Transcript
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Writing Skills
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It is a learnt skill and,
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Most common ways to communicate
Writing
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Communication Goals
To change behavior
To get action
To ensure understandingTo persuade
To get and give
Inf ormation
Source: CGAP Direct
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Critical success factor f or life
Themajority of your perceived
ability comes from how you
communicate
70% How youcommunicate it
30% What you know
Source: CGAP Direct
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Writing is both Science & Art
Make Beginning
±Why are we writing?
±Who
is the au
dience? ±What is the purpose of this message?
±Whom do we want to influence?
±What result/results or action/
actions do we want in return?
±How should we communicate?
±what f orm of written communication
should we adopt?
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ABC Hallmark
Accuracy-Accuracy, Appropriateness, Attentiveness
to your audience and avoidance of any kind of
am
bigu
ity.
Brevity or conciseness, brightness or buoyancy
Correctness (of usage and grammar),clarity,
consistency and concreteness
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Six Principles of Clear Writing
Prefer clear,
Familiar words
Keepmost
sentences short &
simple
Prefer active voice
verbs, avoid passives
Get people into
writing
Use a conversation
style
Gather all the
inf ormations bef ore
you start writing
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Make your writingmore effectiveSeven Cs of effective writing:
Correctness Use the correct level of language
Include only accurate facts, figures, data & words Maintain acceptable writingmechanics
Choose only inclusinve expressions
Apply all other pertinent C qualities to your writing
Conciseness:
Omit trite expressions
Avoid unnecessary repetition and wordy statements
Include only relevant facts, statements and ideas
Organize effectively
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ar y
Choose short,familiar,conversational words
Construct effective sentences and paragraphsAchieve appropriate readability
Include examples,illustrations and other visual aids,when desirable.
Preclude any possiblemisinterpretation/ambiguityCompleteness:
Answer all questions asked and /or otherwisenecessary
Give something extra when and where desirableCheck f or the five Ws i.e. What, Who, Where, When
and Why-how comes last in the list
State if there are any other essentals
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Concreteness:
Use specific facts & figures
Substantiate with examples supporting what you say
Put action in your verbs
Choose vivid, image-building words
Consideration
Focus on YOU instead of I and WE
Sow reader-benefit, or interest in reader
Emphasize the positive , pleasant facts
Apply integrity to your message
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Courtesy
Observe politeness in your writing
Be sincerely tactf
u
l, thou
ghtf u
l and appreciativeOmit expressions that irritate , hurt or belittle
Grant and apologize with the genuineness
Answer yourmail promptly
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INVERTED PYRAMID SEQUENCE WRITINGINVERTED PYRAMID SEQUENCE WRITING
TheMain Point FirstTheMain Point First
Support Points NextSupport Points Next
Significant Evidence/Significant Evidence/
Inf ormationInf ormation Relevant data/detailsRelevant data/details
Analysis / ConclusionAnalysis / Conclusion
Action requestedAction requested
Response desiredResponse desired
ANSWER Before EXPLANATION, REQUEST Before REASONS
SUMMARY Before DETAILS, CONCLUSION Before DISCUSSION
GENERAL STATEMENT Before SPECIFIC STATEMENTS/REQUEST
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DIAMOND SEQUENCE WRITINGDIAMOND SEQUENCE WRITING
Preliminary/IntroductoryPreliminary/IntroductoryInf ormationInf ormation
Main Point / Purpose of Main Point / Purpose of
CommunicationCommunication
Supplementary PointsSupplementary Points
Supporting Inf ormation/ dataSupporting Inf ormation/ dataand detailsand details
Alternatives & AnalysisAlternatives & Analysis
Solution(s)/Conclusion(s)Solution(s)/Conclusion(s)REASONS Before REQUEST(S), DETAILS Before SUMMARY BACKGROUND Before CONCLUSION, EXPLANATION Before ANSWER
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CLIMAX ORDER WRITINGCLIMAX ORDER WRITING
INTRODUCTORYINTRODUCTORYIDEAIDEA
SUPPORTINGSUPPORTINGIDEASIDEAS
MAIN IDEAMAIN IDEA
IntroductoryIdea
Supporting
Ideas
Main Idea
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Art of Business CommunicationFine-sounding Phrases: e.g. pompous synonyms sometimes take f orm of fine-sounding phrases:
Afford an opportunity Afford an opportunity enable, Letenable, Let
At the present time At the present time nownow
Come to an agreementCome to an agreement agreeagree
For the purpose of For the purpose of for for
Give consideration toGive consideration to consider consider
In spite of the fact thatIn spite of the fact that although, even thoughalthough, even though
There can be no doubt thatThere can be no doubt that clearly, no doubtclearly, no doubt
With the exception of With the exception of exceptexcept
in the event thatin the event that if if
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Be Direct
Transmitmaximum inf ormation usingminimum words Avoid verbosity. No dead-wood phrases should be used.
