If you are asked to evaluate someone else’s written work, keep in mind that not everyone can separate process from product, or product from personality. Many authors, particularly those new to the writing process, see the written word as an extension of self. To help the recipient receive your evaluation as professional advice, rather than as personal criticism, use strategies to be tactful and diplomatic.
Until you know the author and have an established relationship, it is best to use “I” statements, as in “I find this sentence difficult to understand.” The sentence places the emphasis on the speaker rather than the sentence, and further distances the author from the sentence. If you were to say, “This sentence is awful,” all the author may hear is, “I am an awful writer” and fail to pay attention to your message, the sentence under examination, or ways to improve it. Business writing produces products, and all products can be improved, but not all authors can separate messenger from message.
Avoid the use of the word you in your evaluation, oral or written, as it can put the recipient on the defensive. This will inhibit listening and decrease the probability of effective communication. [1] If you phrase an evaluation point as, “Why did you include this word here?” it can be interpreted as a personal attack. Just as speakers are often quite self-conscious of their public speaking abilities, writers are often quite attached to the works they have produced. Anticipating and respecting this relationship and the anxiety it sometimes carries can help you serve as a better evaluator.
Phrasing disagreement as a question is often an effective response strategy. Let’s rephrase that previous question to, “What is this sentence intended to communicate?” This places the emphasis on the sentence, not the author, and allows for dialogue. Phrasing your evaluation as a question emphasizes your need to understand, and provides the author with space to respond in a collaborative fashion.
Focus on the document as a product, an “it,” and avoid associating the author or authors with it. There may be times when the social rank or status of the individual involved with work requires respectful consideration, and choosing to focus on the document as a work in progress, distinct from authors themselves, can serve you well. This also means that at times you may notice a glaring error but be reluctant to challenge the author directly as you anticipate a less than collaborative response. By treating the document as a product, and focusing on ways to strengthen it, keeping in mind our goals of clear and concise as reference points, you can approach issues without involving personalities.
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