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    "title" : "4 steps writers and editors can take to demonstrate value |Digital.gov",
    "description": "4 steps writers and editors can take to demonstrate value",
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    {"kicker" : "<no value>","title" :"4 steps writers and editors can take to demonstrate value","deck" : "How to strike a balance between cost and value","summary" : "As plain language writers and editors, we need to demonstrate the value we bring to projects. This writeup explains how to calculate the costs of our work and articulate its value.","date" : "2023-08-08T21:00:00-05:00","date_modified" : "2025-02-14T09:43:36-05:00","authors" : {"katherine-spivey" : "Katherine Spivey","meredith-larson" : "Meredith Larson"},"topics" : {
        
            "budgeting-and-performance" : "Budgeting and performance",
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            "governance" : "Governance",
            "plain-language" : "Plain language",
            "professional-development" : "Professional development"
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      "filename" :"2023-08-08-4-steps-writers-and-editors-can-take-to-demonstrate-value.md",
      
      "filepath" :"news/2023/08/2023-08-08-4-steps-writers-and-editors-can-take-to-demonstrate-value.md",
      "filepathURL" :"https://github.com/GSA/digitalgov.gov/blob/replace-hugo-links-4-migration-archive/content/news/2023/08/2023-08-08-4-steps-writers-and-editors-can-take-to-demonstrate-value.md",
      "editpathURL" :"https://github.com/GSA/digitalgov.gov/edit/replace-hugo-links-4-migration-archive/content/news/2023/08/2023-08-08-4-steps-writers-and-editors-can-take-to-demonstrate-value.md","slug" : "4-steps-writers-and-editors-can-take-to-demonstrate-value","url" : "/preview/gsa/digitalgov.gov/replace-hugo-links-4-migration-archive/2023/08/08/4-steps-writers-and-editors-can-take-to-demonstrate-value/","weight" : "1","content" :"\u003cp\u003eOn May 10, 2023, the \u003ca href=\"https://digital.gov/topics/plain-language-community-of-practice/\"\u003ePlain Language community of practice\u003c/a\u003e huddled around the concept of \u003ccode\u003econtent costs\u003c/code\u003e. The conversation touched on:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eProject management,\u003c/li\u003e\n\u003cli\u003eThe difference between cost and value, and\u003c/li\u003e\n\u003cli\u003eThe impact we can have as writers and editors on our organizations and the public good.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eWe identified four steps that plain language writers and editors can take to demonstrate the value they bring to projects and how to maximize that value.\u003c/p\u003e\n\u003ch2 id=\"step-1-calculate-costs\"\u003eStep 1. Calculate costs\u003c/h2\u003e\n\u003cp\u003eAs plain language editors, when are you looped into a project?\u003c/p\u003e\n\u003cp\u003eMany editors are brought in at the end and, likely, not part of the planning. Editing is often seen as something that can be done at the very end, but this approach can undermine project goals.\u003c/p\u003e\n\u003cp\u003eOne way to help managers appreciate what we do is to translate our time and talent into costs. In all projects, there are three salient factors: time, quality, and cost. If you need something faster or of higher quality, costs will rise. If you have limited resources (money or staff time), then you may need to adjust other factors.\u003c/p\u003e\n\u003cp\u003eSo how can we help estimate the cost of our work? The basic equation is:\u003cbr\u003e\u003cbr\u003e\u003c/p\u003e\n\u003cspan class=\"highlight-text\"\u003eCost = Time spent writing, revising, and editing x Hourly wage\u003c/span\u003e\n\u003cp\u003eBut you do more than just write or revise the target document. You are also using your time and energy on other, hidden tasks to complete the work. For example, you spend time:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eResponding to emails,\u003c/li\u003e\n\u003cli\u003eTalking with the project team,\u003c/li\u003e\n\u003cli\u003eReviewing websites for context, and\u003c/li\u003e\n\u003cli\u003eReferring to different style guides.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eAnd all of this can begin long before you get a draft of the document.\u003c/p\u003e\n\u003ch2 id=\"step-2-consider-the-hidden-costs-factors\"\u003eStep 2. Consider the hidden costs factors\u003c/h2\u003e\n\u003cp\u003eAlthough you may be able to estimate how much time you’re spending on your work, you are not the only factor in determining costs. A few hidden cost factors include the following:\u003c/p\u003e\n\u003ch3 id=\"the-approval-process\"\u003eThe approval process\u003c/h3\u003e\n\u003cp\u003eWhen considering an editing or writing task, you need to know what the approval process requires. That includes how many people are on the approval chain, what their level of review will be, how long it will take for them to review, etc.