This post is part of a series exploring key insights from Bryan A. Garner’s “HBR Guide to Better Business Writing.” Each segment transforms highlighted concepts into practical, actionable advice for improving your business communication.
Introduction
Have you ever stared at a blank document, cursor blinking accusingly, while deadline anxiety mounts? Or perhaps you’ve found yourself endlessly revising the same paragraph, unable to move forward? If so, you’re not alone.
Most of us struggle with business writing not because we lack ideas or intelligence, but because we tend to approach writing as one massive, intimidating task.
In this segment, we’ll break down Garner’s systematic approach to writing, which transforms this seemingly monumental challenge into a series of manageable steps. By separating the writing process into distinct phases—from generating ideas to polishing your final draft—we’ll not only produce better documents but also experience less stress and greater efficiency.
The Four Characters of Writing
Garner introduces a helpful metaphor for understanding the writing process by describing four distinct “characters” who each handle a specific part of the task:
- The Madman gathers material and generates ideas
- The Architect organizes information by creating an outline
- The Carpenter puts thoughts into words, following the Architect’s plan
- The Judge polishes the expression—tightening language and correcting grammar
These characters shouldn’t work simultaneously. Instead, they should operate in sequence, with each completing their task before the next begins. This compartmentalization is key to overcoming writer’s block and producing clear, effective business documents.
Phase 1: The Madman (Gathering Ideas)
The Madman phase is all about collecting raw material without judgment or concern for organization. This character works quickly, generates many ideas, and doesn’t worry about quality control.
Practical Madman Techniques
1. Capture ideas and facts in a central location:
- Use a simple document, note-taking app, or even a physical notebook
- Record:
- Key points you want to support
- Data, facts, and opinions you’ve collected
- Your sources (with clear distinctions between facts and opinions)
2. Use the “three main points” approach:
- Limit yourself to three main points (humans struggle to hold more than three items in working memory)
- Write these points as complete sentences
- Spell out your logic as clearly as possible
3. Prewriting in threes:
- List potential topics to cover
- Develop these raw ideas into full sentences
- Categorize main points in sets of three
Remember, during this phase, quantity trumps quality. Don’t get hung up on the perfect wording or structure—just get your ideas down.
Phase 2: The Architect (Organizing Information)
Once you’ve gathered your raw materials, the Architect steps in to create a logical structure. This phase is about creating order from chaos.
Building Your Framework
1. Create a simple outline:
- Arrange your main points in logical order from the reader’s perspective
- This becomes your bare-bones outline
2. Consider reader progression:
- What does the reader need to know first?
- What background or context is necessary?
- What information flows naturally from one point to the next?
3. Plan your document sections:
- Introduction (what problem are you addressing?)
- Main body (broken into logical sections)
- Conclusion (what action should the reader take?)
The Architect’s work provides the essential framework that guides the rest of the writing process. Investing time here prevents meandering documents that confuse readers.
Phase 3: The Carpenter (Drafting)
With your framework in place, the Carpenter can now start building—putting your thoughts into words and following the Architect’s blueprint.
Techniques for Efficient Drafting
1. Write against the clock:
- Set a timer for 5-10 minutes per section
- This creates productive pressure and prevents perfectionism
2. Write swiftly:
- The key to a sound first draft is speed
- Don’t slow down to perfect your wording
- If you get stuck on a section, skip it and move on
3. Schedule writing time:
- Don’t wait for inspiration—it “rarely comes when you want”
- Set specific times for drafting and stick to them
- When the appointed time comes, just start writing
4. Find your flow:
- Begin with sections you’re most comfortable addressing
- If you get stuck, move to a different part
- Return to challenging sections once you’re in the writing flow
Remember: The Carpenter and the Judge cannot work side by side. The editorial part of the brain is incompatible with the production part. Keep them separate to maintain productivity.
Phase 4: The Judge (Revising and Editing)
Once your complete draft exists, the Judge can enter. This character handles two distinct tasks: revising (big-picture improvements) and editing (sentence-level refinements).
Revising: The Big Picture
When revising, ask yourself:
- Have I been truthful and complete?
- Is my tone appropriate and fair?
- Does my document have a clear beginning, middle, and end?
- Does my opening make points quickly and clearly?
- Have I proved my points with specifics in the middle?
- Is my structure apparent to readers?
- Does my conclusion avoid mere repetition?
Editing: Fine-Tuning
When editing, examine each sentence and paragraph:
- Can I save words?
- Is there a better way to phrase this idea?
- Is my meaning unmistakable?
- Can I make this more interesting?
- Does my expression feel natural yet polished?
- Does one sentence flow smoothly into the next?
The Importance of Time for Editing
One of Garner’s most valuable pieces of advice: Leave plenty of time for multiple rounds of editing—at least as much time as you spent researching and writing. Quality writing emerges through revision.
Visual Organization
Beyond the text itself, consider how your document appears on the page:
- Use informative headings to make structure apparent
- Consider graphics that illustrate key points
- Place visuals near the text they illustrate
- Use legends and keys that readers can easily grasp
Well-designed documents help readers navigate complex information and remember key points.
Key Takeaways
- Compartmentalize the writing process into four phases: generating ideas, organizing, drafting, and editing.
- Work sequentially through these phases rather than trying to do everything at once.
- Write quickly during the drafting phase to avoid writer’s block.
- Dedicate significant time to revision, where much of the quality emerges.
- Use visual organization to enhance readability and comprehension.
Action Plan
- Create a dedicated idea file for your next writing project where you’ll capture thoughts without editing.
- Try the timer technique: Set a timer for 10 minutes and write without stopping on your next draft.
- Separate drafting and editing in your calendar—schedule distinct times for each.
- Develop a personal revision checklist based on your common writing weaknesses.
- Try the “three main points” approach on your next email or short document.
Reflection Questions
- Which phase of the writing process do you find most challenging, and how might you improve your approach to it?
- How often do you try to draft and edit simultaneously? What effect does this have on your productivity?
- How might separating the writing process into distinct phases help you overcome writer’s block?
- What techniques could you use to capture ideas more effectively before beginning to write?
- In what ways could improving your document’s visual organization enhance your message?
In our next segment, we’ll explore how to write with clarity and concreteness—essential skills for ensuring your readers both understand and remember your message.
Jump to Part 3 - Writing with Clarity and Concreteness - Making Your Message Stick
This content represents my own analysis and interpretation of concepts from Bryan A. Garner’s “HBR Guide to Better Business Writing. For the complete experience and the full depth of these ideas, I highly recommend purchasing and reading the original book.