The gap between knowing and doing is greater than knowing and not knowing. – Ken and Margie Blanchard
Do what you know how to do in your life
This gap is real in much of what we do. We know how to stretch the muscles before playing sports. We know how to buckle up before start a car. We know how to wash our hands before eating. We know how to eat healthy food and exercise every day. We know that doing these things prevents injury and promotes a long and vital life. However, often we don’t.
Do what you know how to do in your writing
This gap is also real when business professionals write. We know that clear writing is clear thinking, framed for the reader. To persuade our readers, we know how to list key ideas and supporting facts before writing the draft. We learned how to sketch ideas and write a paragraph in elementary school. But 99% of business professionals, from corporate presidents to interns, don’t. Everyone knows how to do it, they just don’t do it.
The Rambling Rose Process
Instead, most people use what the Rambling Rose writing process can. They write while thinking about the content. For writers, the process usually looks like this, since:
- sit back and hit the eraser
- read them
- rewrite it
- read them
- rewrite it
- close with “If you have any questions, please feel free to contact me.”
- send it in the hope that the reader discovers it
Result of the process units
In everything we do, the process we use determines the result. For example, well-trained motorcyclists know that when they look at an object on the road, they are more likely to hit it, because a motorcycle is going where the rider is looking. The same experience of process-drives-outcome is true in writing. When people write the way they think, there are predictable results for the writer, the eraser, and the reader.
Result for the writer
People often procrastinate, so they hit the eraser while they’re thinking about it. Rambling Rose triggers an endless chain of emails: the LABEL you are he Syndrome: where busy people send emails hoping something will get done. The problem is that our documents are hard to read and easily misinterpreted.Draft result
Drafts written with the Rambling Rose writing process look the same. They often start with background information, bury purpose in the hardest-to-find place, hide lists of key points, and lack transitions to tie ideas into a compelling and memorable message.Result for the reader
Inadvertently and unintentionally, the game Rambling Rose plays is “Let the readers find out.” The reader must quickly find the answers to three compelling questions:
- How does this affect me? What do you want me to do?
- What are your key points?
- What is the urgency?
An example of Rambling Rose
You can see these results on almost every email that is 100 words or more. You can see these results for the draft and the reader in this example.
Subject: SNA and Big Data Training
As we get closer to the scheduled time to install SNA and Big Data capabilities on our CP2000, I have been examining the need for training in these areas. We can send someone from Seattle to an SNA class hosted by a training company like the American Banking Institute. The cost of these classes is around $1,000 plus another $1,000 for travel and expenses. We couldn’t have formal training in SNA or big data. In other words, you would be hands-on and learn as you go. We could take John Dorn to Seattle for about 3 days. He could cover the basics of SNA, big data and even get into banknet. This would require us to pay for your trip and travel expenses, which could be up to $1,000, depending on whether or not you would be staying for a weekend. Bringing John here for class is the best from my point of view. I recommend that we proceed. I’ve already mentioned the idea to Jane and I’ve got it right. I have budgeted for an SNA class for this year. With her approval, I will proceed with the arrangements.
A rewrite using a model of write to get things done
Subject: SNA Big Data Training Approval Request
Please approve bringing John Dorn to Seattle in the last quarter of this year. I would teach the concepts of SNA and Bulk Data to our technical staff. I’ve already mentioned the idea to Jane and I’ve got it right.
Here are three options we considered to meet our immediate training needs:
- Send someone to a training class hosted by the American Banking Institute. The total cost would be about $2,000.
- Have no formal training. It would be practical and learn as you go.
- Bring John Dorn here. The total cost would be around $2,500. I have this amount budgeted for this training.
I would appreciate your approval before Friday. This will allow enough time to effectively plan our training sessions.
Bridge the gap between knowing and doing: do what you know
In your personal life, remember to do those things you know will prevent unnecessary injury and promote a long and vital life. And in your writing, remember to do those things that you know will produce an easy-to-read document that gets things done.