How to Write 225 Words Per Minute With a Pen

That sounds hard until you remember that your head is chock-a-block with common English abbreviations, most of which you learned organically as you needed them. Gregg is no different. And the Gregg versions are at least more systematic, so they accrue quickly.

But the brief form is more than a simple abbreviation, it’s the distillation of the basic premise of shorthand: Never write more than is necessary to understand it later. Using this principle, thousands of long, Latinate words are shortened to three or four letters in Gregg: “a-b-a-nd” for “abandon,” “h-u-nd” for hundred, “n-a-sh” for “nation.” Short forms were especially important in the polysyllabic lexicons of medicine and law—fields that, not coincidentally, were also epicenters of shorthand in Gregg’s heyday.

One especially fertile approach to abbreviation in Gregg is the use of single letters as stand-ins for common prefixes or suffixes, depending on whether they’re written before or after the words they modify. As prefixes, these letters can be either attached to or detached from the word. For example, a detached “g,” written just before and above a word represents “grand,” as in “grandmother,” but also as in “grandiloquent,” or even “granular” (which can be written “g” above “l-r.”)

On the other hand, an attached “k” at the beginning of a word can be the prefixes “con,” “com,” or “count;” so “k-g” is pronounced “cong,” and is the short form for Congress. But a detached “k” written above a word is the prefix “counter” or “contra”; so “k” written over a “b”, for example, is read “contrib” and is the short form for “contribute” or “contribution.”

It’s much the same with suffixes. A detached “g” at the end of a word stands for “gram,” as in “program.” A detached “k” stands for “ical,” as in “medical.” And a detached “o” takes the place of “ology,” as in “biology.”

These forms can also be added together to create longer words. “Biological” is written “b-i” followed by a detached “o-k.” In this way, long, complex words are reduced to two or three quick flicks of the pen, and yet remain completely legible to anyone who knows the Gregg system. Combined, the brief forms and the abbreviation principle account for about half of Gregg’s advantage over longhand. Not only are the letters uncomplicated and simply joined, there are fewer of them to write.

The final element that makes Gregg so blazingly fast is a technique called “phrasing.” Using this method, many common expressions can be dashed off in a few strokes without ever lifting the pen from the page. For example, the phrase “it will be” is composed of three common words, each of which can be written separately with a single letter: “i,” written with a short, straight, upward stroke that slopes to the right, represents “it;” “l,” a long, horizontal, upward-facing curve, represents “will;” and, as we’ve seen, “b,” the long, downward curving stroke, represents “be.” Phrasing allows you to join all three of these letters in one elegant, continuous form—“i-l-b”—that takes less than a quarter-second to write. 

Here's "it will be" on the first line, with "I have been" below it:

Dennis Hollier

And there are literally thousands of these phrases in Gregg shorthand. Most importantly, unlike short forms, they don’t require much memorization; they’re the product of a few simple rules.

* * *

There you have it: a short course in the technology that made the Irishman John Robert Gregg an American tycoon in the first half of the 20th Century. By the time he died, in 1949, Gregg presided over an empire that reached from his headquarters on Fifth Avenue in Manhattan into almost every school, business and courthouse in the country. While he was fundamentally a publishing magnate—Gregg Publishing put out hundreds of textbooks, dictionaries, study guides, magazines, and shorthand versions of classical literature—John Robert Gregg also oversaw a national infrastructure of certification agencies, business schools, and testing facilities that endorsed the skills of all professional shorthand writers. If you wanted to be an executive secretary, you needed a certificate from Gregg saying you qualified at 150 words per minute. If you wanted to be a court reporter, you had to demonstrate you could write an astonishing 225 words per minute with better than 98 percent accuracy. Altogether, millions of people passed through Gregg training and the Gregg certification system.

For nearly a century, Gregg was an essential part of American society. As recently as the 1970s, almost every high school in the country taught Gregg. Certainly, every business school and most colleges offered Gregg-certified shorthand courses. But Gregg’s decline began when McGraw-Hill bought Gregg Publishing, shortly after John Robert Gregg’s death. The rise of stenography machines in the 1940s and 1950s steadily drove shorthand from the courtroom (though there are still a handful of “pen writers” in the federal court system). The Dictaphone and other recording devices  made verbatim note taking less and less important in the office. And some people say improvements in women’s rights also played a role in the decline of Gregg. In a time when they were denied careers in fields like the law or medicine, the smartest, most talented women often ended up as secretaries or executive assistants and became gifted shorthand practitioners. In the 1960s and 1970s, as these women began to move on to better opportunities, those left behind never became quite as fast or skilled at the complexities of Gregg.

The real death knell for Gregg, though, was the arrival of the personal computer in the 1980s. Even high-level executives no longer dictated letters to their secretaries; they wrote them themselves on their desktop computers. Companies that used to have scores of skilled shorthand writers eliminated their steno pools entirely. Today, I'm not aware of any high school that teaches Gregg. It's almost impossible to find it taught in colleges—with two exceptions in Kingsborough and Queensborough community colleges in New York City, where Gregg writers are still prized by some white glove law firms. The only book still published by the Gregg Division of McGraw-Hill is The Gregg Manual, an office reference that contains no mention of shorthand.

But, as a technology for writing fast with pen and paper—still a fundamental skill for reporters like me—Gregg shorthand has never been surpassed. Nowadays, you may have to buy an old Gregg manual on e-Bay and teach yourself, but even if you just learn the basics, Gregg will probably double your note taking speed. With practice and daily use, it’s not uncommon to reach speeds of 100 words a minute or more. And, paradoxically, shorthand is the perfect complement to the 21st Century technology of the smartpen.

After all, shorthand—at least my shorthand—isn’t foolproof. Even though, for short stretches, I can write 120 words per minute, the average American now speaks at more than 150 words a minute, so something is inevitably lost in the translation. With my trusty Sky smartpen, though, I don’t have to worry. Most of the time, when I get around to writing the story, I can rely on my handwritten notes for short quotes and background information. But when I need a longer, verbatim quote, I can use my notes as a kind of index to find the right part of the interview, and tap there with my pen to hear the playback. No more of the forward/reverse dance with a digital recorder when it’s time to transcribe. It’s an almost flawless system.

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Dennis Hollier is a writer based in Honolulu. 

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