Writing without a clear purpose – not knowing what I want to say or why I want to say it – is as disorienting to me as hiking without a map or trail markers. Like wandering aimlessly in the woods, without a clear writer’s purpose, I inevitably end up circling around getting caught in the brambles, missing the view. However, when I start with a clear writing purpose, my execution is effective and efficient. With clear trail markers, I can even have fun with the process. At the very least, I am significantly less frustrated by the end of the trek.
In addition to making the writing process more pleasant, knowing my purpose from the start helps:
1. Save Time and Energy
When I have a clear purpose in mind, I save myself from having to make large, time-consuming structural revisions. Rather, I spend a shorter amount of revision time cutting out unnecessary information that doesn’t fulfill my purpose. Research and information gathering is more efficient because I know exactly what gaps exist in my knowledge. In addition to saving myself time, I save my reader time by frontloading a purpose statement in the writing. Readers are busy. If I don’t provide them with a clear destination from the start, my message will be ignored.
2. Get results
When I am not searching for a clear purpose, I can focus on how to write. Specifically, how to write so my audience will be able to understand and act on my message. Let’s say my purpose is to change the norms of work meetings to become timelier and more productive. With that purpose in mind, I can focus on how these changes will benefit my audience and anticipate any resistance they may have. By strategically focusing on how my reader will benefit, I increase the likelihood that they will change their actions after reading my message.
3. Build trust
Taking a step back and discovering my true writing purpose allows me to address sensitive content in a tonally appropriate way. People who write off-putting, toneless content often aren’t aware of the purpose of their own writing. This can happen when writers react emotionally without consideration of who they’re writing to or what they really want from the exchange. For example, I could get frustrated when a colleague doesn’t respond to an email or responds to only part of the email. I could fire off an emotional response. But what does that do aside from make them angry as well? When writing with a clear purpose, I consider my audience’s situation and choose language that builds goodwill.
4. Provide direction
When I know my purpose, I can give my audience certain expectations about the rest of the document. A clear purpose statement helps my audience visualize the scope of the content. Simply writing The purpose of this email is to prepare you for the upcoming event. provides my reader with an explanation of why I am writing and an expectation that they will be provided with what to do next.
Granted, while it is always nice to know my writing destination from the beginning, realistically it doesn’t always come to me right away. When I am struggling to find my purpose, I fill in a variation of this statement: My primary purpose is to _______, so my audience ______.
This statement works as a sort of writing compass. It provides direction and helps navigate a way out of the woods. Once I have a clear idea of my purpose, I refine the language of my purpose statement to fit my specific audience. Before I began this article, I wrote the following: My primary purpose is to explain the benefits of purposeful writing so my audience can understand the importance of crafting their message with a clear writing purpose.
Once I have a clear idea of my purpose, I refine the language of my purpose statement to fit my specific audience. As I started thinking about how this idea pertains to business communication, I made a slight revision for a business-focused audience: When I start with a clear writing purpose, my execution is effective and efficient. We’re all looking for shortcuts and practical tips that we can implement to save time without reducing the quality of our messages.
Once I do find that clearer purpose, even if I am well into a draft, I pick up momentum. The terrain begins to feel more familiar, and I find the footholds that lead me to a crisp, clear view.
Next week, I'm going to walk you through how to tailor your messages to fit your specific audiences.
