Cost-Impact of an Ineffective Writing Process

by Roger HB Davies, CEO

McLuhan & Davies Communications Inc.

Our experience in communication consulting tells us that the writing process costs employers much more than they appreciate.  There are two main reasons:

1. Most professionals have not received any formal writing training

Consequently, preparing the written word simply takes much longer than it should. The loss in productivity, which is best expressed in lost billable hours, can cost most small professional firms an average of $40,000/year. This number assumes that an employee loses an hour a day to unproductive writing. That works out to 5 hours per week at 240 hours a year, multiplied by an hourly rate of $200-Total $48,000!

2. Most managers don’t establish who’s responsible for writing or editing

As a result of this lack of clearly defined roles and responsibilities, usually the more highly paid senior person ends up doing work which could be delegated.

Writing Roles and Responsibilities

The writing process works best when the following items are agreed upon:

Drafting

We recommend that the newer staff member be responsible for most of the writing, and that learning to write be looked upon as a developmental tool. 

Editing

How is this process best managed? We’ve found that the editing process works best when more senior staff members don’t edit a subordinate’s document, but instead provide feedback so that others can complete the process. 

The more senior person who takes on responsibility for editing a junior staff member’s text spends too much time re-writing. “It’s quicker for me to do it myself,” one senior VP commented. 

When senior staff members offer feedback, it’s often based on personal stylistic preferences that are out-of-date and not constructive. 

The subordinates, knowing what they write will be changed, don’t give their best effort. The executives think the subordinates can’t write, therefore won’t give them writing assignments.   

Potentially, a vicious circle.    If the senior management can agree that the subordinate writes and senior management edits, the problem would be solved. But providing constructive feedback demands some knowledge of the two stages of editing.

Two Stages for Professional Copy Editing: Content and Communication

Content Editing

Is the message accurate and complete? Most non-professional editing involves content.

Communication Editing

Is the content clear, concise, persuasive, and presented with impact?

Communication editing demands knowledge of the technical aspects of copy editing, e.g., The Editor’s Six Obsessions?.

The complete editor combines knowledge of content and communication; they are two partners that make the writer (and your employer) look good.