2.2: Drafting, Editing, and Feedback (Steps 5-7)

The first four steps are identical for both writing and speaking assignments, but the drafting and editing processes are somewhat different for the two forms of communication. In this section we’ll describe the steps from a writing perspective and chapters 9 and 10 will describe how the steps are adapted for Air Force speaking.

5. Draft

It is a draft-a draft which should be discussed and improved.
-Michael Barnier

When we think about the writing process, we immediately think of drafting sentences and paragraphs. If you’re uncomfortable with your writing skills, this step usually causes the most anxiety. The good news is that your work on Steps 1-4 will make the drafting process less painful and more efficient.

Once you’ve completed the preliminaries and are ready to write, there are several practical ways to ensure you connect with your readers.

• First, get to the point quickly-use one or more introductory paragraphs to state your purpose up front. Most Air Force readers don’t have the time or patience to read a staff paper written like a mystery novel with a surprise ending.
• Second, organize your paragraphs so the readers know where you’re leading them and use transitions to guide them along.
• Third, make sure your sentences are clear and direct. Cut through the jargon and passive voice, use the right word for the job and be as concise as possible. Finally, summarize your message in a concluding paragraph that connects all the dots and completes the message.

Chapter 7 is full of practical advice on drafting and it takes a top-down approach. It begins with preliminaries such as writing tone and formats, transitions to paragraph construction, provides practical tips on writing clear, vigorous sentences, then concludes with advice on overcoming writer’s block.

6. Edit

Editing is the same thing as quarreling with writers-same thing exactly.
-Harold Ross

Experienced writers know that editing should be a separate, distinct process from drafting.

When you draft, you create something new. When you edit, you shift from creator to critic. This change in roles can be tough, and no one wants to admit that the draft may not be as good as he thought. Remember that criticism and judgment are inevitable in communication. The better you are at critically evaluating and correcting your own writing, the fewer people will be doing it for you.

There are two important aspects of the editing process-WHAT you are editing for and HOW to edit efficiently. What to edit for is simple-remember those FOCUS principles from chapter 1? How to edit is a little more complicated, but we recommend starting with the big picture and working down to details like spelling and punctuation. Ironically, many people do just the opposite; they focus on details first. Some even think that editing is all about the details. Nothing could be farther from the truth. Though details are part of editing, they’re only part of the puzzle. Chapter 8 provides information on editing fundamentals and procedures.

7. Fight for Feedback and Get Approval

There is no failure. Only feedback.
-Robert G. Allen

When you’ve completed the editing process and done what you can to improve your communication, it’s time to move outside yourself to get feedback. We are all limited in our ability to criticize our own work, and sometimes an outside opinion can help us see how to improve or strengthen our communication. Your objective is to produce the best possible product; don’t let pride of authorship and fear of criticism close your mind to suggestions from other people. Also, what we write or say at work often must be approved by our chain of command through a formal coordination process. Your supervisor needs to see it, the executive officer needs to see it, then the big boss and so on. Chapter 9 provides tips on how to give and receive feedback and how to manage the coordination process.

SUMMARY: In this chapter, we summarized a systematic process-Seven Steps to Effective Communication-that will help you achieve the five FOCUS principles. These steps will help you improve your writing and speaking products. Each step is described in greater detail in subsequent chapters. The table on the next page lists the seven steps for effective communication and where you can find more information about each step in this handbook