Word Processing: Avoiding Common Pitfalls

It seems like ancient history, but it wasn't all that long ago when writing anything more formal than a friendly letter involved penning a draft in longhand and then finding a way to get the draft typed and often retyped.

Fortunately, this is no longer the case as Word Processing makes it possible to draft, edit and finalize documents with ease. This innovation has had an obvious positive effect on personal productivity, but it is not without shortcomings. And users need to aware of these.

Likewise, keep the following pitfalls in mind as you draft and finalize your writing:

1. Word Processing Programs Are “Blind” To Tone, Style and Nuance.

Writing is a process that involves synthesizing ideas and selecting the “right” words to express these ideas. That said, Word Processing, for all its positives largely remains a mechanical facsimile of this process. Thus, it is still up to the writer to impart style, produce relevant content, and work the subtleties of language into their writing.

2. Word Processing cannot distinguish editing from over editing.

Writers can now check spelling and grammar with just a "click" on a menu. And amending, cutting and moving text around a document is a snap. These features are terrific labor-saving devices for sure, but “pain-free” editing can also have a sanitizing effect on clarity and continuity of thought.

In this regard, be mindful that a well-crafted communication involves more than proper vocabulary, word usage, and grammar. While these are certainly important, the content and purpose of the message, logically presented, should be the writer’s prime objective. Writing refinements can be made after this objective is met.

3. Word Processing cannot create ideas.

Creativity is often described as 90% perspiration and 10% inspiration. And this is true no matter how much computing power writers have at their disposal. The upshot is that Word Processing should be viewed for what it is, a Personal Productivity Tool, not a "writing made easy" tool.

In the context of Business Writing, this means that communicators must rely on their abilities and perspectives to outline, present or advocate. Word Processing cannot do these things for you. At least not yet!

When all is said and done, writers should embrace Word Processing and learn to use it for all it's advantages; however, it's the writer's skills and talents, and not a computer program, that should always be the arbiter of what to write and how to write it.