Lesson Content

The drafting mistake most writers make.

Most writing problems are diagnosed as writing problems when they are actually structure problems. A document that does not flow, is hard to follow, or does not persuade is rarely fixed by better sentences – it needs a better structure. Starting to write before the structure is clear wastes writing effort on content that will need to be reorganized anyway.

The architecture-first workflow.

Before writing, answer three questions:

1. Who is the reader, and what do they know, want, and need from this document?
2. What is the single most important thing I want the reader to take away?
3. What is the path from where the reader starts (their current knowledge and concern) to where I need them to end (my key conclusion)?

Then build a structure that answers these three questions – before writing a sentence of content.

Using Copilot to develop document architecture.

"I need to write [document type] for [audience]. The purpose is [goal]. The key conclusion I need them to reach is [conclusion]. Help me: (1) design three possible structures for this document, (2) for each structure, explain what the reader's experience would be following that path, and (3) identify which structure is most likely to succeed for this specific audience and purpose – and why."

Testing your structure before writing content.

"Here is my proposed document structure: [your outline]. My audience is [description]. My key conclusion is [conclusion]. Please read this structure as a skeptical member of my target audience. Is there anything in the structure that would cause confusion or lose me? Is there anything missing that this audience would expect? Is the key conclusion earned by the evidence and arguments that precede it?"

When architecture-first is overkill.

Architecture planning is most valuable for documents over 500 words and for anything requiring persuasion. For short emails, quick updates, and simple responses, a brief and direct approach is better than formal architecture work.

Microsoft Word with Microsoft 365 Copilot.

If you have Microsoft 365 Copilot, you can use Copilot in Word to draft section content directly within Word after you have developed your architecture – an efficient workflow for longer documents. Verify current Copilot in Word capabilities at microsoft.com.