Some Illustrations:
Verbose Direct
This is to thank you Thank you
Enclosed herewith please find Enclosed
In view of the fact that Because
In themajority of instances Usually
For themonth of December For December
By reason of the fact that Because
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Word Choice and Use
VerboseEach and every
For the reason that
In order to
In the event that
Let us hear from you in regardto
The undersigned
There is no doubt that
Direct
Each
Because
To
If
Write to us about
I
No doubtWastedWords:
Permit me to say; This is to advise; Please be advised that; On
consulting our records we find that«
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Doublets sometimes wasted?
Later on
Absolutely free
Help and cooperation
Full and complete First and f oremost
Earnest and sincere
Thank and appreciate
Ready and willing
Repeat again
Reduce down Still remains
Opinion and belief
Erroneous CombinationsFirst began Very complete Very latest
K ind courtesy True facts Seldom ever
Past experience Repeat again Now ready
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Sugge
ste
asie
r, simple
r and familiar words with the
same
me
aning
Momentarily
Attributable
Uncom
plicated Straightf orward
Consequently
Considerable
Af orementioned
Assistance
Notwithstanding
Communicati
o
n
Presently
Due
Easy, simple
Frank, open, direct
So, hence
Much, enough
Above, these Help
Despite
Message
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Often phrases like esteemed favour enclosed herewith acknowledge receipt at hand even date etc.
negate f orce and clarity; and lackoriginality
An actual fact
Another one At all times
Both of them
Depreciate in value
In amost caref ulmanner
In the event that
In view of the fact
A fact
Another
Always
Both
Depreciate Caref ully
If
Since
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Passive vs. Active VoicePassive vs. Active Voice
Passive voice, when overused, is weak The actor of the verb is hidden, so is responsibility
Usually requires a to be construction
Find yourself asking by whom or what?
Poland was invaded in 1939, thus initiating the Second World War.
Bu
t it can beu
sef u
l, if you
r to
pic do
esntrequire a specific acting agent
Insulin was first discovered in 1921 at the University of Toronto and is still the only treatment available for diabetes.
9/4/2009 COEGraduate Student Writing Studio 22
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Proper case and person of pronouns
The student submitted their paper.
The student submitted his paper.
student is singular; theref ore, themodifying pronoun should
be singular.
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Proper case and person of pronouns
Everyone submitted their own paper.
Everyone submitted his or her own paper.
everyone is singular; theref ore, the modifying pronoun should
be singular.
other words that are singular include: each, someone,
nobody, anybody.
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The demonstrative pronoun This
typically requires a noun.
This is incorrect.
These were incorrect.
This what? These what?
± This statement is incorrect.
± These items were incorrect.
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That and which
The book that I want is on the table.
The book, which I want, is on the table.
The use of which typically requires a comma.
The use of that does not typically require a
comma.
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What is academic writing?
Academic writing refers to a particular style of
expression.
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Characteristics include
A f ormal tone, use of the
third-person rather than
first-person perspective,
clear f ocus on the issue or
topic rather than the
au
tho
rso
pinio
n, andprecise word choice.
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Writers
employing the
formal
academic style
avoid jargon,
slang, and
abbreviations.
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Academic writing is f ormal
writing.Many novice writers
have trouble telling inf ormal
writing apart from f ormalwriting. They resort to
inf ormal writing, since its
easier and more familiar.
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Characteristics of inf ormal writing
the use of colloquialisms and
jargo
n,writing in the firstperson ormaking Istatements,making
direct perso
nalstatements, andimprecise word
choices.
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Just as you probably wouldnt
wear shorts and flip-flops
to a wedding, theres a timeand a place f or inf ormal
writing.
Inf ormal writing is fine f or
diary entries, blogs,
personal writing, letters or
emails to friends.
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Themost inf ormal writing
imaginable is the text message,
f ull of abbreviations such as R
U here? to convey quick
questions and responses.
In comparison, the most f ormal
writing of all can be f ound in
legal documents.
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F ormal writing:
Macbeths horrific choices cause him to lose
everything he holds dear: children, wife, friends,
crown and king.
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The first statement is inf ormal. The writer speaks inthe first person, using the word I, and states anopinion. The slang term loser, is used, which isinappropriate in a f ormal context. They also uses
the contraction hes. If this were in the middle of a paragraph, it may be easier to understand to
whom
the au
tho
r is referring.
Taken as a simple statement, however, its
impossible to know whether the writer thinks his best friend, his dog,
or a rock star is a loser!
