Mastering the Writing Process - From Madman to Judge

Concise Summary

Transform business writing from an intimidating task into a systematic process using Garner's four-character method: the Madman (idea generation), the Architect (organization), the Carpenter (drafting), and the Judge (revision and editing). By separating these phases and working sequentially rather than simultaneously, you'll overcome writer's block, reduce stress, and produce higher-quality documents more efficiently. The key insight is that trying to generate ideas, organize content, draft text, and edit simultaneously creates paralysis—but working through distinct phases creates momentum and better results.

This post is part of a series exploring key insights from Bryan A. Garner's "HBR Guide to Better Business Writing." Each segment transforms highlighted concepts into practical, actionable advice for improving your business communication.

Why Most People Struggle with Business Writing

Have you ever stared at a blank document with a blinking cursor while deadline anxiety builds? Or found yourself endlessly revising the same paragraph, unable to move forward? These common struggles don't stem from lack of intelligence or ideas—they occur because most people approach writing as one massive, overwhelming task.

The solution lies in understanding that effective writing isn't a single activity but a series of distinct, manageable processes. When you try to generate ideas, organize content, choose perfect words, and edit for grammar all at the same time, your brain becomes overwhelmed and productivity grinds to a halt.

Garner's systematic approach transforms this challenge by breaking writing into four sequential phases, each handled by a different mental "character" with specific responsibilities. This method not only produces better documents but also reduces stress and increases efficiency.

The Four Characters That Handle Business Writing

Understanding these four distinct characters helps you approach each phase with the right mindset and techniques:

1. The Madman: Creative Idea Generator

Primary role: Gathers material and generates ideas without judgment
Key trait: Works quickly and doesn't worry about quality control
Goal: Collect raw material for your document

2. The Architect: Strategic Organizer

Primary role: Creates logical structure from collected ideas
Key trait: Focuses on reader progression and information flow
Goal: Build a framework that guides the writing process

3. The Carpenter: Efficient Builder

Primary role: Transforms organized ideas into written words
Key trait: Works swiftly following the Architect's blueprint
Goal: Create a complete first draft without perfecting details

4. The Judge: Quality Controller

Primary role: Refines, polishes, and perfects the draft
Key trait: Handles both big-picture revision and sentence-level editing
Goal: Ensure clarity, accuracy, and professional polish

Critical Success Factor: These characters cannot work simultaneously. Each must complete their task before the next begins. This compartmentalization prevents the paralysis that occurs when you try to do everything at once.

Phase 1: Unleash the Madman for Idea Generation

The Madman phase focuses entirely on capturing ideas and information without concern for organization, quality, or perfection. This character thrives on quantity and momentum.

Essential Madman Techniques

Create a Central Collection Point

Use a dedicated document, note-taking app, or physical notebook
Capture everything in one location to prevent scattered thinking
Don't organize during this phase—just collect

Record These Key Elements:

Main points you want to communicate or support
Relevant data, facts, statistics, and examples
Expert opinions and research findings
Your own insights and analysis
Source information (clearly distinguishing facts from opinions)

The Three Main Points Strategy

Human working memory struggles with more than three items simultaneously. Use this cognitive limitation to your advantage:

Identify your three strongest points: What are the most important messages for your readers?
Write them as complete sentences: "Our Q3 revenue increased 23% due to new client acquisitions" rather than "Q3 revenue"
Spell out your logic clearly: Explain the reasoning behind each point

Practical Madman Exercises

Topic Brainstorming:

Set a timer for 5 minutes
List every relevant topic, idea, or angle you could address
Don't evaluate quality—just capture volume

Sentence Development:

Take your raw topic list
Develop each idea into a complete sentence
Focus on clarity of thought, not perfect wording

Three-Category Organization:

Group related ideas into three main categories
Each category becomes a potential major section
This provides structure without stifling creativity

Remember: During the Madman phase, quantity trumps quality. Your goal is comprehensive collection, not perfect expression.

Phase 2: Engage the Architect for Strategic Organization

Once you've gathered raw materials, the Architect creates order from chaos by building a logical structure that serves your readers' needs.

