Bankers choosing write words; The first draft: Putting it together

RMA Journal, The, Feb, 2002 by Richard A. Hamm

1. Sales call example. In a negotiating workshop that RMA sponsors, an interesting time management technique is proposed that involves pre-call planning with a coworker for a customer visit. In many situations, the team leader will prepare a memo in advance of the meeting. Invariably, as the time comes to leave the office to visit the customer, the team leader sees the coworker taking the "advance" memo out of the envelope for the first time. What happens next? All of the pre-planning is lost, and the two bankers "wing it" at the customer meeting.

A better idea is to phone the customer and ask for a 30-minute delay in the start of the meeting (assuming a one-hour time allotment) with assurances that you will limit the meeting to the remaining 30 minutes. Then, leave the office and stop somewhere for a cup of coffee and 30 minutes of good, quality preparation time. Effective salespeople and negotiators know that a well-planned, 30-minute meeting can get more accomplished than a poorly planned or improvised one-hour meeting. The same applies to writing. A good outline can actually save time and promote a coherent and concise written document.

2. Computer programming example. Another story comes from the computer world. In my community, which has many hightech firms, a particular computer programmer was recognized as the best in the local area. What is his secret to success?

This programmer said that all of his peers take programming assignments, go straight to their computers, and begin writing code. His first step is to devise his flowchart. He spends time getting the flowchart correct, then writes the program code and usually finishes ahead of his peers. He has continued this practice in his professional career and has developed a reputation for speed and quality work.

This is very similar to the writing process. Spend time outlining or designing your piece. Get this step correct, then the paragraph, sentence and word structure will flow more quickly and easily.

Consider Editing the Piece at Least Once

A final drafting tip from effective writers is to print a hard copy of the first draft and have at least one round of editing and reprinting. Despite advances in computer displays, the printed page is very powerful. The "look" of the printed words can be different, and the format better allows for catching errors and correcting digressions.

Summary

Putting together the first draft can be difficult, and most writing classes focus on grammar, word choice, and other issues more closely related to a high school English course. As we have seen, bankers face a number of constraints, while often processing complex and large amounts of information against tight deadlines. Two solutions are better communication within your "team" and a return to old-fashioned outlining.

Hamm is EVP at Colonial Bank, a member of tile Editorial Advisory Board of The RMA Journal, and a frequent contributor to tile Journal. In 1999, he developed a one-day version of "Business Writing for Bankers," which RMA offers periodically through its local chapters. He also has worked with entry-level and experienced bankers to help them learn how to communicate more clearly in the risk management process.