9.3: Strategies for Collaborative Writing

What is Collaborative Writing?

Learning Objectives

• Describe the process of collaborating with others to create a business message
• Discuss digital tools for collaborative writing

Collaborative writing" refers to projects where written works are created by multiple people working together rather than individually. Collaborative writing is also an approach for teaching novice authors to write, or for experienced writers to stretch their creative potential.

Using collaborative writing tools on projects can provide many advantages, from increased commitment to the project to easier and more effective processes. When users can contribute to an effort and feel that they’ve made a difference, they become more involved with the project. Users then feel more comfortable contributing time, effort, and personal pride into the final product, resulting in a better outcome.

Figure 9.3.1 : Two people brainstorming using a whiteboard

Methods of Collaborative Writing

Teams may select from several methods of collaborative writing. Before starting a project, team members should discuss which style they will use.

• Single Writer. The group may elect a single individual to complete the document while everyone else contributes to the thinking and research that goes into it. The group can also review, edit, and possibly rewrite. This style leads to a consistent voice for the document.
• Writing by Committee. With this method, the document is a shared effort, with all team members involved in brainstorming, structuring, writing, and even proofreading. Ownership of the output belongs to all, but individuals can complete their tasks as they see fit. A sales proposal is a good example of how a committee might work together on a project. Although the sales leader may spearhead the project, team members from operations, legal, and other areas may provide important input.
• Multiple Writers. Some projects are created using a "divide and conquer" method. In this style, each team member writes one or more assigned sections. This division of work is usually based on individual expertise. While expertise is important, assigning different topics to different writers may lead to inconsistencies in writing style. To avoid this problem, projects involving multiple writers should start with a strong outline, and everyone should agree on a writing style. Using a style guide or template will help. Furthermore, the team should review the document well before the final draft to ensure consistency in voice, style, and format.

As with all team activities, working in a group takes more time than working alone. With group writing, the initial drafting may go quickly, but the coordination before writing and the review after writing requires substantial effort. The output will be better with this effort, but to achieve that success takes time. There must be time for input from all relevant parties and the time to hear input on document content and structure. Combinations of these styles are possible. How the writing takes place should be determined by the team in considering

• Individual writing skill
• Length of time to final product
• Expertise in subject matter

Best Practices for Collaborative Writing Projects

Before beginning a project, ask: Does this team have the expertise and information needed to complete the project? Will we need additional help?

1. Set clear goals: Define the purpose of the document and its key message
2. Use an outline: Structure content to avoid redundancies
3. Develop the writing plan: Who is writing what? What style, voice, and format will you follow? How will the work be revised?
4. Allow adequate time for writing and editing; include milestones and deadlines for long projects (e.g., section one by [date], section two by....)

Group members should remember this: your name on the document indicates your ownership and agreement with all content. Your reputation is on the line.

Tools for Collaborative Writing

Today's technology makes collaborative writing easier, especially for remote teams. These tools can enhance teamwork and efficiency:

• Google Docs: Enables real-time editing and commenting
• Microsoft Word (via Office 365 or Teams): Features Track Changes and Compare Documents for version control
• Dropbox Paper: Is a flexible tool for brainstorming, writing, and tracking edits
• Notion: Combines document creation with project management features; a great choice for large writing projects.

Example: Hubspot

HubSpot, a leader in inbound marketing and sales software, uses Google Docs and project management tools such as Asana to create blog posts, e-books, and social media content. Each piece of content goes through multiple rounds of review by writers, editors, designers, and subject-matter experts to ensure it aligns with the company's brand.

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Resources for Collaborative Writing

• On Writing Well by William Zinsser – A guide to clear, effective writing
• The Elements of Style by Strunk & White – A classic resource for grammar and style
• Business Writing Today by Natalie Canavor – Covers writing techniques for professional settings
• Go**ogle Workspace Learning Center – Offers tutorials on using Google Docs for team collaboration
• Harvard Business Review Guide to Better Business Writing – Provides insights into writing for the workplace

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Contributors and Attributions

• Tools for Collaborative Writing. Authored by: Susan Kendall. Provided by: Lumen Learning. License: CC BY: Attribution
• Strategies for Collaborative Writing. Authored by: Rae Ann Ianniello
• Modification of Collaborative writing. Provided by: Wikipedia. Located at: https://en.Wikipedia.org/wiki/Collaborative_writing. License: CC BY-SA: Attribution-ShareAlike

Footnotes

^[1] RRCorgan. Tips, Tricks & Best Practices. October 20, 2023. community.hubspot.com/t5/Tips-Tricks-Best-Practices/Team-Collaboration-Within-Marketing-Hub/m-p/868639