How to develop an efficient writing process

Writing doesn’t have to be like farming XP in a role-playing game — you know, that repetitive and soul-draining activity that you loved so much as a kid. Let’s take a loud-ass leaf blower to the unnecessary complexity of academic writing and make it scatter like those maple leaves clogging up my driveway. Break it down, build it up, and keep your sanity intact.

Writing efficiently isn’t about churning out pages like a Nobel-prize-winning machine; it’s about knowing where you’re headed and picking the best route to get there. This means you need to know how you can set up an efficient writing process that saves you time and makes the actual writing work less of a slog. A little structure goes a long way — just like having the right cheat code when you’re stuck on the final boss level of a video game.

1. Define your goal clearly

Every piece of writing begins with a purpose. If you don’t know why you’re writing, it’s like trying to navigate a corn maze with a paper bag over your head — you’ll probably just crash into many crops (and possibly some evil children). Do you need to argue a point? Inform an audience? Inspire change? Before anything else, clarify what you need your writing to achieve.

Example: Imagine you’re designing an interface for a new educational app. If your goal is to help users learn efficiently, then every part of your interface — layout, interactions, content — needs to align with that. It’s like trying to survive a horror movie without knowing the killer’s rules (any Scream fans in the audience?) — if you just wing it, you’re probably going to end up as the next victim instead of the final survivor.

Pro Tip: Write down your purpose in one clear sentence before you start.

2. Create a solid writing plan

Jumping straight into writing is tempting — like trying to assemble a LEGO Death Star without the instruction booklet — but you’ll end up frustrated and probably with giant holes and extra pieces. Creating an outline might sound as boring as watching a season of The Acolyte, but it’s your best ally to avoid wasted hours and needless rewrites. Think of it as planning your moves before executing them — keeping your focus on the big picture.

Your outline doesn’t have to be fancy. Just bullet points noting what each section will cover can do the trick. This is where you identify the main points, examples, and conclusions.

Example: Picture outlining a research paper on human-computer interaction:

1. Introduction: Identify the problem or gap in existing research. Why is this important?
2. The Issue: Explain why the problem matters and how it impacts users.
3. Proposed Solution: Describe the study or theoretical approach you plan to use to address the issue.
4. Contribution: Discuss what your research will add to the field and why it’s significant.

Pro Tip: Outlining helps with structure and speeds up writing — you know what comes next, no guesswork.

3. Draft without worrying about perfection

Perfectionism kills efficiency. The first draft is all about getting your ideas down, not making them pretty. Trying to write a perfect piece from the start? That’s like trying to carve a Tiki God statue with a butter knife while wearing oven mitts. You sure look cute, but nothing will get done. It’s fine if things are clunky, ugly, and missing bits. Clean-up comes later.

Your first draft is raw material — you’ll shape, cut, and polish it. The goal is simply to get words on the page. And yes, if you have to vomit those, that’s cool. Get the glibber out.

Example: Can’t think of the perfect opening line? Just write “Todo: Intro about user experience in generative AI interfaces” and move on. It’s kind of like skipping all the character intros in a horror movie, so when they start dropping like flies, you don’t even care who they are.

Pro Tip: Set a timer for 20 minutes and write non-stop. The goal is speed, not beauty.

4. Edit in focused rounds

Editing is where the charm is created — like using duct tape to patch up a sinking boat — it works, but you need to do it step by step. But doing it all at once will leave you frustrated. A solid strategy is to edit in rounds, each with a specific focus. This breaks the editing into manageable parts and keeps you from trying to fix everything at once.

1. Structure and content. Is everything where it should be? Do your arguments flow?
2. Clarity. Are your sentences clear? Would your colleagues from a different field understand what you’re trying to say?
3. Polish. Fix typos, grammar issues, and awkward phrasing.

Example: On the first editing pass, you might notice your main argument about user-centred design is lost halfway through. Bring it up front, like giving the mic to the lead singer instead of the backup dancer.

Pro Tip: Take a break between rounds. Fresh eyes catch more mistakes — like rewatching Gone Girl to catch all the red flags you missed the first time.