\u003c/p\u003e\n\u003cp\u003eThe longer or more complex the chain and the less clarity about roles or accountability for timeliness, the more costly the approval process is.\u003c/p\u003e\n\u003ch3 id=\"technological-hurdles-and-complications\"\u003eTechnological hurdles and complications\u003c/h3\u003e\n\u003cp\u003eEvery office may have different software or IT systems to support content development and revision. Depending on how familiar everyone is with the software—or how reliable the hardware and systems are—learning and using these programs can reduce or increase costs. For example, if the project team does not have reliable technology or the ability to use it, costs will increase.\u003c/p\u003e\n\u003ch3 id=\"goodwill\"\u003eGoodwill\u003c/h3\u003e\n\u003cp\u003eThis is probably the most hidden of costs but the one that can haunt a team long after the project is complete. Every task will require multiple people to put in time and effort. When it comes to writing, people can feel especially overwhelmed or diminished if:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eTheir words or edits are changed,\u003c/li\u003e\n\u003cli\u003eThe document is not well-received, or\u003c/li\u003e\n\u003cli\u003eThe purpose and usefulness of the work isn’t clear.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eThe cost of staff goodwill and motivation can be high. Although it may not have a dollar amount easily attached, you (or your manager) can’t ignore that cost.\u003c/p\u003e\n\u003ch2 id=\"step-3-acknowledge-the-difference-between-cost-and-value\"\u003eStep 3. Acknowledge the difference between cost and value\u003c/h2\u003e\n\u003cp\u003eWith all these factors potentially raising the cost (tangible and intangible), you may wonder whether the work is ever worth it. The short answer is – Yes!\u003c/p\u003e\n\u003cp\u003eThe more precise answer is – Yes, good writing is generally worth the effort, but that effort should be in balance with the value of work to the organization and the public.\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eIs it worth spending 10 hours to perfect a tweet that will save lives? Absolutely!\u003c/li\u003e\n\u003cli\u003eIs it worth spending 10 hours to perfect a memo about an issue important to the organization? Most likely, yes.\u003c/li\u003e\n\u003cli\u003eIs it worth spending 10 hours to perfect a webpage that very few people are likely to access? No, probably not.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eThis is where \u003ccode\u003evalue\u003c/code\u003e comes into our calculation. Cost is about what we spend. Value is about what we (and others) gain.\u003c/p\u003e\n\u003cp\u003eWhen considering a project, it’s worth considering who could gain what from the work. Will you gain experience? Could the organization gain prestige (or avoid embarrassment)? Would the public gain knowledge or assistance?\u003c/p\u003e\n\u003cp\u003eSome of these questions you may be able to answer for yourself, but ultimately, the project leader should be able to describe the value of the work — though you may have to ask the leader to articulate it.\u003c/p\u003e\n\u003ch2 id=\"step-4-create-opportunities-for-reducing-cost-or-building-value\"\u003eStep 4. Create opportunities for reducing cost or building value\u003c/h2\u003e\n\u003cp\u003eWe are writers and editors, not superheroes. We cannot make every piece of writing transcend time and space. We can, however, work with our teams and the project leaders to strike a balance between cost and value.\u003c/p\u003e\n\u003cp\u003eThe first step in this balancing act is helping the leader and team understand what you can contribute and how \u003ca href=\"https://www.plainlanguage.gov/\"\u003eplain language\u003c/a\u003e can help them meet their goals and increase the project’s value.\u003c/p\u003e\n\u003cp\u003eA next step is determining what the perceived value is and what level of quality is necessary to attain that value. If possible, discuss the project’s intended impact and whether the document you’re working on (even if it’s a social media post) is meant to reach a wide audience or last a long time.\u003c/p\u003e\n\u003cp\u003eRemind people about the three factors for projects:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eTime (how quickly must it be done),\u003c/li\u003e\n\u003cli\u003eQuality (how perfect does it have to be for your goals), and\u003c/li\u003e\n\u003cli\u003eCost (how much staff time and goodwill can you spend).