Just 500 Words More . . .

You’ve finished your document — an article for an important trade magazine. They wanted 2,000 words, you gave them, well, let’s see . . . 1,500. Or you’ve created an information packet. You intended to create eight sheets for each of your company’s services but, well, one service barely fills half a page. You go through your list, turning points like soil in a garden. But really — for once — you have nothing else to say. What do you do?

Easy. Consider the piece finished. After all, the idea that quantity means quality is as outdated as a manual typewriter. In fact, in the sound-bite mentality-era, long documents are detrimental. But, what if you really must produce more material? Then what? Here are a few suggestions.

Think graphics. Make sure your piece has an adequate amount of white space. Play with the design. Move your logo around. Experiment with photos and high-quality clip art. Most important, keep it professional and visually clean.

Think support. Interesting examples that support your point always help to add meat to the bone of your document. Take an information packet. For each service, add a few success stories from recent clients. And that article? Throw in a few examples or quotes.

Think devices. Now is your chance to be really creative. Add quotes to your information sheets, anecdotes set off from your main document, sidebars with lesser-known facts that will truly interest your readers. Perhaps you can add a “Did you know?” section, checklist, or other device to add flair — and words — to your article. Whatever else, do not repeat points, throw in extra words, or linger over minor points to squeeze extra words, sentences, or paragraphs into your once-strong document.

On the other hand, plenty of people have documents that are paragraphs or even pages too long. If this happens to you, simply cut the least important information. Down to your core idea? Cut any examples or other types of support.

And the Time Is . . .

Time, that nasty reality, claws and clings. And you dutifully want to revise for structure. Really. But you have to get that report to the boss’s desk in 15 . . . 14 . . . 13 meager minutes. Wait — you still have enough time to edit. Simply determine which structural bad habit is most pronounced and edit for that. Are your openings dull? Check the first paragraph. Have trouble leading into examples? Double check for transitions. This will improve your document while helping you hone your skills into professional quality.
Review every document for three important qualities: a powerful opening that grabs your readers’ attention, a body that moves them from point to point without bumps or U-turns, and an ending that they’ll value and remember. Once you have a solid structure, you can turn to the details that distinguish excellent writing.