In the past, colleagues have approached me asking for help to become better writers. Why do they think I’m qualified? Aside from writing dozens of papers, scripts, sales sheets, articles, ads and brochures for my employers, I cannot resist editing whatever is put in front of me. It’s my catnip – and they know it.
Since I am fascinated by the act and art of writing (and inclined to share some hard-won knowledge), I’m responding by writing a blog post about writing blog posts for would-be blog writers. Very meta.
While working at Spinnaker Support, I averaged 50 blog posts a year – and that was well before AI was available. This post applies some of what I learned there. While there are entire books on this subject, I’m going to keep it simple and cover four areas: topics, flow, mechanics, and polish.
Sensing a Topic
This one is both easy and hard to explain. When I attended a talk by the author Pam Houston, she described her writing as driven by small moments of resonating clarity (my words). These could be triggered by the sight of a bird in a meadow, the perfume of a spring blossom, or an odd expression on the face of a sales clerk. Her computer desktop is crowded with these mental notes, which she injects into her writing as appropriate.
Remarkably, I feel the same mental buzz when a topic is ripe for the writing. The sensation comes from a blend of knowing the topic, finding it fascinating, and acknowledging that I could commit an hour or two to sussing it out. I would wager that most writers probably feel the same burst of confidence, excitement and persistence that I do.
I recommend cultivating that radar ping of recognition. Look for it when you finish a project, give a talk, go somewhere new or meet a fascinating person. Is this something worth explaining? Would YOU want to read about it yourself? What value can you provide for the reader’s time?
If you’re still sensing the thrill of the idea, it’s likely a winner. Capture it ASAP and store it in a place where you can find it. Bring it out when you’re ready to write and then think about the flow of the piece.
Dictating the Flow
Flow is important. Awkward segues will lose your readers. Five recommendations:
- Determine your audience and your goal. Who are you writing to? Marketers? Engineers? Managers? CIOs? Make sure you know that first and write to their level.
- Create an outline. If not on paper, then at least in your mind palace. Know where you’re starting and where you want to go. Then fill in the details.
- Begin with a memorable opening. Capture their attention ASAP and let them know why they need to read straight through to the end. You can also reveal the path you’re about to take them on so they get a glimpse of the journey (check out the third paragraph from the top).
- Start at a high level and dig down. I like the inverted pyramid favored by journalists, and even if you’re not partial to it, it can help you with your flow / structure.
- Finish with a flourish – and a CTA. At the end, provide a good summary of what you want readers to remember. Or like a good comedian, you can end with a surprise reference. If you’re writing for work, always add a call to action (CTA) to continue engaging the reader.
Earn an A+ on Mechanics
Just like in school, mechanics are critical. Six tips:
- Spelling matters. Read everything you write two more times. And if you’re not sure of the spelling (e.g., straight-forward vs. straightforward) or meaning (e.g., continuous vs. continual), just type your word in Google to get a proper answer.
- People like to scan. So use section headers like I do in this blog. Bold sentences you care about. Use italics for emphasis. NEVER use underlines for emphasis because people will think that the words are linked.
- Add a graphic when it makes sense. There are plenty of sites with Creative Commons or royalty free images you can use. I love Pexels and Unsplash. The image of the writer at the top is free from Wikipedia Commons.
- Use a tool like Grammarly. There are some free or inexpensive add-ins now that can help you avoid the most common mistakes and can even teach you a thing or two in the process (like that vs. which or when to use a comma).
- Avoid repeating words. If you’re using the same word within a paragraph (e.g., organization), replace it with a synonym so you have variety and keep the text fresh. This goes for repeating the words in the header as well.
- Keep it short.
Add the Polish at the End
Now that you’ve scraped away at your first draft, it’s time to add the polish. Like the dental hygienist does, but less minty.
Most professional writers have an editor, but if you don’t have a sounding board, it’s not a huge deal. I recommend putting the post aside for a day or two and coming back in fresh. You can review your work more objectively when you’re past the initial passion.
I review the language and remove repeated words, unneeded clauses, and stale adjectives that take up space and add no extra value. Sometimes I even take out whole sentences. I always find mistakes, especially if I’ve been extra sloppy with cut and paste. I add any necessary keywords I want Google or readers to see. Then, at the end, I create the best title I can think of.
Perfection only leads to insanity
Well, that may not be true, but let’s acknowledge that a post will never be perfect. However, it can easily be funny, informative, and on deadline. Those are what really count.
Just promise me you won’t give up after the first try and that you’ll strive to improve with each post you publish. Take chances, be memorable, and be meta if you have to.
Happy 2025! This year let’s resolve to NOT take shortcuts.
I recently came upon this sight in a nearby alley: detached chunks of wood hanging from power lines. I can’t stop thinking about it, because it’s the perfect metaphor for the danger of shortcuts.
As you can see, whoever removed the tree decided not to take on the full challenge, likely for safety concerns. However, I was informed that professional arborists have several options depending on the complexity of the job and whether the lines are high or low voltage. Working with the impacted utility company, you can usually find an effective way to free or replace the wires.
But that’s not what happened here. Maybe they didn’t perform a pre-work inspection. Maybe the tree service lacked the requisite experience. Or perhaps the homeowner was cheap and didn’t want to involve the utility or wait until the job could be properly finished.
Will these trunks eventually rot away or pull down the lines on a windy day? No one knows. But whoever owns this home and lives on the block will face an extended game of Russian (tree) roulette. The problem persists, with the risks multiplied.
I often see the equivalent in business, especially after joining a new organization. While not dangling overhead, the signs are there. Poorly designed CRM flows or fields, hastily constructed and forgotten web pages, and marketing campaigns launched quickly but without proper tracking (feel free to add your own examples below).
These all represent short-term thinking that places the burden upon those who follow. Your team will eventually pay the productivity costs of hastily devised solutions. As a leader, or someone who aspires to be one, it’s critical to show that you can think several steps ahead like a chess master. Resolve to solve the issues in the moment rather than leave them for the next project, quarter, or employee.
If you feel hurried to produce a short-term outcome, recognize it and then take a beat to think about the long-term consequences. Instead of a one-off approach, can you create a reusable template from your work? Can you build in aspects that are scalable and flexible rather than fixed?
Also be aware that some shortcuts can cheat you of personal and professional growth. An overreliance on AI for creating messaging and communications can deprive you of the opportunity to become a better writer and strategic thinker. Or if you’re reusing competitive marketing materials to save time, you may also be propagating outdated information that can make you look uninformed. Train yourself to slowly and carefully reread and question the accuracy of your content.
So in 2025, I say yes, work quickly and effectively, even if it’s not 100% perfect. But when you recognize a challenging entanglement that could put you at future risk, don’t sidestep it just because it’s hard. Address it now, involve others who can help, and complete the job like the pro you are.
Just say no to shortcuts.