\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eThen, get a sense of some of the aforementioned hidden cost factors. Ask about the approval process and whether there are ways to streamline it. Learn about the available technologies and known issues. Also, try to determine whether there have been any recent failed or successful writing projects that could be affecting staffs’ motivation.\u003c/p\u003e\n\u003cp\u003eFinally, you may be able to introduce some practical tools into the process. For example, templates can reduce time and costs and improve quality. Sometimes, spending hours to fine-tune a template can be a great use of time and a chance to build trust and goodwill.\u003c/p\u003e\n\u003ch2 id=\"moving-forward-as-a-community\"\u003eMoving forward as a community\u003c/h2\u003e\n\u003cp\u003eOur community conversation about cost helped uncover that many of us are seeking ways to articulate our value or to help our teams understand when and how to best incorporate us into a project (ideally during the initial stages; not at the very end).\u003c/p\u003e\n\u003cp\u003eAs a community, we are considering future huddles on topics such as:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003eArticulating value: Developing talking points to articulate your value, how to use your expertise most effectively, and the goals of plain language.\u003c/li\u003e\n\u003cli\u003eLeading from behind: Managing your managers to ensure project success.\u003c/li\u003e\n\u003cli\u003eDeveloping templates: How templates and processes can streamline work.\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eAt the end of the day, we aim to bring value to readers and writers, and to share information and grow knowledge. As writers and editors within this community, your time and expertise are precious resources that deserve to be acknowledged. By addressing the cost of work on you and your team, you show the importance of this work and articulate the value it can bring.\u003c/p\u003e\n\u003ch2 id=\"resources\"\u003eResources\u003c/h2\u003e\n\u003cp\u003eJoin GSA’s \u003ca href=\"https://digital.gov/communities/\"\u003eCommunities of Practice\u003c/a\u003e to connect with writers, editors, and other content creators across government:\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/it-accessibility-section-508/\"\u003eAccessibility\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/communicators/\"\u003eCommunicators\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/multilingual/\"\u003eMultilingual\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/plain-language/\"\u003ePlain Language\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/social-media/\"\u003eSocial Media\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/communities/web-content-managers/\"\u003eWeb Managers\u003c/a\u003e\u003c/li\u003e\n\u003c/ul\u003e\n\u003cp\u003eHere are some government resources on content and writing.\u003c/p\u003e\n\u003cul\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/resources/an-introduction-to-plain-language/\"\u003eAn introduction to plain language\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/2023/04/20/the-art-of-storytelling-in-a-hybrid-world/\"\u003eThe art of storytelling in a hybrid world\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://ies.ed.gov/ncee/pubs/REL2014051/pdf/REL_2014051.pdf\"\u003eGoing public: writing about research in everyday language (PDF, 239 KB, 24 pages)\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/2022/05/23/10-tips-to-create-maintain-and-present-non-english-digital-content-a-qa-with-michael-mule/\"\u003e10 Tips to Create, Maintain, and Present Non-English Digital Content: A Q\u0026amp;A with Michael Mulé\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/resources/introduction-to-translation-technology\"\u003eAn introduction to translation technology\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://18f.gsa.gov/2022/07/13/content-design-ada/\"\u003eContent design for beta.ada.gov: writing for action and flexibility\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://18f.gsa.gov/2021/07/27/content_governance_what_it_is_and_how_to_get_started/\"\u003eContent governance: What it is and how to get started\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://accessibility.digital.gov/content-design/getting-started/\"\u003eAccessibility for content designers\u003c/a\u003e\u003c/li\u003e\n\u003cli\u003e\u003ca href=\"https://digital.gov/2023/03/07/a-happy-compromise-between-people-first-and-plain-language/\"\u003eA happy compromise between people-first and plain language\u003c/a\u003e\u003c/li\u003e\n\u003c/ul\u003e\n"}
  ]
}