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The second example uses an academic, f ormal style.Written in the third-person, the sentence omits
references to the writer and f ocuses on the issue.
Strong, specific adjectives like horrific convey the
authors view clearly without resorting to slang.
The use of the colon creates a strong, f ormal feel
when properly used here to introduce a list.
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Good Guides
Assignment writing
A Visual Guide to Essay Writing
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Need to know stuff
Access the JCU T&L Centre
Layouts (PG 50 Mariner)
How to find literature Referencing
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Wheres the inf o ??
Library
On-line
JCU Data bases (turn on remote access)
Lectures
Text books
Tutorials
News
Newspapers
Everywhere!!!
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What is plagiarism
Copying of
passages/text/work/
ideas without proper
acknowledgement of the
author. This includes
other st
udents w
ork.
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Getting started
Find your time
Find your space
Discipline, self & others Brain storming, clustering,mind mapping
Free writing
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Introduction What is the question?
Global view from the broad to
the narrow
Introduce the : Who
What
When
Where Why
How
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The topic
Why is it being asked?
Is it multi layered?
Does it invite a largely factual response? Is it looking f or a particular stance such as argue or
critique?
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Literature
Is it current?
Is the author a credible source?
Is the subject relevant? Clustering
References/endnote
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Beginning
A quotation is it relevant
A question
An opinion An interesting fact
An irony or paradox
An analo
gy And anecdote
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Body
Your paragraphs should flow
naturally into one another
and connections should be
made
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Paragraphs
7-8 sentences
Each should be topic specific, preferably with an
intro
du
cto
ry sentence Each sentence state the content/context and then
some supporting example which is where the
references come in.
The last sentence concludes the paragraph and
moves to the next.
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Transitional words
Joining words» Also, and, again, etc
Comparing words» Also, in comparison
Contracting words» Although, but, conversely, despite, even though, however
Positioning words» Above, adjacent to, below
Situation words» Bef ore, briefly, consequently, finally, first
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Conclusions
Dont introduce anything new
Draw in the introduction
Demonstrate a conclusion or a lack of conclusion
Give the essay a sense of completeness
Leave a final impression
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Revision
Links and gaps
Be ruthless
Read text out loud
Content revision does it answer thequestion?
Grammatical and presentation revision
Spelling!!!!! (American vs AustralianEnglish)
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Edit
Another pair of eyes
Bottom line. You have to communicate with themarker you do not get to sit next to them.
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Academic writing typically uses the third
person, except in direct quotations.
Use of the first person I is traditionally seen as a violation of the
quest f or objectivity. There are, however, exceptions, e.g.,
qualitative research reports. In any event, the first person should
not be overused.
Use of the second person (you) is invariably awkward in academic
writing.
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Electronic communication has
become one of the most effective
ways of doing business. How
well e-mail messages are writteninfluence the success or failure
of your company.
Effective E Mail Writing
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The four Parts of a business email
The Opening Tells the reader why you are writing
The Focus Tells the details about the topic
The Action Tells what you want to happen and gives a
time frame
The Closing Thank the reader and mention future
communication
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Get right to the point
Don¶t use unnecessary words and phrases that distract
from the main idea of the email or may confuse the reader
The person reading your email does not have a lot of time to readyour email so you must make it as direct as possible.
Make the reason for writing the email clear
at the beginning and only add details thatare directly related to the topic of the email.
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The subject of the email
Always write the subject of the email on the subject
line
Remember that business people often
receive hundreds of emails every day.If you don¶t write the subject in the
subject line the person receiving the
email might think it is SPAM or junk
email and delete the message. If the
subject isn¶t clear they might delete
the email as well, so make sure the
subject is direct-don¶t use too many
words.
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© 2008 MMMTS All Rights Reserved.
Getting to the Point
Paragraphing:
± Short Sentences
± Short Paragraphs (2 to 5 sentences)
Creates white space
Q uicker to read
Engages the reader
± Opening Paragraph
Five Ws - Who?, What?, When?, Where?, & Why?
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© 2008 MMMTS All Rights Reserved.
Use of Lists
Benefits of using lists:
± Writer organizes thoughts
± Reader sees main points
± Important points are not overlooked
Formatting a list:
± Use numbers or bullets
± Items should be parallel ± Capitalize the first word of each point
± Be consistent with punctuation
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© 2008 MMMTS All Rights Reserved.
Tone
What kind of tone should I use with a negative
message?
When addressing faults or issues concerning an
individu
al,m
aintain a pro
fessio
nal to
ne that do
esnot attack the individual but that makes your
position on the issue clear.
Example:
Inco
rrect: I do
no
tu
nderstand why you
m
ade su
chdiscriminatory remarks.
Correct: Discriminatory remarks are not tolerated in
this organization.
