If only you could write faster … The deadline pressure would lessen. The work volume wouldn’t overwhelm. The headache assignment would go away more quickly. And generative AI only amplifies the stress. It just increases expectations — for both completion time and quality — for your human-written content. But you can write faster. You can expeditiously deliver content that meets deadlines and delivers what your audience and brand want. Here’s some help whether you’re writing articles, podcast scripts, or any other content asset:
1. Get organized
If you know where you need to go, you can get there more quickly. That’s why I like to create two Word files, one for the draft and one for the notes. I label the first file “(TOPIC NAME) – DRAFT.” At the top of the document, list and answer these questions:
- Who will read this piece?
- What will they get from this piece?
- How will they consume this piece (e.g., company blog post, e-book, guest article)?
- Where will they consume this piece (i.e., distribution channel)?
- Why is the brand creating this piece?
- How will the brand know if this piece is successful?
TIP: Create a template for your notes document so you can pull up the question format every time you start the content process. By detailing the target audience, brand purpose, format, and metric, you can build your content on a solid foundation. You also can speed up your writing by organizing the research as you go. I label this document “(TOPIC NAME) – NOTES.” I typically use a single file, but if I have multiple interviews, I initially create a separate document for each and merge them later into the master notes file. Label the top of each section (or document) with the source information. If it’s a person, include the name, title, and company. If it’s an online resource, include the URL. Use a format similar to what you’ll use in the article. For example, if you use a hyperlink in the text, list it that way in your notes. That way, you can just cut and paste the information into your draft.
TIP: Don’t forget to list any social handles, company sites, or bio links from the sources if you plan to include them in the content or need to provide them for promotional purposes. Go through your notes and highlight key quotes or insights. Use the highlight feature, bold the words, or even type asterisks before the helpful quote so it stands out. When tackling multiple sources or detailed information, I like to organize my notes by subheads or subtopics. Then, I put all the relevant content under each category. Just be sure to include the original source every time you shift the notes to a topical section. AI assist: Use a generative AI tool to help you organize your notes. For example, input an interview transcript and ask it to give a summary. You could also ask it to break down the interview by topics. When you record interviews using Zoom, it can create an AI-generated summary. Rev.com, the transcription service, offers a beta test of summary generation. I’ve used both, and they can be helpful in the preliminary stage of organizing my notes by hitting on the key themes and takeaways. I’m sure other AI tools can do this; these are just two I’ve used in my work. With your research and notes all organized, you’re ready to write, right? Not quite.
2. Create the ‘write’ environment
Before you put your fingers on the keyboard or your voice to the writing recorder, you need to set yourself up for faster success.
- Schedule time on your calendar (and schedule something immediately after)
- Block out time to write not only prevents you from treating writing as an “I’ll-get-to-it-when-I-can” item. It also signals to co-workers and managers that you prioritize writing — and you’re not available for anything else during that time. But don’t stop at scheduling a writing appointment. Also, schedule a call, meeting, or other must-do activity after your writing time. That creates a real deadline. If you know you must stop writing, you’re more likely to stop agonizing and get it done. If you want to break down your scheduled time further, consider using a timer. The Marinara Timer (free) lets you do the Pomodoro technique (25-minute segments) or create custom times. The point is to write without stopping until the time is up. I mix up my timer based on aspects of the writing project. For example, 10 minutes to create a lede or 25 minutes to craft the first section. I realize they’re artificial deadlines, but they help me shape my approach to writing and respect the time I’ve committed to getting the article done.
- Minimize the distractions
- Your computer screen can be a busy place. Don’t let it overwhelm you. Open only one browser window and add the tabs you need for writing. When I write, I create a tab with the AP Stylebook (paid), another tab for Thesaurus (free), another tab for ChatGPT (free), and an empty Google search screen. If you need resources that live in your inbox, copy and paste them into a Word document and turn off your email. Otherwise, you’ll pop into your inbox for a file and find five new emails that you’ll just have to read. Don’t forget to turn your phone to “do not disturb” so only those must-take calls or texts can get through. If you can’t give up your phone, at least turn it face down. Close your door or put on headphones. If you need noise, pick music that blends with your work. I’m one who needs noise (after years of writing in a newsroom). When I really need to focus, I listen to classical music so I’m not distracted by the lyrics.
TIP: If you work in a space where co-workers or others might stop by, use headphones rather than earbuds. They’re a great visual indicator that will make potential visitors think twice about interrupting you.
3. Get writing
Revisit the answers to the questions added to the top of your DRAFT document to remind yourself about the audience and brand purpose. Now you’re ready to write. The key to writing faster? Don’t overthink it. You are not to edit. That is a separate stage in the process. Not happy with a word choice? Move on. Waiting for creative inspiration to strike for the perfect lede? Realize perfect is impossible and better only happens when you’ve already written something. Unsure of a source’s title? Add six question marks so you make sure to revisit it later. The point? Don’t succumb to potential writing distractions. Begin with the headline Write three to five versions. Don’t stress about fitting the target keywords into it or whether it sufficiently grabs the reader’s attention. At this point, just write headlines that set the tone and focus of the article. Move on to the introduction Read through your notes to identify the most surprising, fascinating, helpful, or relevant aspect. Consider using that as your lede. Stuck for a great lede? Write “This article is about (TOPIC). You, the audience, will learn (XYZ)” as a placeholder. You can fix it later. In the introduction, include a nut graph — a sentence or two describing the reason the story is being told now to this audience. This will set the stage for what the reader should expect. AI assist: Struggling to write an intro and nut graph? Ask the AI tool to help. Share your primary interview or research and ask it to fill in the blanks in the sentence above. Ask it to craft a two-sentence paragraph about what story should be told. It could even help share something fascinating or surprising. Write your subheads Go back to your notes and pull your subtopic subheads, or create them now. Read through them a couple of times: (1) Are those the key topics this article should address? (2) Does their order make sense for the story being told? AI assist: Once you complete the subhead organization, paste what you have into an AI tool and ask it to summarize the article. Also, ask it what topics are missing. Then, ask what, if anything, should be eliminated. Take time to get this step right as it creates the structure for your content…
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