas. Anything and everything can be the spark that ignites a story. Constantly seek out and explore the unknown, read everything, watch movies, meet new people, talk to strangers, read the news. The world is your inspiration. Embrace it.

RB

I read a discussion yesterday regarding how some authors find writing to be a chore. There were some interesting comments, which I won’t rehash here, but the consensus opinion was that writing can be difficult, but if you consider it a chore then you’re doing it wrong.

In all my years of writing – both as a freelancer and fiction writer – I’ve found the craft to be both exhilarating and frustrating. The times when it feels like work, when I’m struggling to get words on the page, are the times I’m out of The Zone. Writing is creating, regardless of whether it’s fiction or non-fiction. I’m pulling words out of thin air and stringing them together in new and (hopefully) interesting ways. Work is something you do to make money. Writing is a creative process. It’s that simple.

Sure, I write for a living. I write dry insurance copy during the day, freelance in a variety of areas in the evenings, and work on fiction in between. But regardless of what I’m working on, I always try to look at it as a creative process. When I stop doing that is when I struggle. That’s when I get up and walk around, maybe grab a random book off the shelf to read a random passage, go outside and watch my dogs play, fiddle about in my garden. The distraction allows my mind to wander a bit, to think about what I’m working on in an offhand way, reset the barometer, as it were.

This isn’t to say that I’m never at a loss for words. There are times I have to work at getting the words right, or even how to get started, but it’s always easier to work on a project when I’m in the right frame of mind.

All writers approach their craft in their own unique way. What works for you may not work for me, but I think that regardless of what you’re doing, the right frame of mind is essential. Whether you’re writing about agricultural futures in the lower Congo or a space battle off the arm of Orion, it all boils down to creativity. If you think it’s work, it will be.

RB

I came across this quote earlier and thought I’d share:

“You think your pain and your heartbreak are unprecedented in the history of the world, but then you read. It was books that taught me that the things that tormented me most were the very things that connected me with all the people who were alive, or who had ever been alive.” – James Baldwin

Why do writers write? Other than to get paid, do we really get anything from performing our craft? Is it all about chasing the next paycheck? Is it for that long-shot at fame? Seeing our name in print? Insanity?

I believe that most writers get into the game because they have a need to write, to tell a story or paint a picture with words, and initially we all think we’ll be the next Great American Writer.  While we’re furiously pounding away at our keyboards or wearing pencils down to the eraser, we see the goal out there in the murky distance, the image of a hardback book at the local Barnes & Nobles with our name emblazoned on the front cover. It is the proverbial carrot dangling from a stick. We are the mules.

Eventually, however, we come to realize that perhaps that dream is out of reach, at least in the ways we imagined, so we push it to the back of our minds and continue our work with words. Some of us get lucky and pick up jobs where we can actually write for a living. For the others, it’s a monotonous nine to five job and late nights spent in front of the keyboard. Either way, we continue because we can’t refuse The Call. And still, even when we are blocked or feel like giving up, that vision of fame persists in the back of our minds.

I don’t mean for this to sound shallow. While I feel that fame is one of the driving forces – every writer wants to see their name in print – it isn’t the only reason. Some writers do it for money, some just because they driven to do it, but in the end we all want to see our name on that book jacket. We all want to open the newspaper or go online and see our name on a best seller list. It is a noble dream. To be known, to be read, to be remembered.

What drives me to continue writing is a desire to connect to people, to make them think, to make them feel, to give them an alternative view of something. This isn’t to say I’m opposed to getting paid or seeing my name in print. I’m lucky enough to work as a full-time copywriter, but I still work on fiction and poetry. Why? Because even though I’ve had a non-fiction book published, I still want to see my name on the front cover of a novel. I still want to see my name on that bestseller list. But when it comes right down to it, I’m happy just to see my name in a byline.

All I really want is to know that my words are out there and that someone has read them. That is satisfaction.

RB

One of my favorite college classes was Written Argument & Persuasion. The reason was that it was the first writing class to challenge me, to force me to go outside my comfort zone. Before this class, my experience with writing instruction was a very easy Freshman Composition class. All it took to pass that one was getting five-hundred words on the paper. Sure, I worked at it, but I didn’t have to work hard to get my “A”.

WAP (because it’s easier to abbreviate) was fun. I remember that for our first writing assignment the instructor asked everyone what they wanted to write about. Of course, we all picked topics we knew about, were comfortable with, or that we felt strongly about, and we wrote them next to our name on a sheet of paper that was passed around. Once the instructor had the paper in hand, he called on a random student.

