Many are deeply into writing this month, so let's discuss the importance of demonstrating authority in that writing. If you're not careful, one can inadvertently use language that makes the writer sound like less of an authority (person with deep knowledge and high competence) than they really are. How can this happen?

First, as scientists and engineers we should be cautious in our written communications. Avoid overstating what you expect to accomplish in the research. Precision is important, so use precise language and avoid claims that you cannot support, or that the data do not support. That said, you should not be overly cautious.

Next, remember that you’re writing, not speaking. There is usually a big difference between these two modes of communication. If you write the same way you speak, your remarks are less likely to sound authoritative to the reader. For example, statements like “We hope that this work will ______“ or “This could open a new field of inquiry . . . “ are harmless when spoken but potentially detrimental when printed in a formal document. That document is not the place for tentative or speculative assertions.

Some concrete tips to ensure that the finished document projects authority:

1. Be more confident in your outlook. If you find you've written something like “We hope this approach might lead to ______ “ change it to “This approach will enable ______“

2. Use the active voice and the present or future tense. Change “The following tasks are proposed ______“ to “We will examine ______“

3. Anchor the big ideas from your personal record. For example, change “Building on prior work with ______“ to “This project extends the framework we developed by  ______“

4.  Consider plug-and-play phrases after determining which ones work for you. Examples: “This will open new pathways for ______“  or “I am uniquely positioned to lead this effort because ______“ or “My established partnership with X will support ______“

When you begin writing, it’s most important to just get your ideas down. I suggest writing it how you’d talk it. If you’re struggling to get those ideas down, dictating into a transcription app might help. Just get ideas down using whatever method works for you. And take it all the way to the end.

Revisions needed for the finished, authoritative version will start to become obvious when you review that initial document. Over time, you'll slowly find yourself using more confident, concise and authoritative verbiage from the start. But it will take time, so learn to leave enough time for revisions.

If you're working until the last hour, you're not going to have time to make those improvements. Make time for that, perhaps after a break. Additionally, unless you are using an editor, do not submit a finished version on the day of its completion. Sleep on it and give it a careful eye, as if seeing it for the first time, the next day. You will almost always find small mistakes or a sentence or two that need clarification. Better you than the program officer and reviewers.

Strong writing may not be consciously recognized by your readers, but they are still affected by the quality of that writing. Reviewers are not going to nitpick your word choices, but by reading one proposal that uses error-free authoritative language compared to another that does not, all other things being equal, they will find the one with authoritative language more persuasive -- even if they can’t explain why.

Applying these principles to your writing of proposals and similar documents will help you become more confident describing your own capabilities, which is and will remain a critical career skill.

How to secure funding for professional development

This week I’m sharing a video from Dr. Anna Clemens, who runs the Researcher’s Writing Academy. Check out her writing course, and see the video below for her 5-step process to secure funding from your institution for your professional development.

When you are ready, here’s how we can help

Need to get your research funded, this year? Check out our 12-week program to get you there.

Check out our storefront where you can access our free Unlocking DOD Funding for University Researchers course and other resources, including for faculty applicants.

Ready to book a call to discuss how our program can support faculty at your institution? Let’s chat!