Illustration of hands holding a pen.Writing effectively depends more on good routines than talent or inspiration. Whether you need to write a brief email or a long document, give yourself time to generate the main ideas and express them cogently.

Baby steps. Make a list of questions, jot down a few lines, create the document and name it.

Just start. Get some words down, without worrying how they sound. Don’t labor over the opening lines—start anywhere, and come back to the intro when you’re ready.

Readers first. Once you have a draft, re-read with your audience in mind. Where do you need more explanation, or say too much? What is the best order? If it’s high stakes, ask colleagues to tell you what’s working and what needs attention.

Edit, then edit again. Devote some time to focus on sentences, getting rid of unnecessary words, checking word choices, adding transitions. Correct spelling errors and other typos.

Step away. Returning to the work after a break helps you see it fresh. Whether your break is 10 minutes or 24 hours, leave yourself a note about where to start again.

Print. If you compose on screen, try printing a copy to see it from a different perspective. If that’s not possible, change the font size or color to trick your brain into seeing it afresh.

By Nedra Reynolds, professor of writing and rhetoric in URI’s Harrrington School of Communication and Media