5. Use writing tools effectively

Technology can save you time as long as you use it properly. Writing tools like grammar checkers, voice notes transcription apps and AI co-writers are here to help. And, man, they do make our lives easier. Generative AI assistants like ChatGPT, Claude, and Gemini can generate ideas, rephrase sentences, or even draft sections of your work. You can also use voice notes transcriptions with tools like Apple Notes, Audiopen, or Otter AI to get a first draft — a messy, written version of your thoughts that you can then edit. The new ChatGPT 4o with canvas makes it even easier, letting you query and edit bits of text in place. This newsletter was written with its help, too.

Still, bear in mind—these tools can’t replace your own judgment, especially with tricky concepts. Think of them as your techie sidekick — maybe like J.A.R.V.I.S. before he turned into Vision (you’re still Iron Man, RDJ).

Use a grammar checker, but don’t blindly trust every suggestion (or would you let autocorrect write your next love letter? You’ll probably end up with ‘I loaf you’ instead). Consider voice-to-text tools if you think faster than you type (the new Apple Notes transcripts are useful for me when doing that), and apps like Notion to track progress while taking advantage of its AI features to simplify content organization.

Example: For my last project, I used Otter AI to transcribe a long brainstorming session I recorded on my phone. This gave me a messy but valuable starting draft that I could shape. Then, I brought it into ChatGPT to help structure some sections and make the wording coherent. I then did some minor editing within Notion and, later, the Hemingway App. Using these tools together saved me hours and kept me focused on making my content as effective as possible.

Pro Tip: Find the tool that solves your biggest issue — if outlining slows you down, try mind mapping software; if editing is overwhelming, get an AI grammar buddy.

6. Write with purpose, not just in sessions

Writing isn’t just about grinding out words — it’s about using your energy effectively. Instead of rigid writing sessions, try setting small, specific goals for each writing block. These could be finishing a section, drafting an argument, or explaining a concept clearly. Focusing on goals rather than time keeps you motivated and gives you a sense of progress, even if you only have 20 minutes.

Example: Instead of just writing for 45 minutes, decide, “I’m going to complete the introduction.” This focus helps you stay productive without feeling like you’re running a never-ending marathon.

Pro Tip: Breaks are still essential, but make them purposeful. Step away and do something that stimulates your mind in a different way — like doodling, solving a quick puzzle, or walking while listening to your favourite music.

Try this today:

1. Clarify your goal by writing down your next project’s purpose in one simple sentence.
2. Outline your sections with bullet points to cover the main areas you want to address.
3. Set a short timer and focus on completing a specific section or idea to make progress.
4. Edit in rounds, starting with structure, then clarity, and finally polishing.
5. Set a specific writing objective for each session and take meaningful breaks to keep your energy up.

These steps can make your writing process more efficient and much less stressful. Writing well is about the process and staying sane while doing it (or ending up like young Johnny Depp with Freddy Krueger stuck in his head haunting your thoughts at 3 a.m.).

More resources to help you write better

• ChatGPT 4o with canvas: Go from avfirst draft with a prompt to precise editing of said draft in a few minutes. It’ll help you finetune your text as you edit it.
• Grammarly: Grammar and spell checker for a quick polish. Do NOT accept all of its suggestions.
• Hemingway App: Improve clarity by simplifying sentences. Get writing stats and pay for some kickass AI editing tools.
• Notion: Track writing projects, progress, and edits together. Do some easy AI rewriting of parts of your draft.
• Apple Notes: Voice notes transcription for quick drafts. Find everything with easy searching functionality.
• Audiopen: Transcribe your voice notes for easy drafting. Free version has some limits but will get you started if you like free flow talking.
• Otter AI: Detailed transcription to help shape early drafts. The most accurate transcription tool I’ve used for the last years.

Writing efficiently is about working smart, not hard. Get a clear purpose, make a plan, work in bursts, and embrace the mess of a first draft. Writing well takes time, but it can feel like Jamie Lee Curtis in many Halloween movies — exhausted, but glowing in some kickass victory scene.