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You Attitude
I/ We: W e are issuing a
refund.
You: Y ou will receive a
refund.
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Eliminating Sexist Language
Career Woman
Man and Wife
The Little Woman
CommonMan
BestMan f or the Job
Executives and their wives
Professional
Husband and Wife
Wife
Average Person
Best Person f or the Job
Executives and their spouses
(partners)
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Avoid Negative Expressions
Writers are sometimes unaware of the hidden messages
that they send:
You state thatbut I dont believe you
You failed toyou are careless
You claim thatits probably untrue
I am rightyou do not understand
Your delayyou are at fault
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Be Courteous
You must complete this report
bef ore Friday.
You
shou
ldo
rganize a car poo
lin this department.
Would you complete this report
bef ore Friday?
Organizing a car pool will reduce your
transportation costs and help
preserve the environment.
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PHASE 2: Compose -Creating Forcef ul
Sentences Use the Active voice in most sentences: W e lost money.
Use the passive voice to de-emphasize the perf ormerand/or to be tactf ul: Money was lost by us.
Avoid dangling phrases: An autopsy revealed that thecause of death was strangulation by the coroner.
Emphasize important points
Putmain ideas first, using them as subjects
Put them in short sentences
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PHASE 2: Compose - Drafting Effective
Paragraphs Discuss only one topic
± Group similar ideas together
± Start a new paragraph f or each new topic
Arrange sentences in one of three strategic f ormats
± Direct Plan: main sentence followed by supporting sentencesto define, classify, illustrate or describe
± Pivoting Plan: limiting sentences, main sentence, supportingsentences to compare or contrast
± Indirect Plan: supporting sentences, main sentence to explain
or persuade
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Phase 2: Drafting Effective Paragraphs
Link ideas to build coherence
± Repeat idea or rephrase it
± Use a pronoun: these, this etc.
± Dovetail sentences
Use transitional expressions: additionally, however, as aresult, also, for example etc.
Compose short paragraphs: fewer than eight lines
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PHASE 3: Revising f or Clarity
Keep it sim
ple Keep it conversational
Remove opening fillers
Eliminate redundancies
Redu
ce com
pou
nd prepo
sitio
ns Purge empty words
Kick the noun habit
Dump trite business phrases
Develo
p parallelism
Apply graphics
Measure readability
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Revision Techniques
Keep it simple: avoid indirect pompous language
E.g. It would not be inadvisable f or you to affix your
signature at this point in time.
I.e. You may sign now.
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Revision Techniques
Keep it conversational:
Formal: Our Accounting Department takes this
opportunity to inform you that we have credited your account with the aforementioned amount.
Conversational: W ere pleased to credit your
account for $100.
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Revision Techniques Remove Opening Fillers
± Wordy: T here are four new menu items that we must promote.
± Improved:W e must promote four new menu items.
Eliminate Redundancies: collect together, contributing factor, personal opinion etc.
Reduce Compound Prepositions
± at such time, at which timewhen
± due to the fact that, inasmuch asbecause
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Revision Techniques
Purge Empty Words
± As f or the field of athletic shoes, the degree of profits
sagged.
± This is to inf orm you that we have a toll-free service
line.
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Revision Techniques
Kick the Noun Habit
Wordy:W e must conduct an investigation of all
parking violations before we can give
consideration to your fine.Improved: W e must investigate all parking
violations before we can consider your fine.
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Revision Techniques Dump Trite Business Phrases
Wordy: Pursuant to your request, enclosed please find a jobapplication.
Improved: As requested, we have enclosed a job application.
Develop Parallelism: balanced construction
Not parallel: W e can collect information, store it, and later it can be updated.
Parallel: W e can collect, store and update information.
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Revision Techniques
Apply Graphic Highlighting
± Letters, such as ( a) and ( b) within the text
± Numerals, like 1, 2 and 3 listed vertically
±
Bu
llets ± Headings using Print options
CAPITAL LETTERS
Underscores
Boldface
Italics
Font size
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PHASE 3: Proofreading What to look
f or Spelling
Grammar
Punctuation Names and numbers
Format
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Proofreading
Bloopersfrom church
http://my.homewithgod.com/mkcathy/humor/chur
chbloopers.html
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How to Proofread Print a copypreferably double-spaced Set it aside f or a breather
Allow adequate time f or caref ul proofreading
Congratulate yourself when finding errors
Read the message at least twicef or meaning
and grammar/mechanics
Reduce reading speedf ocus on each word
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PHASE 3: Evaluating the Outcome
How successf ul will this communication be?
Does themessage say what you want it to?
Will it achieve its purpose?
How will you know if it succeeds?
Did you obtain the intended feedback?
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