Neatness counts
Here’s a simple rule that I bet you heard in first grade: neatness counts. It’s still true. Also, not running with scissors is still solid advice, too.
Those of you who are engineers, and perhaps the scientists among you, will likely chafe at the notion that an important part of your document isn’t the content. Surely everything else is a distant second? Yes, and no.
No matter how good your work looks, it will fail to achieve your purpose if the content is not excellent. Excellent content, effectively communicated with correct usage is the minimum for entry into the communication club. However, these things by themselves are not enough to ensure that your message is received with the full impact you intend. The package—the way in which you present your content—is important. Here’s why.
1. A nearly final “draft” stops the casual editor
Never hand a first draft to your reviewers.
In many organizations there is a process by which a bunch of people have to sign off on a written document before it’s distributed, published, or whatever. Many of your reviewers will make comments, and some of them might be useful. Many will simply be the reviewers imposing their style preferences upon your product. You can’t stop these comments, and depending upon who makes them (and where they are in your management chain) you may not even be able to ignore them. You can, however, create an environment that minimizes opportunities for these kinds of comments to be made.
People are less likely to make comments that they consider optional on a document that appears polished and finished already. Unconsciously they are getting the message that this is a finished product, and any changes they suggest will be difficult to implement and therefore should be substantive. They also are likely to feel that a great deal of effort has already been invested in the work they are reviewing, and so are less likely to invest a lot of time themselves, giving it a less thorough review because it “obviously doesn’t need much help.”
2. It gives your boss one less thing to worry about
The second substantial benefit of being neat and producing polished products is to your career potential.
For a moment, imagine yourself leading a group of several hundred folks. You are reviewing a document produced by your team that’s heading out to a set of important customers. As the leader of the organization, you are concerned that everything that goes out representing your organization makes your team look as good as you know they are. If something doesn’t look right by the time it gets to you, even if the content is perfect, it’s probably going back for edit.
Receiving something that’s ready to go removes this burden from you. It also doesn’t happen routinely, because your technologists cannot seem to learn that neatness counts. But there is a talented young member of your team who routinely sends you A+ quality stuff. Leaders are responsible for selecting and preparing the next generation of leaders, and our example young lady makes the list because she gets the whole picture.
3. Pick a presentation mode that adds to your message
The third reason that neatness counts is that presentation either supports or detracts from your message. Since you get to choose, opt for a presentation that supports your message. Opting for a polished product sends the message that you are professional and knowledgeable.
Documents that you author are little pictures of you. Good work is tied to the mental image of your competence that everyone carries around. But so is bad work. Neatness counts.
