How to Improve Writing Skills in 15 Easy Steps

Learning a variety of writing skills isn’t as difficult as you may think. We’ve put together a list of steps to help you make dramatic improvements to the quality of your writing in short order.

Becoming a better writer takes practice, and you’re already practicing. No, seriously—you write a lot. Even if you don’t think of yourself as a writer, you put thoughts into text more often than you realize. At the very least, you write emails—a lot of emails—post on social media, make updates to your résumé and LinkedIn profile, and message your friends. If your job requires it, you also create things like reports, presentations, newsletters . . . it’s a long list.

So, you’re already writing. Now, improving your writing skills is just a matter of becoming conscious of the things you can do to give your text more structure and make your copy crisp and readable with a conversational style.

Give Your Writing Structure

It’s fine to rattle off a stream of consciousness when you’re writing in your journal, but if you actually want to communicate with others you’ll need to bring some order to those rambling thoughts. Here are some tips.

1 Make sure you’re clear on the concepts you’re writing about.

Albert Einstein said, “If you can’t explain it to a six-year-old, you don’t understand it yourself.” Before you start writing, take a moment to mentally explain the concept to the six-year-old who lives inside your head. (We all have one, don’t we?) If your writing goal is to achieve a specific result, ask yourself what that result should be. Before you dive into writing, have a clear purpose. Then stick to it.

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2 If the message is complex, outline it.

It doesn’t take much thought-organizing to compose the average text message, but if you’re writing something more complex, with multiple angles, questions, or requests, get all that stuff sorted before you sit down to write. Making an outline, or even just some quick notes about the topics you want to cover, can save you time answering clarifying questions later. And speaking of questions . . .

3 Anticipate your readers’ questions.

Put yourself in your readers’ shoes. Do they have enough context to understand what you’ve written for them? If not, fill in the blanks. But . . .

4 Don’t over-explain everything.

If you’ve taken the time to organize your thoughts in advance, you should be able to keep things simple. The idea is to give readers just enough to understand what you’re communicating without overwhelming them with trivial details. If you find yourself getting in the weeds with more details than you need, look at each piece of information and ask whether it’s essential to help your reader understand your message. If not, get rid of it.

Tighten Your Writing

We sometimes write like we talk, and that can be a good thing. It keeps our writing conversational (more on that in a moment.) But rambling, wordy writing makes your text hard to read, and it can make you sound as though you lack conviction. Start practicing these skills to streamline your writing.

5 Go easy on the prepositional phrases

When I was a neophyte writer, someone showed me how prepositional phrases made my writing unnecessarily wordy and complex. It was an epiphany!

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Prepositions aren’t difficult to understand, but the concept does require some explanation. Get smart about prepositions here, and then try to simplify them whenever it makes sense. Your writing will get a much-needed clarity boost.

6 Eliminate the filler words and phrases

Some words show up in our writing all the time, and yet they don’t contribute much of anything. Although these filler words and phrases sometimes add color or even meaning, most of the time they contribute nothing but clutter. Here are thirty-one of them you can eliminate right now.

Here’s even more help.

7 Don’t pad weak words with adverbs.

Adverbs—those words that often end in -ly—modify verbs and sometimes adjectives. They’re okay once in a while, but when you find yourself using them all the time, you’re probably making weak word choices. Instead of “ran really fast” write “sprinted.” Was something “extremely funny”? Nah, it was “hilarious.” The scenery may have been “very beautiful,” but your writing’s going to shine if you refer to it as “gorgeous,” “lush,” “verdant,” or “bucolic.”

Make Your Writing More Conversational

8 Stick with simple words.

Bestselling author John Grisham said, “There are three types of words: (1) words we know; (2) words we should know; (3) words nobody knows. Forget those in the third category and use restraint with those in the second.” There’s a difference between having a rich vocabulary and dropping million-dollar words into your writing just to show off. Unless it’s your intent to be poetic, keep your language simple and direct.

I’m certain sure you are able to can deliver the quality of work we’re looking for. Let’s discuss talk about it in our meeting next week.

9 Use contractions.

English speakers use contractions—you’re, I’m, we’re, they’re, can’t, didn’t. Your writing will sound stiff and formal without them. For example:

I am sure you are able to deliver the quality of work we are looking for. Let us discuss it in our meeting next week.

Now, let’s add some contractions. Doesn’t this sound less stuffy?

I’m sure you can deliver the quality of work we’re looking for. Let’s talk about it in our meeting next week.