“So, you chose to write about why marijuana should be legalized?”

“Yeah, man,” the student replied.

“Okay, now you’re writing about why it shouldn’t.”

And he did this to all of us. The young woman who wanted to write about keeping abortion legal had to write about why it should be illegal. The guy who wanted to write about how dogs should be spayed or neutered had to write about why they shouldn’t. And so on.

What I remember most from that first class is the resulting surprise and alarm. Some students were upset about their reversed topic, and a couple even refused to change topics (they later dropped). But the rest of us completed our assignments.

The instructor did this to us one more time, then began giving out topics that he chose. I guess you can only fool college students twice.

But even though everyone, including myself, was shocked by having our initial topics turned upside down, we eventually rose to the challenge. By the third or fourth assignment, I could feel my creative muscles flexing, and I began to see both sides of every issue. I wanted harder topics, things that completely went against my moral or ethical code. I wanted to be pushed harder just so I could see if I could produce a compelling argument.

When it was over, I wanted to take the class again, but didn’t have the time or money. On the plus side, the things I learned in that class have paid off in my professional life. I’ve written for a variety of publications, even if the topic or subject matter wasn’t something I cared for or believed in. WAP taught me that a good writer can write about anything. I now know how to push myself, how to see the other side of an issue in order to tackle an assignment in a convincing way. Persuasive writing is an important tool in a writer’s toolbox.  If you have the opportunity to take a course like this, I highly recommend it.

RB

I’ve written about rejection on at least one previous occasion, but I thought now would be a good time to once again touch upon this subject. Why, you ask? Well, it’s because I’ve been having trouble getting one of my stories accepted for publication. Repeatedly. For almost a year now. It’s frustrating. I need to vent.

Accepting rejection (unintentional oxymoron) is part of being a writer. In my case, I have a file folder filled with the rejection slips that don’t fit on my “Wall of Rejection” cork board. Yes, I keep them all as badges of honor. The form replies are a dime a dozen, but my favorites, or at least the ones that I cherish, are the personal responses. The simple fact that an editor or reader took the time to scribble or type out a note of encouragement or suggestions for improvement are valuable and motivate me into not giving up.

By the same token, they can also be annoying, especially when they are vague. The journey of the story I mentioned above is a perfect example. It’s a science fiction piece with a Native American as the protagonist. He is the last surviving member of his tribe who has followed his late grandfather’s instructions to become an astronaut. But now that he is, he no longer knows his purpose and seeks answers in the darkness of space. Eventually, he does find what he is looking for in a bittersweet ending.

The problem I’m running into is not necessarily that the story is being rejected, it’s that the rejections I’m receiving almost unanimously state that, “I really enjoyed your story” or “This is a great piece.” Okay, great. Thanks. This is then followed by, “but it’s now quite what we’re looking for” or “it just didn’t grab me.” Okay. So apparently it’s missing some “oomph”, but what exactly is that? If the story is “great” with “good character development” and “and unique plot”, then what the hell is missing?

From a writing standpoint, that makes me bang my head on my keyboard. Without specifics, I have no idea what it is the story lacks. I’ve reread it a dozen times. I’ve had friends and coworkers read it. No one can seem to figure out what it is that the editors are referring to.

Maybe it’s just the vagaries of the publishing industry. I had a story published last October that had sat on my hard drive for almost ten years before I could find the right market for it. Maybe this is a similar situation. I take a bit of license with Native American creation myth in the story, but it’s a work of fiction and that shouldn’t be a problem. I just don’t get it.

But at least I’m receiving personal replies. That means the story is being read and is being noticed.  I chalk that up as a point in my favor. And I’ll also keep sending the story out until someone either figures out what exactly it’s missing or embraces it as the next Hugo or Nebula winner in the Short Fiction category.

Fingers are crossed.

RB

I’ve been keeping a journal for about twenty years. Well, it’s not the same journal, obviously, otherwise it would be three feet thick. What I mean is that I’ve been writing in some sort of journal…originally just spiral notebooks, then when I started making a little more money and wanted to class things up a bit, leather-bound journals. I’ll admit that I don’t write in them every day, or even on a consistent basis, but it still gives me a certain level of comfort to know that my book is there, waiting for me, whenever I need it.

