How can a secretary improve the writing ability of official documents? 1. Choose words and make sentences
To improve the writing ability of official documents, we must first improve the writing ability, and writing ability is the ability to choose words and make sentences in the final analysis. According to observation and analysis, some secretarial staff have outstanding problems in choosing words and making sentences, which are manifested in poor words and lengthy sentences. As the media of information and policy dissemination between the upper and lower levels of the government, the accuracy of official documents and the appropriateness of sentences are directly related to the role of organs and the efficiency of performing their duties, so secretaries must strive to improve their ability to choose words and make sentences.
Although the meanings of many words in Chinese are not very different, their meanings are different, which requires secretaries to accurately understand their meanings and master their usage differences, and only in a specific context can they use the most appropriate words. On the premise of ensuring the standardization, seriousness and authority of official documents, official documents should use vivid sentences to describe things as much as possible, clarify reasons and problems, make abstract things more intuitive, make abstruse truths more popular, try to use short sentences less long sentences, and moderately use parallelism, rhetorical questions and rhetorical questions to increase the appeal of language.
2. Read widely and practice more.
With the development of national construction, the application of official documents has been extended to all fields of society. The ancients said, "Reading is like breaking ten thousand volumes, and writing is like a god". This shows that the official document writing level of secretaries is not only influenced by their theoretical level and thinking method, but also depends on the author's knowledge to a great extent. And a person's rich knowledge is not acquired overnight, but accumulated through long-term study.
Therefore, a secretary should read more books, including political theory, principles and policies, economy and culture, classic speeches and excellent official documents. , and constantly accumulate and improve their cultural literacy, so as to improve their official document writing ability. Besides abundant knowledge, official document writing needs more practice. However, the actual practice should not be limited to the writing of specific official documents, and more practice should be done in the training of basic expressions, especially in the writing of official documents, such as narration, discussion and explanation.
In addition, grass-roots secretarial staff should carry out writing training for various styles that may be needed in their work, and they can imitate model essay training and train according to materials, or they can go to a certain department for on-the-spot investigation and actual combat training. Through various forms of writing training and my own thinking, I can master the writing format of official documents, improve my writing ability and level, and write official documents that meet the requirements.
3. Know what you know.
Knowing is to understand the working ideas, requirements and purposes of leaders, and to understand and analyze problems from the perspective of leaders, the overall situation and the times; You can't build a car behind closed doors, take it for granted. For a certain job, if you were a leader, what would you think and what measures would you take to communicate your thoughts with the leader? If the leader doesn't approve, you should carefully analyze your mistakes and find out the root causes.
In the long run, grasp the working ideas of leaders, enrich and improve the countermeasures or measures put forward by leaders, and make them more targeted; A more comprehensive and profound exposition of the leaders' ideological views, a more in-depth study of the problems raised by the leaders, and new ideas. Leaders' understanding of problems often has strong political, policy and overall characteristics, which puts high demands on secretaries in breadth and depth.
Therefore, the secretarial staff must know, otherwise it is difficult to turn the leadership's intentions into official documents and form a work plan, scheme and even specific measures of a unit. How can we understand the intention of the leader? The author believes that secretaries should contact and communicate with leaders at ordinary times, listen carefully to leaders' speeches on various occasions, and be intimate people around leaders.
Knowing is not enough, but you must know. The so-called dawn is to understand the voices of subordinate units and the masses, go deep into the grassroots, have a direct dialogue with the masses, listen to different opinions, and give feedback to the leaders after investigating and understanding the opinions of the masses. Only after comprehensive analysis, leaders can make correct decisions and work out feasible plans, so as not to be divorced from the actual work.
If the secretarial staff can't understand the situation at the grassroots level, then the written manuscript naturally doesn't match the needs of the masses. Only by understanding, can we start from its fundamental interests, analyze problems from the humanistic point of view, respect, understand and care about people; Only by being full of feelings for the grassroots and sincerely caring for the people can we move the hearts of the masses. Practice has proved that a good official document is written on the premise of full understanding.
