According to Skills for Success, writing is the “ability to share information using written words, symbols, and images.” The more you understand how to write, the more readily you can get what you want, convince people to help you, and move closer towards your goals. Learning the following components of this skill will help you develop it faster.

Component 1: Identify the task that requires you to write

Your first task is to identify the goal and purpose of a given writing task. All writing tasks generally falls into four main categories: 

• Expository: This writing is meant to inform the reader.
• Argumentative: This writing is meant to persuade the reader.
• Narrative: This writing is meant to tell a story and engage the reader’s emotions.
• Descriptive: This writing is meant to evoke the senses and make the reader really perceive certain scenarios. 

It’s also important to think about what you want the outcome to be. Do you want the reader to book an appointment? Buy something? How do you want them to think or feel as a result of reading what you’ve written?

Once you know why you’re writing and what you want the outcome to be, start thinking about the audience. Who are you writing this for, how much do they already know, and what’s their attitude going into this (skeptical or already believers?)

There’s a specific formula that you can use to get clarity before starting any writing task: 

• Task: What is the goal of this writing task?
• Audience: Who am I writing this for?
• Purpose: Why am I writing this?

Most writing usually has a main idea that is expressed explicitly or implicitly. It is your main message. One format you can use to construct this is: 

Topic + Controlling Idea

For instance, your topic might be exercise, but your controlling idea might be its positive impact on your mental health. 

Component 2: Plan the writing task

How do you identify the information you need to include in a writing task?

You’ll need to understand the specific format your writing will inhabit and which channels will be used to share it. This will tell you how much information to include and what information to prioritize. 

Once you’ve done this, you’ll need to conduct research and gather information. As you’re researching, try to plug your research into the format or identify it by where in the format it’ll go. Include your citations beside each note – even if it’s just a link – so it’s easy to make your list of references later.

Once you’ve done this, you’ll need to draft your outline. Ensure each idea or proof point builds up logically, one after the other. 

Component 3: Use written words and phrases so you can achieve the purpose of the writing task

Use correct spelling, punctuation, grammar, verb tenses, and subject-verb agreements to ensure clarity while you’re writing. Most word processing tools offer auto correct features. 

Component 4: Choose the appropriate language and style for the writing task

You’ll also need to be aware of the proper tone to use for your audience. If you’re addressing a professional audience (such as accountants or lawyers), it’s best to use a professional tone. Even though these individuals may speak casually amongst each other, it’s best to speak to their role – not their personality. Reading and writing both support the ego, so it’s best to speak to an audience’s understanding of themselves. If your goal is to try to get them to adapt their understanding of themselves and their role in order to make a sale, you’ll need to weave this in without challenging their core identity. 

Component 5: Choose the appropriate format for the writing task

Sometimes, you know what the format is before you start writing. Other times, you know that you want to accomplish something in particular and that you need to pick a format to support that goal. You can use the table below to help organize yourself: 

Communication Goal	Best Framework	Recommended Framework/Structure
Urgent/Action-Oriented	Email, Slack Message	BLUF (Bottom Line Up Front): Put the conclusion/request first
Complex/Problem Solving	Detailed Report, Proposal	SCR (Situation-Complication-Resolution): Context → Problem → Solution
Updates/News	Newsletter, Status Update	Direct Organization: Lead with the most important news.
Persuasion/Marketing	Blog Post, Case Study, Pitch	Narrative/Storytelling: Highlight benefits over features.
Instructions	SOP, User Guide, Checklist	Step-by-Step: Direct, simple, and functional
Relationship Building	Personal Email, Thought Leadership	Conversational: Use a personal tone to connect

Component 6: Review and revise your writing

Once you’ve finished writing, it’s important to review your writing. You may simply say, “People know what I mean” but keep in mind that if you want your communications to reach people outside of your world, your field, and your abilities, you need to follow conventions related to grammar and spelling. That way anyone who is intrigued by what you’re trying to say, but who wants to understand your meaning, can refer to third-party resources like dictionaries and grammar guides to get clarification. 

It’s also important to analyze your content for accuracy, meaning, and tone. One way to do this is by asking others to read your content. If you don’t have someone to read your content, wait a few days and then revisit it. Do you still feel the same way about your word choice? Is there anything you want to double check? Is the tone having the same impact?

Effective writing skills help you clarify what you want and what you mean, so you can reach your goals

Writing is not just about knowing a lot of words. It’s about having a clear outcome in mind (whether emotional, mental, or practical) and sorting through hundreds of years of writing techniques and tools to choose the one that will help you achieve that outcome.