Building Your Document Framework

Start with Reader Perspective

What does your audience need to know first?
What background information is essential?
How can you sequence information for maximum comprehension?

Create a Simple Outline Structure:

Opening: What problem or opportunity are you addressing?
Main body: Your three key points in logical sequence
Conclusion: What specific action should readers take?

Essential Architect Questions

For Information Flow:

Which point provides necessary foundation for understanding others?
What questions will readers have, and in what order?
Where might readers get confused or need additional context?

For Logical Progression:

Does each section build naturally on the previous one?
Have you provided sufficient evidence for each main point?
Is your reasoning clear and easy to follow?

Outline Development Process

Arrange main points in order of importance to your readers (not to you)
Add supporting details under each main point
Identify transitions that will connect sections smoothly
Plan your opening hook and concluding call-to-action
Review from reader perspective to ensure logical flow

The Architect's framework becomes your roadmap for efficient drafting. Time invested here prevents meandering documents that confuse readers and require extensive revision.

Phase 3: Activate the Carpenter for Efficient Drafting

With your framework complete, the Carpenter can focus entirely on transforming organized ideas into written words. This phase prioritizes speed and momentum over perfection.

Core Carpenter Principles

Write Against the Clock

Set specific time limits for each section (5-10 minutes typically)
Creates productive pressure that prevents perfectionism
Builds momentum that carries you through challenging sections

Embrace Speed Over Perfection

The key to a strong first draft is writing quickly
Don't pause to find perfect words—capture ideas in adequate words
Keep moving forward even when sections feel imperfect

Schedule Writing Time

Don't wait for inspiration—it rarely arrives when needed
Establish specific times for drafting and honor those commitments
When your appointed time arrives, start writing immediately

Practical Drafting Strategies

Follow Your Energy

Begin with sections you feel most confident addressing
Skip challenging parts and return when you're in writing flow
Use easier sections to build momentum for difficult ones

Handle Writer's Block

If stuck on one section, immediately move to another
Write rough placeholder sentences you can improve later
Remember: you can't edit a blank page, but you can always improve draft text

Maintain Forward Motion

Set daily or session word count goals
Focus on completing sections rather than perfecting them
Celebrate progress to maintain motivation

Critical Carpenter Rule

Never edit while drafting. The editorial brain interferes with the creative brain. When you notice imperfect sentences or unclear phrasing, resist the urge to fix them immediately. Make a quick note and continue drafting. This separation is essential for maintaining productivity and avoiding the paralysis that stops many writers.

Phase 4: Deploy the Judge for Revision and Editing

Once your complete draft exists, the Judge enters to handle two distinct improvement processes: revision (big-picture changes) and editing (sentence-level refinements).

Revision: Big-Picture Improvements

Revision addresses document-wide issues that affect overall effectiveness. Review your draft systematically:

Content Evaluation:

Have I been truthful and provided complete information?
Does my tone match my purpose and audience?
Are my main points clearly supported with specific evidence?

Structure Assessment:

Does my document have a clear beginning, middle, and end?
Is my opening compelling and does it establish context quickly?
Does my conclusion provide clear next steps rather than mere repetition?

Reader Experience:

Is my structure apparent to readers through headings and transitions?
Would someone unfamiliar with my topic understand my reasoning?
Have I made my document as easy to navigate as possible?

Editing: Sentence-Level Refinement

After addressing big-picture issues, focus on improving individual sentences and paragraphs:

Clarity Enhancement:

Can I express this idea more clearly?
Is my meaning unmistakable?
Have I eliminated unnecessary complexity?

Conciseness Improvement:

Can I save words without losing meaning?
Have I removed redundant phrases and filler words?
Are my sentences as direct as possible?

Flow Optimization:

Does each sentence connect smoothly to the next?
Have I used appropriate transitions between ideas?
Does my writing feel natural yet polished?

Time Investment for Quality

Garner's Essential Advice: Dedicate at least as much time to revision and editing as you spent on research and drafting combined. Quality writing emerges through multiple rounds of improvement, not through perfect first drafts.