10Try transcribing yourself.

Record yourself talking. You can learn a lot about conversational writing using this one weird trick! (Sorry, Buzzfeed, we tease because we care.)

Try transcribing a conversation you’ve recorded (with the other person’s permission, of course). Transcribe a couple of minutes of the conversation word-for-word. Then, fix or remove any false starts and remove filler (um, uh, like, you know)—et voila!—you’ve got yourself some conversational writing. The process of transcribing and editing will help you learn what to do and what not to.

11Throw away the grammar rule book . . . within reason.

We, the Grammarly team, give you permission to start sentences with conjunctions. And (see what we did there?) unless you’re writing something formal, we’re perfectly okay with you ending some sentences with prepositions. Write naturally, human! It’s all good.

12Keep your sentences simple.

Literary greats can write long, complex sentences with flair. Why not you? Well, for starters you’re probably not trying to write like Tolstoy, Nabokov, or Faulkner. Short, less complicated sentences are easier to read. Keep it simple, silly! But do vary your sentence length so your writing has a nice flow.

13Read it out loud.

Speaking of flow, reading your writing aloud can help you determine whether it flows smoothly. If it sounds choppy and clipped, add a few longer sentences to break up that steady, monotonous beat. If you find yourself stumbling over parts, you’ve probably found an overly complex sentence that needs rewriting. I always recommend reading your work out loud . . . because it works!

14Infuse your personality into your writing

Letting your personality shine through is the best way to develop a writing style. Use the phrases and slang that you would normally use (within reason). When it’s appropriate, throw in a relevant personal anecdote. In all but the most formal or professional writing settings, be yourself when you write.

15Practice, practice, practice!

The ultimate way to make your writing better is to learn what weakens it in the first place, and then set your mind to fixing (and eventually preventing) the glitches. The more you write, edit, and proofread, the better you get at it.

The Skinny on Latin Plurals

If you speak and write English, it’s most common to use an S or ES ending to make a noun plural. However, some words that derive from Latin have retained their Latin plural endings. Let’s talk about some of the most useful of these words. Certain words English has borrowed from Latin retain Latin endings in their plural forms: alga (algae), larva (larvae), and nucleus (nuclei). Two common words—alga and larva—always end in E in the plural form. Alga is rarely singular as it grows in groups. The plural form algae is well-known. Larvae is the plural of larva. To make nucleus plural, you would drop the last two letters and replace them with the letter I. Other plurals are controlled by the context. For example, the plural of appendix can be appendices if you are talking about information that the end of a book. On the other hand, if you’re talking about the part of your anatomy, you would use appendixes.

Here’s a tip: In the world of science, you will often see Latin plurals for focus, formula, index, and vortex (foci, formulae, indices, and vortices, respectively). But in everyday use, they are more likely to appear as focuses, formulas, indexes, and vortexes.

Data is the plural of a Latin word that many don’t know or use—datum. In some scientific fields, it functions as a plural noun that takes a plural verb. (The data were analyzed and recorded.) However, in everyday English, people usually use it as a noncount noun and pair it with a singular verb. Latin gives us many other plurals. Why not make a list of Latin words that you use often and check their plurals? You can start with the ones here and add criterion, syllabus, and any others that you think you will need.

Strategies to Deal With Chronic Interrupters

Getting interrupted is no fun. Whether it’s at work or with a friend or family member, being the interruptee can make you feel disrespected and unheard. The good news: there are strategies for dealing with interrupters.

First, approach the situation differently based on the context and kind of interrupting. Here are some examples:

• You’re giving a presentation and your boss interrupts with a question
• You’re in a brainstorm session and a colleague interrupts your idea with a different idea
• In a chat with a friend, he or she keeps interrupting to give advice, or change the subject
• In an argument with a significant other, you both interrupt each other to make your point
• In a panel on gender and diversity and business, a male executive repeatedly interrupts a female executive (and doesn’t seem to notice until someone calls him out)
• In an award ceremony, Kanye West interrupts Taylor Swift’s acceptance speech to say Beyoncé made a better video than Tay Tay. Ouch.

Some of these interruptions are worse than others, and there’s a reason. In fact, there are deeply ingrained sociological and linguistic factors explaining why some people are more likely to get interrupted than others.

The science of interruption

According to studies by linguists, sociologists, psychologists, and others (in other words, there have been a lot of studies), people most likely to be interrupted are women, minorities, and people considered lower on the totem pole. White, heterosexual men are the most frequent interrupters, and there’s a biological reason and a social reason for that.

