Asked how he carved the magnificent statue of David from a block of marble, Michelangelo is said to have replied “I just took away everything that was not David.”  Turns out, that’s great advice for writers as well as sculptors.

Just as Michelangelo envisions his statue, we know in our minds what we want to communicate when we take to a blank page.  But something often happens in between our brains and our fingertips.  Clunky words and disjointed thoughts clutter our documents like ugly gobs of clay clinging to a sculpture.

If you want your writing to be as clear, concise and powerful as possible, follow Michelangelo’s advice—chisel away everything that’s not part of your message.  Here are five tips for sculpting better documents:

1. First and foremost, know your goal.  That means knowing who you are communicating to, and what you want to accomplish.  This requires that you understand what is driving your communication, your audience(s) and how the information will be used.  For larger documents, craft your outline based on this understanding.
2. If you get stuck, ask yourself “What am I trying to say?”  When people ask for help with meandering and unfocused documents, the first thing I ask is “What are you trying to say?”  Usually, they can tell me in a handful of words.  Bingo!  Write it the way you would say it, and then edit from there.  Drop the flowery language and technical jargon.
3.  Don’t borrow someone else’s design.  Unless you are working with a predefined format, start fresh.  Avoid the temptation to start your project with an existing document that is “close enough” for your needs. Rather, begin with your own outline based on your objectives.  From there, you can cut and paste as appropriate from other resources.  You are much more likely to stay on target this way.
4. Chisel away the unnecessary.  Weigh every paragraph, every sentence, and every word against your goal.  If it is not directly supporting your message, cut it out.  This includes document artifacts—those words and phrases left over from old templates.  The longer artifacts keep reappearing in your work, the more legitimate they feel.  (It’s like those doodads sitting on your kitchen counter that you never move or throw out because they now blend in with the scenery.)
5. Step away for a while.  Artists often step away from their work so that they can re-approach with a fresh point of view.  Wherever possible, leave yourself enough time to do this.  You will be surprised at what you catch when you look at your document with a fresh pair of eyes.  If you don’t have time, ask a coworker or friend to review your work.

So, chip away until your message is fully exposed!