How does the secretary speed up and increase efficiency in official document writing?

How does the secretary speed up and increase efficiency in official document writing?

Different from the general literary creation, the official document writing of government agencies and units can be "brewed" for a long time, which needs to be completed in time and quickly, and the application timeliness is pursued. So how can a secretary make official document writing faster and more efficient? Let's have a look!

Grasp the intention and the direction.

Official document writing usually has a certain purpose. Accurately understanding the leaders' intentions before writing can prevent the written official documents from deviating from the topic and outline, which is a key step to improve the writing speed of official documents.

Analyze the elements clearly. First of all, the purpose of writing should be considered when drafting official documents. Analyze whether to report to the superior or speak to the subordinate, whether to communicate internally or publish publicly; Secondly, we should make clear the format and style. Find out whether to write a composition, a parallel essay or a composition, a request or a report, a report or a summary, a speech or a speech, and so on. Finally, determine the personal terms. No matter whether you write official documents in the first person or the third person, you should communicate and agree with the leaders in time to prevent "one short step makes a lasting regret".

Consistent with leadership style. Official document writing should follow the style of quasi-leadership. Different leaders have different views on the same issue, so the language characteristics and styles of official document writing are naturally different. If you like to be straight, write in the original dialect. If love is vivid and elegant, it is necessary to prepare vivid humor; If you like to talk about the past and discuss the present, you need to use classical and China classical poems. The older you get, the more interesting it is. At the same time, we should also pay attention to controlling the length of official documents, both long and short, so that the written official documents can meet the "taste" and temper of the leaders.

Put yourself in others' shoes. If you want to open your writing ideas quickly, you should first cut into the target audience and the sending range, accurately judge the problems that the audience urgently wants to know and need to solve, think carefully and write them in place; Secondly, from the perspective of speech leadership, from the basic point of view and problem solving, according to the working methods, thinking habits and recent work trends of the unit, carefully analyze the overall work, and accurately judge the problems to be solved and the goals to be achieved by the unit at present.

Accumulate data and lay a solid foundation

"The nine-story platform begins with tired soil." Writing official documents is not a day's work. To become a master, you should not only be diligent in collecting information, but also be good at accumulating information.

Accumulate the information of the unit. The first is the historical data of the unit. Such as the formation process, name change, affiliation, development process, organizational evolution, personnel changes, major events, etc. ; The second is the official documents of the unit, such as work summary, work points, meeting minutes, typical materials, key tasks, central tasks and work indicators, work points, arrangements for major issues, etc. ; The third is the unit data, such as unit strength, existing strength, completion indicators and so on.

Accumulate current affairs and policy information. It is necessary to timely collect the principles, policies, laws and regulations promulgated by the party and the state, as well as relevant policies and regulations promulgated by higher-level units; It is necessary to timely collect the advanced typical deeds called for by the party and the state, as well as the deeds of advanced typical figures in their own units and industries; It is necessary to timely collect the development direction put forward by the party and the state for this industry, as well as the advanced development concept and endless fresh vocabulary of this unit.

Imitate the model essay to create fine products.

The ancients said: "Read 300 Tang poems by heart, even if you can't write, you can recite them." . The introduction of official document writing begins with imitation, but imitation also needs goals and choices, and cannot be blindly copied.

Imitate official documents with fixed format. Most official documents have their own inherent patterns and some special requirements. For the writing of this kind of official documents, we can apply those ready-made official documents with concise language and rigorous structure and quickly "transplant" them into words.

Imitate the official document of the "owner" of the unit. These so-called "masters" have accumulated rich writing experience in the long-term practice of official document writing. The official documents they wrote are not only excellent in form and pattern, but also reveal the characteristics and habits of the leaders of their own units, which are worth learning. Imitating their official documents can not only quickly understand the writing essentials, skill handling and writing requirements of official documents, but also understand the official document style that leaders like and the habit of asking for official documents. Therefore, we should study hard, ponder carefully, learn from and master, digest and absorb into our own things, and strive to achieve a leap-forward upgrade of official document writing.

Imitate the official documents of celebrities. The works of celebrities are essential, but we can't blindly study them. Due to the times, history and other reasons, the format does not necessarily meet the requirements of modern official documents. Therefore, we should take the essence and discard the dross in our study, and imitate their concise, plain, not boring, novel, vivid, flashy, concise and concise language, as well as their rich but not lengthy, short and not empty, rigorous and standardized style of writing.

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