Here’s the biology: according to linguistics research, men tend to think of a conversation as a competition: the more you say, the better you played the game. But women treat conversations as collaboration: if everybody talks, everybody wins.

It’s not universally true that white men go around interrupting everybody else. But those linguistics studies were getting at something, which brings us to the social reason: people who belong to a social group that’s used to having power might act with an unconscious bias. That’s where the word “mansplaining” comes from. Not all men do it, but then, not all men who do it realize they’re doing it.

Let’s get something straight: an interrupter isn’t necessarily showing disrespect or dismissal. But if someone thinks, even subconsciously, that it’s okay to interrupt someone else, that can underline a difference in status that can make the interruptee seem less assertive, less in control, and therefore less likely to get a promotion or other signs of recognition.

Strategies for facing interrupters

Which tactic you use depends on the person you’re talking to and the context of the conversation, so use your best judgment. Whether it’s a one-time thing or merits a bigger confrontation, here are some ways to get started.

Time-of-interruption response

There are a few ways to let the interrupter know that they interrupted and get the floor back. Just be careful how you say some of these, because they can come across as passive aggressive or actually aggressive if you don’t watch your tone.

• Just keep talking.
• Go for positive: “That’s a great question, Adam, and I was just about to get to it.”
• Polite re-interruption: “I’m sorry, I wasn’t quite done” (nicer than “Would you let me finish?”).
• Stall: “Excuse me, Jen, I’m almost finished.”
• Self-deprecating call-out: “I guess I’m blabbering, so I’ll wrap it up.”
• Wait for them to finish, and then give a nudge: “Good point, and I was actually about to get there.”

Conversations with chronic interrupters

If the interruptions keep coming, it might be time to sit down with the interrupter and talk about it. You’ll do this differently depending on who the person is.

With a boss or someone higher in status:

• Know their style. Some bosses interrupt to keep employees on their toes; others do it subconsciously. Only bring it up if you think your boss would want to know. If you have a boss you can talk to openly, it’s still a good idea to tread lightly.
• Make the focus on the job: “I’ve noticed that we get more done in meetings where everyone contributes. I’d love to brainstorm about how to have more collaborative meetings with fewer interruptions.”
• Make the conversation about your own qualities, or frame it as a request for advice: “I want to improve my presentation style. Do you have advice for being more succinct?”
• Don’t point fingers: “I notice people sometimes interrupt.”

In situations where you’re not potentially risking your job if you say things wrong, it’s still important to be polite, and most importantly, not sound like you’re blaming or attacking the interrupter.

• Acknowledge that the interrupters might not be aware they’re doing it. If they don’t feel attacked by you, they’re more likely to pay attention to what you want them to do differently.
• Keep it casual: “I’ve noticed that sometimes you interrupt me when I’m not done making a point. I wanted to flag it to make sure you’re aware.”
• In some cases, say how you really feel: “When you interrupt me, it makes me feel like you’re not really listening. Can you try to pay more attention to whether I seem like I’m done with what I’m saying?”

After the chat

If you have the conversation but the interrupter keeps interrupting, don’t despair. Habits die hard. If it’s someone in the workplace, wait a few weeks, then bring it up again. If it’s a co-worker you’re friendly with, maybe raise an eyebrow when they interrupt, or use the “I was just getting to that” line.

If you have a friend or family member who’s a repeat offender, try making it playful. Keep a tally of interruptions. Ring a bell whenever they interrupt—that’ll get their attention. Have a money jar: a quarter for every interruption. Why not make some cash from their irritating habit?

When Kanye West interrupted Taylor Swift’s award acceptance speech, the audience booed him for taking away the limelight. You may not have a portable audience of thousands to follow you around and boo whenever someone interrupts, but now you have some strategies to help you out in the meantime.

6 Ways to Celebrate National Teacher Day

May 5 is National Teacher Day. In advance of the holiday, it’s important to remember that you wouldn’t be where you are today without the teachers who influenced you throughout your life. Whether your favorite educators are from elementary school, high school, or college, make sure to tell them what a positive effect they’ve had on your life. Here are six ways to celebrate National Teacher Day.

Write a Thoughtful Letter

Sometimes heartfelt words are the best gift a teacher can receive. Think about how significantly your favorite teacher has impacted your life and take a minute to write down exactly how much she or he has done for you. Whether a great elementary science teacher influenced you to become the biologist you are today or a tough high school literature teacher challenged you to become the writer you are now, let that teacher know. Include the kids in this project and help them write a short but sweet note to their current favorite teacher.

