In a world where shortcuts abound, and there’s no lack of advice on how to make the most of every minute of your day, many writers find themselves searching for ways to improve their craft fast. My number one advice to writers is to practice — the more you write, the better your writing will become. With that said, there are tools you can use to help you identify areas for improvement. Following is a list of my top writing tools, some of which are free.

The Five Tools

1. Proofreading Software

2. Spell Check

3. Reference Manual

4. Dictionary

5. Printer

Tool No. 1: Proofreading Software

Unlike spell check (see tool No. 2), proofreading software provides real-time feedback on both grammar and spelling errors. This article by TCK Publishing lists their top 10 proofreading tools and editorial programs. My favorite among them is Grammarly, which I’ve been using for several years. In addition to performing line editing, Grammarly provides a weekly summary of your writing and compares it to other software users. You can use the free version or subscribe to their Premium or Business versions.

Tool No. 2: Spell Check

Your word processor’s spell checker provides a last line of defense before you hit print or send your manuscript to its final destination. I use Microsoft Word’s Spell Check after I’ve performed substantive editing and copyediting. I typically wait until I feel the manuscript is ready to see the light of day to identify minor errors I may have missed earlier.

Tool No. 3: Reference Manual

If you are part of an editorial, marketing or communications team, your department probably uses a writing manual, such as the Associated Press Stylebook or the Chicago Manual of Style. Which reference manual your team uses will depend on the industry and the type of writing you perform. For instance, communications departments typically use the AP Stylebook, while many book editors prefer Chicago. At the same time, those working in academia often use the MLA Style Handbook or the Publication Manual of the American Psychological Association, more commonly known as APA.

Tool No. 4: Dictionary

I have yet to meet a writer who does not have a dictionary nearby. The good news is you don’t have to carry a big, heavy book with you. As long as you have a reliable internet connection or Wi-Fi signal, all you need to do is log online to access any free dictionary from around the world. Since I started my career as a business writer, my dictionary of preference has been Merriam Webster. I use the dictionary in conjunction with my reference manual when trying to determine a word’s proper spelling.

TIP: Assuming you work for a business with a well-established communications, marketing or editorial department, you will most likely reference your company’s writing style guide first, followed by the external reference manual and dictionary.

Tool No. 5: Printer

I would like to preface this tip by saying it is not necessary to purchase or have access to a printer to edit a document. Microsoft Word, for instance, has a robust Track Changes tool that allows you to mark up your changes and add comments. The same is true of Adobe Acrobat Reader. However, sometimes it is hard to catch errors when editing online, especially when reviewing already formatted copy. Printing a document can help as you will not only see the page in its entirety, but you can more easily flip back and forth when editing multiple pages.

TIP: When using Track Changes, select “No Markup” from the drop-down menu. Doing so will enable you to review your document without seeing the editing marks, which can make it challenging when re-reading sentences.

Bonus Tools

In addition to the five tools above, below are additional recommendations that will help you become a better writer:

1. A Friendly Ear: Reading your material out loud is a great way to identify errors. Reading your content to someone else is even better. Not only will you get immediate feedback, but you’ll receive an objective opinion on the manuscript. Even if you can only read the content to yourself, you'll be able to notice simple errors, especially if you get stuck reading a sentence (which typically signifies a flow issue).

2. Fresh Pair of Eyes: In addition to reading your manuscript, I recommend enlisting the help of another writer or copyeditor. Getting a second pair of eyes on your document will help identify easy-to-miss typos, especially when you’ve reviewed your manuscript for the tenth (or more) consecutive time.

3. Motivation: I often find that when I get stuck, the best thing I can do is walk away and come back to the text at a later time. Setting the assignment aside resets my brain and provides me with the energy I need to stay motivated. Another tactic you can employ is to read your favorite book or even work on a new assignment. The important thing is to keep your motivation going so you can cross the finish line.

4. Practice: Above all else, you need to practice. The more you write, the better writer you’ll become. Flexing your writing muscles will improve not only your sentence structure, word choice and overall creativity, but also the speed in which you write.

In Short

Many writers around the world have used a combination of these tools to improve their writing. The next time you are on deadline, give two or three of these tools a try. Once you start using them, they will become an indispensable part of your writing toolkit in no time.

#editing #businesswriting #writingtips #copyediting