I laughed at myself today, and the situation reminded me of bad business writing. Here it is:
We have a high school exchange student from the Middle East living with us this semester. Her household chore is to empty the dishwasher and put the dishes away when they are clean. Today I said to myself, "There is the apple corer/slicer in the wrong place again." Before I got around to wondering if the appetizer forks were in the wrong slat in the silverware drawer, I laughed–hugely–at myself.
I have never told our exchange student that she is putting some things in the wrong place, despite the fact that every day I thank her for putting the dishes away. I have been telling myself that she will find the apple corer/slicer and other utensils in their correct places and then will recognize she needs to do things differently.
Hah! My approach has not been successful at all!
And I should know better because it is the same with writing.
Managers, editors, and others who review documents often do not tell writers what they are doing wrong in their documents. They simply rewrite, revise, correct errors, and bemoan the fact that they have too much work to do. They hope that when writers see the revised version, they will recognize that it's better.
These managers are as effective as I have been with our exchange student. That is, nothing changes.
But whose fault is it?
I am going to go home in a few minutes. When I get there, I am going to tell our student where the apple corer/slicer, the appetizer forks, and the cheese graters go. She is very intelligent. I am sure she will get things right next time.
If you revise people's writing, why not follow my lead? Tell those people what they need to do differently to create successful messages. I bet they can get it right too.
Note: Read about my Help Employees Write Better: A Guide for Managers, Trainers, and Others Who Care About Business Writing. It can help you do it.