Help With Classroom Chores

When time is short, teachers can’t always do everything they want to for their classrooms. Many teachers could use a helping hand with projects, large and small. Talk with your favorite former teacher or one that the kids love and find out how you can help. Be prepared to pitch in with photocopying educational materials, hanging art projects, or taking on lunchtime duty. For many teachers, having a little extra time each week or month is the greatest gift.

Provide Lunch

Teachers work long hours, and they don’t always have time to throw together a nutritious lunch in the morning. On National Teacher Day, tell your kids’ teachers that lunch is on you. Make lunch for a favorite teacher or partner with other parents at your kids’ school to put together a lavish lunchtime spread. If each parent volunteers for one course, your gourmet meal will come together in a flash. Choose healthy foods to keep your teachers nourished throughout the day, and don’t forget something sweet to finish the meal.

Volunteer in the Classroom

Many schools have programs that allow parents to volunteer their time in the classroom. Whether you have an hour or a whole week to give each month, volunteering your time can significantly impact how much a teacher can accomplish in the classroom. Depending on the teacher’s needs, you may be able to help coordinate an educational field trip, prepare activities in the classroom, or even organize seasonal events.

Whatever you do, know that donating your time makes the day much smoother, more efficient, and much more fun for teachers and their students. Check with a teacher or the school’s administrative staff to find out more about the school’s volunteer program.

Read About Great Teachers

There are plenty of excellent books about truly great teachers for every grade level. Choose an appropriate one to read with the kids and help them pick out the qualities that make a teacher truly great. Encourage them to think about which of their teachers have these qualities, and be sure to celebrate them on National Teacher Day.

Tell the Newspaper

Teaching can feel like a thankless job, so there’s no better way to celebrate National Teacher Day than to shout from the rooftops just how great your favorite teacher is. If you can’t quite do that, tell your local newspaper instead. Contact the newsroom about establishing a thank you section in the paper and encourage others in your community to write a note about an educator who has made a difference in their lives.

However you choose to celebrate, remember to give the educators who taught you the basics of punctuation, homophones, and everything in between a day of recognition. Donate your time, your cooking prowess, or your thoughtful words, and celebrate your teachers and their impact on your life. How will you celebrate National Teacher Day?

Work Jargon We Wish Would Disappear

Every office has its own sort of language—vocabulary that people frequently use when they’re at work but probably wouldn’t use that often otherwise. We’re used to office jargon, but we’d like to take a minute to review some of the business-y words that do the job while kind of driving us crazy at the same time. Jargon varies from office to office, but here are five of the words and phrases that make us cringe.

Goal-oriented: At work, it’s important to be goal-oriented. After all, if you aren’t working toward a goal, how the heck are you spending your time? But there is one issue with this term: it has become meaningless in its overuse. After seeing this term on multiple resumés and in countless slideshows, we think it’s time to find a new word.

Optimize: To optimize means to make the best or most effective use of—to improve efficiency. The way some people speak at work, it seems like nearly everything can be optimized, from workflows to team structures to refrigerator organization. If you can think of a relationship or process in your office, you can probably optimize it. Optimization is great—who doesn’t love efficiency?—but the term can become annoying. Optimize your vocabulary by cutting back on your use of this term.

Synergy: The definition of synergy is “the interaction or cooperation of two or more organizations, substances, or other agents to produce a combined effect greater than the sum of their separate effects.” But when people use the term synergy in the office, it seems to imply something mystical, almost magical, about working together. We would prefer to keep things simple and more concrete by using terms like “cooperation” or “collaboration” to describe the process of working together.

Impact (used as a verb): While impact is often used as a verb (meaning to affect or influence something), this word is so overused and misused that we vote for stopping its usage completely. People want to “impact sales,” “impact the community,” and even “impact the future.” Make an impact in your office by using other synonyms instead of impact.

Disrupt: This word has gained popularity in the startup and technology world, but its use has started to become a bit—ahem—disruptive. Most people use the term to mean something akin to “upsetting the old balance of power” or “bucking expectations and completely changing the way things are done.” There’s even a conference, Techcrunch Disrupt, which underscores the use and importance of the word. Do you know what would be truly disruptive? Finding a new term to describe this action.

Which work-related words or jargon drives you crazy? What are your preferred replacements? Share your pet peeves in the comments!