Common problems and solutions in the process of writing official documents:

At present, in party and government agencies, enterprises and institutions, the role of the "pen" is becoming more and more prominent and important, and it is known as "the pen". The saying "A gun is like a gun in times of war, but a pen is like a pen in times of peace." This also illustrates the importance of writing good official documents from one aspect. Common problems in the drafting process of official documents include empty and general written materials, chaotic structures, unclear words, and insufficient height. This article analyzes common problems in official documents from three aspects, finds out the causes, and seeks solutions.

1. The problem of realistic writing materials

The reason why the writing is not realistic is because it is collected and organized to understand the situation, and the causes and consequences are not clear, and the process is not understood. As a secretarial staff, you should strengthen your observation of the daily work of the unit and improve your sensitivity. The key to being able to "compose a poem in seven steps and rely on a horse to wait" lies in the reserve of daily knowledge and the accumulation of materials.

(1) The content of the materials must be complete

First, the spiritual materials of the superiors, the latest policies, the latest spirit, and the latest requirements of the Party Central Committee and the corresponding units at the superior levels. Make it clear what the superior's overall message is, what the focus is, what is currently being done, what issues should be paid attention to, etc. The sources can be news from internal and external websites, important meeting arrangements, speeches, etc. Only in this way can we truly implement the spirit of our superiors without distortion and implement the policies of our superiors without distortion. The second is the work material of this unit. Generally speaking, leaders pay more attention to thinking and researching how to combine the spirit of superiors with the actual situation of the unit, and propose creative work ideas and measures to reflect the characteristics of the department. Only when written materials focus on reflecting hot issues and issues of general concern can the listener be interested. You can collect all kinds of speeches, documents, summaries, reports, meeting minutes, and even notices and communications that you handle or encounter in your daily work for later use. The third is to pay attention to collecting language materials. Accumulate writing-related laws and regulations, famous quotes, typical examples, data and figures, incisive discussions, and ideological viewpoints from ancient and modern times at home and abroad. Some words and idioms should be read and looked at often, and key passages of some important documents and speeches should be memorized, which can be used as the basis for forming opinions and comprehensive analysis of the manuscript, or for direct quotation. We should strive to leave the computer, existing text materials and the Internet, and still be able to access materials as we please.

(2) The classification of materials must be accurate

On the basis of focusing on the accumulation of data, it is necessary to classify and organize various types of materials that are encountered daily. It varies from person to person, and is divided into categories according to the type of manuscript and purpose to facilitate future retrieval and inquiry. The more detailed and precise the classification of information is, the faster and more accurate the retrieval will be. Two forms are introduced here. One is to classify the content horizontally, sorting out the notices, newsletter reports, speeches at various professional meetings, meeting minutes, reports, etc. throughout the year. This classification method is more direct and clear, and is the most A commonly used one. The second is to classify the text materials vertically according to the structure and break them up into pieces. This method is more suitable for beginners. It can not only help organize information, but also help analyze the structure and highlights of text materials, and improve writing skills starting from the skeleton. The specific performance is to summarize the writing characteristics and writing rules of different types of literature, find out the commonly known routines of different manuscripts in terms of title production, beginning and ending, and transition in the middle, and solidify them. In this case, you don’t have to start all over again to construct ideas when writing. You only need to add materials to the article according to different requirements, so that you won’t have to write while thinking.

2. The problem of layering of text materials

The layering of text materials comes from the structure of text materials. The whole article has a structure, and each chapter and section also has a layer. , each sentence also has its own logical sequence. If the structure is properly arranged, the writing process will be smooth and the material can be appropriately integrated into it. Otherwise, there will be constraints everywhere during the writing process, and it is often necessary to start over from scratch. Therefore, when you get a writing task, don’t rush to start writing. You must first set up a stage, draft a set of structures, and then make a rough draft to straighten out your ideas. , see if the materials can be put in. It is taboo to write articles that are inconsistent or repetitive, which makes people feel long and cumbersome.

Generally, the article structure is divided into three levels. The first-level structure consists of a title and a large frame. This structure is relatively fixed and easier to arrange during the writing process. For example, summary materials basically summarize achievements, existing problems and next steps. The secondary structure, the chapter part, I personally think this level is the soul of the entire article. From layout to language description, it requires careful analysis and careful consideration. In terms of layout, it is mainly a matter of order. The arrangement of the order reflects the distribution of the focus of the article, and reflects which tasks of a unit need to be accelerated and which tasks need to be steadily advanced. In terms of language, it must be able to highlight key points, express powerfully, and be contagious, making people want to read more. Three-level structure, the arrangement of sections and paragraphs. Some materials have a paragraph below each chapter, and some are separated. Generally, there are no specific requirements. It depends on the degree of relevance of the content. When it comes to specific content, whether the hierarchical arrangement is achieved is crucial to the smoothness and conciseness of the article. Under normal circumstances, systems, policies, and superior regulations will be introduced first, and then specific methods and methods will be introduced.

3. The issue of the height of written materials

The so-called writing height means that the drafter should stand high and look far away, giving him a feeling of condescension. How can he write What about height?

First, keep the overall situation in mind. Starting from the overall situation, looking at the problem from the perspective of superior units and enterprise leaders, focusing on the big picture, starting from small areas, and connecting the enterprise with the central government and superior units, this can give people a sense of having a high position and having insight into everything. . Being able to link essential work with the overall development of the central government is a skill. To grasp the overall situation, we must be able to "hear the sound of wind and rain and the sound of reading, care about national affairs, family affairs, and world affairs." We must pay attention to the decisions and arrangements of the central government, Important meetings and documents from superiors, familiar with what the country and the company are trying to do, and where the focus of work is. Since the 18th National Congress of the Communist Party of China, the Eight Provisions of the Central Committee, opposition to the "four winds", mass line education and other contents have been repeatedly emphasized in various central documents and meetings. This is the general trend and the general environment. Therefore, when we draft written materials, we must appropriately integrate these contents into the materials.

Second, enlarge the background. All kinds of events are in a certain background. When writing materials, you must consider background factors and adjust your thinking to the environmental, economic, political, and cultural background of your unit and department. If we just talk about things without paying attention to the background, it will appear to be neither solid nor high-level.

Third, we must learn to apply theory. Theory is a systematic rational understanding and a reflection of the essential regularity of objective things. Only when you have theory can you think rationally. Only when you have a high theoretical level can you engage in rational thinking. Only when you have a theoretical level can you look at problems more thoroughly and objectively, and can the materials you write have more guiding significance. For theoretical thinking, it is recommended to master three aspects of theory. Master basic theories, mainly dialectics and materialism, and be able to gradually apply philosophical perspectives to solve problems. Mastering the intermediate theory is the system science theory, including system theory, synergy theory, cybernetics, etc. Master applied theories, such as management, human resources, etc.

The fourth is to quote the speech appropriately. Speeches include speeches by leaders, conference documents and words of wisdom. Because these contents are highly summarized and condensed phrases, which are the crystallization of the wisdom of many people or collectives. If applied appropriately, they can add height to the written material.