4. Careful observation and diligent thinking
For secretarial workers, paying attention to people and things around them can not only provide real and vivid perceptual materials for official document writing, but also find problems and increase the realistic pertinence of official document writing. When some secretaries accompany the leaders to inspect the work, they mostly take a walk and have a look, and they turn a blind eye to the people, things and things they see, which is commonplace; Even observing some phenomena is superficial and superficial, and does not pay attention to details; For important situations or general things, I am used to mastering them a little bit, so as to generalize; Lack of their own unique thinking and opinions, blindly learn from others, take the doctrine of borrowing to copy others.
It is necessary to learn from other people's viewpoints, but what is written without rich perceptual materials and personal experience is bound to lack breadth and depth and have no new ideas. Such things will not be convincing and inspiring to others, and have little significance for practical work guidance. Therefore, secretarial workers should pay attention to form good observation habits, find differences from common phenomena, find future problems from emerging phenomena, and find essential problems from superficial phenomena.
Observation is important, but we should also learn to think, select the essence from the rough, discard the false and retain the true, look at the essence through the phenomenon, explore the development law of things and put forward our own opinions. If the actual situation is inconsistent with authoritative opinions or traditional conclusions, we should dare to question them. Listening to the report is necessary for collecting official document writing materials, but we should listen to it differently and not completely absorb it without thinking. Don't just "wind", don't follow suit, but think carefully and identify. Only in this way can the written articles be creative, insightful and stand the test of history and practice.
5. Large vocabulary
According to the requirements of different languages, official document writing should choose diversified words to make the article lively and literary. Literary talent is also a kind of strength, which can attract and convince people more effectively. Chairman Mao is such a master who writes in many languages. Here is just an article.
1949 The article "Working Methods of Party Committees" is only over 2,000 words, but the words are varied. The article is mainly based on modern Chinese, and there are also idioms, such as "chickens and dogs hear each other's voices, and old people don't talk to each other" and "Are you ashamed to ask questions"; There are colloquial words, such as "we should hurry up." Of course, a slap in the face can't shoot anything, that is, we just hold hands, but we don't hold them tightly, or we can't catch anything. " "Don't send a' notice for people's safety' before the meeting, and people will make do when they arrive"; There are metaphors, such as "learn to play the piano", "better troops and simpler administration" and "Yan 'an or Xi 'an". There are also special terms, such as "exchanging information", "the secretary should be good at being the monitor" and "the soldiers and horses have arrived, but the food and grass have not been prepared".
Lively words have great appeal and persuasiveness, which makes people fondle them. Official document writing is directly oriented to the masses. It is necessary to change those nouns and a set of "bureaucratic jargon" and write with diversified words that the masses like, including appropriately quoting some old sayings, idioms, aphorisms, proverbs, rich allusions and easy-to-understand spoken language, so as to make the official document language more vivid, interesting, expressive and infectious.
6. Be good at summing up
We have collected some wonderful words of leading cadres, just to cite a few examples.
(1) As a leading cadre, to be a good porter, one is the spirit of superiors, and the other is the expectations and requirements of the broad masses of the people.
(2) Leading cadres should be both "umbrellas" and "cows", stand up as umbrellas, shelter from the wind and rain for the masses, bend down as cows, and work honestly for the masses.
(3) A leading cadre in charge of letters and visits said that the real sorrow is not that the people have grievances, but that the grievances have nowhere to sue and nowhere to stretch. So don't hide, block, be neither hot nor cold nor soft when treating petitioners.
(4) The cadres in Huaxi Village said that "the people are blessed to be officials" and "I am afraid that the masses will not listen, and I am afraid that the cadres will not listen; When cadres listen to the people, the people will certainly listen to them. " The appeal radiated by these flesh-and-blood words and languages is far better than those rhetoric and empty words.