I’ve always written my thoughts out on paper. It’s always seemed the best way to work things out, to come to grips with some issue, or even just to vent. But it wasn’t until I was in my early twenties that I started keeping a notebook for this specific purpose. I’m sure I had a reason, or maybe it was just what was available at a moment when I really needed to write. I do recall it was a low period in my life when I was living alone, barely making ends meet, and struggling to find my path. I filled pages and pages with angst, both real and imaginary, and it helped me to cope.

I pull the old journals out of my footlocker every so often and scan back through them. It gives me perspective on things, allows me to see how much I’ve grown and changed, and also reminds me of things I still have to work on. Mostly, though, I cringe when I read those old scribbled lines, remembering how lost I was, how I had no idea what to do with my life. I remember how I felt back then and understand the confusion and disassociation I felt, but it’s still awfully embarrassing to see how immature I had been.

But then scanning through those old notebooks also allows me to see my own character arc, to see how not only my writing changed, but how I changed. I can see how my view of life, my hopes and fears and aspirations, developed. In a way, I was writing my own story. And no, it’s not worthy of a autobiography, or even a creative non-fiction piece. My life was boring, and the angst I felt was nothing more than a cliche. Or at least, that’s how I see it. On the other hand, I might very well mine a few story nuggets from some of my misadventures. Nothing grand, I assure you, but there still might be something in there worthy of a short story.

As for my current journaling, well, it’s fallen by the wayside. I still keep one on my nightstand for when I feel the need, but it doesn’t come as often as it used to. With the other writing I do – my nine to five job, freelancing, short stories – I find my mind is too preoccupied by other endeavors to focus on a journal. My entries have dropped from daily to a couple of times every few months.

The other reason I don’t write in my journal as often is that, well, I’m happy. My journal has always been my confessor, my therapist, but that was also when I was lost and confused. Now that I’m on the path I was looking for, I’m doing the things I wanted to do, I don’t find I have the need to vent as often. I know I should…it would probably still be good to do a mind dump every so often and clear the pipes, so to speak.

But then, what would I have to blog about?

RB

Cardboard characters have been the undoing of many a good story. It’s the result of a writer focusing on  telling the story and not paying enough attention to making their characters real. The players need to be alive, flawed, and genuinely human. Characters need to be three dimensional, living, breathing, full of emotion and life. I’ve read a few stories where the protagonists are nothing more than automatons, stiffly going through the motions without any energy. I like it when a writer adds nice little quirks and actions that help to subtly define a character.

An example would be to have a character straightening things up while some other main action is taking place, like during a heated conversation with another character. Some writers would simply have two talking heads…the conversation going back and forth with a, “he said” and “he replied.” Instead, have the characters move, fiddle with things on a table, straighten up the living room. In this way you can show repressed emotion, unspoken anger, OCD. If nothing else, it shows that your characters are alive and real, not two-dimensional cutouts on the page.

For inexperienced writers, adding life to their characters can seem daunting, but it doesn’t have to be difficult. The first thing to realize is that you don’t have to create a character from scratch. Second, character models are all around you…your family, friends, coworkers, even strangers that you observe at a restaurant or in the mall. Third, have fun.

I’ve found that in most cases the characters create themselves. Well, the more accurate statement would be that my subconscious automatically creates them without too much effort from my conscious mind. I’m sure it’s different for every writer, but generally I get some sort of story idea and play around with it in my head for a while. As the basic premise comes together, the character (or characters) form, too.  It’s organic, one builds off the other.

But where to they really come from? From all the people I know, the people I see on T.V. and in the movies, from people I see on the street or sitting at the next table in a restaurant. My mind picks up on these things, not consciously, but all these little details get caught in the subconscious filter. At some point, my mind shakes out the filter and puts all these random pieces together like a jigsaw puzzle (without the cover for guidance).

I think this is why my characters end up being so varied. My protagonists are not universally white males. I’ve written about women in their eighties and teenage girls, I’ve written about Native Americans and Hispanics. I don’t think I consciously choose my characters age, gender, or ethnicity. It seems like, as I mentioned above, they organically grow as part of the story. I don’t put much effort into thinking about who they are, why they act they way they do. Another example is a story I finished writing earlier this year. It started out as just a man standing in the desert, but evolved into a Native American coming to grips with his past and his destiny among the stars. I didn’t plan it, the story just happened. I think that’s the way it should be.

Characters, like it or not, should be a part of you and should develop naturally as part of your story. Don’t put too much effort into it ahead of time. As you write the character will develop, evolve. Just remember that a lifeless character, one that is forced, is going to kill your story. A real character, one that you allow to come forward naturally, that you allow to move and live and breathe, is the one that will carry your story.

RB