Revision Schedule Recommendation:

First pass: Big-picture content and structure issues
Second pass: Paragraph organization and transitions
Third pass: Sentence-level clarity and conciseness
Final pass: Grammar, punctuation, and formatting

Visual Organization for Enhanced Communication

Beyond text quality, consider how your document appears visually. Well-designed documents help readers navigate complex information and retain key messages.

Essential Visual Elements

Informative Headings

Use headings that clearly describe section content
Create obvious document structure for easy navigation
Help readers find specific information quickly

Strategic Graphics

Include charts, graphs, or diagrams that illustrate key points
Place visuals near the related text they support
Ensure all graphics have clear legends and explanations

Professional Formatting

Use consistent fonts, spacing, and style throughout
Create adequate white space for easy reading
Organize information with bullets, numbers, and indentation

Implementation Strategy for Your Next Project

Week 1: Master the Madman Phase

Day 1-2: Create an idea collection system (digital or physical)
Day 3-4: Practice the three main points technique on short emails
Day 5: Apply full Madman process to a longer document

Week 2: Develop Architect Skills

Day 1-2: Practice creating simple outlines from your collected ideas
Day 3-4: Focus on reader-perspective organization
Day 5: Complete a full Architect phase for a business document

Week 3: Build Carpenter Efficiency

Day 1-2: Practice timed writing sessions (start with 5-minute intervals)
Day 3-4: Focus on maintaining forward motion during drafting
Day 5: Complete a full draft using only Carpenter techniques

Week 4: Refine Judge Capabilities

Day 1-2: Practice big-picture revision on existing documents
Day 3-4: Focus on sentence-level editing techniques
Day 5: Apply complete Judge process to a recent draft

Measuring Your Process Improvement

Efficiency Indicators

Reduced starting time: How quickly can you begin writing?
Increased daily output: How many words or sections do you complete?
Fewer revision cycles: How many passes are needed for quality results?

Quality Improvements

Reader feedback: Are your documents clearer and more persuasive?
Response rates: Do people act on your written requests more often?
Personal confidence: Do you feel more confident about your writing abilities?

Common Process Mistakes to Avoid

The Simultaneous Character Error

Trying to generate ideas, organize content, draft text, and edit simultaneously creates mental paralysis and poor results.

The Perfectionist Trap

Attempting to perfect each sentence during drafting destroys momentum and prevents completion.

The Inadequate Revision Error

Treating revision as a quick final check rather than a substantial improvement process.

The Structure Skip

Moving directly from ideas to drafting without creating an organizational framework.

Frequently Asked Questions

Q: How long should I spend on each phase of the writing process? A: The time allocation depends on document length and complexity, but generally: Madman (20%), Architect (20%), Carpenter (30%), Judge (30%). For longer documents, increase the Judge's portion. The key is ensuring adequate time for revision—where most quality improvement occurs.

Q: What if I get stuck during the Carpenter phase and can't move forward? A: Immediately switch to a different section or write rough placeholder sentences like "INSERT EXAMPLE HERE" or "EXPLAIN TECHNICAL PROCESS." The goal is maintaining forward motion. Never stop to perfect during drafting—that's the Judge's job.

Q: How do I know when I've collected enough ideas during the Madman phase? A: You have enough material when you can clearly articulate three main points and have supporting evidence for each. Quality matters more than quantity—better to have strong support for fewer points than weak support for many.

Q: Can I adapt this process for short communications like emails? A: Absolutely. For emails, spend 30 seconds in Madman mode (what are my key points?), 30 seconds as Architect (what order makes sense?), 2-3 minutes as Carpenter (draft quickly), and 1-2 minutes as Judge (review and polish).

Q: What if my organization requires me to write collaboratively? A: The four-character process works well for collaborative writing. Assign different people to different phases, or have the team work through each phase together. The key is still maintaining separation between the phases—don't try to edit while brainstorming as a group.

Q: How can I break the habit of editing while I draft? A: Use techniques that force forward motion: write in a different color that you'll change later, set aggressive timers, or draft in a separate document from your final version. When you notice yourself editing, immediately remind yourself "that's the Judge's job" and continue drafting.