Effective Writing Basics Tips that can improve your writing in any medium Rahul Pratap Singh Kaurav
Sep 21, 2014
Effective Writing BasicsTips that can improve your writing in any medium
Rahul Pratap Singh Kaurav
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
2 Five keys to effective writing
Put the reader first Use simple words and short sentences Use jargon only when necessary Write with verbs and nouns Format to improve readability
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
3
Five keys to effective writing
Key #1: Put the reader first
Communication = understanding Write to Express not Impress Use words readers can picture Tie in to the reader’s experience
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
4
Five keys to effective writing
Key #2: Use simple words and short sentences
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
5 Example 1
Per our conversation, I am enclosing herewith a remittance of $25 for the balance due on my account. (18 words)
As we discussed, here is the $25 remaining on my account. (11 words)
Here is the $25 remaining on my account. (8 words)
Example 2
As pertaining to the question of whether or not to construct a new storage facility, corporate management will ascertain the appropriateness of such an issue in the near future.
Management will decide next week whether to build a new storage facility.
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
6Tip
Avoid wordy prepositional phrases
In the amount of (for)
In order to (to)
Due to the fact that (because)
In the event that (if)
During the time that (when, while)
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
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Five keys to effective writing
Key #3: Use jargon only when necessary
What is jargon?
Chartered Accountant Compressed Air Canada Certificate Authority California
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
8 Example 3
The new FMIS system from Global provides VOR/DME nav redundancy, as well as enhanced GPS capability.
Global's new flight management system provides several ways to navigate your airplane, including the latest in satellite navigation.
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
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Five keys to effective writing
Key #4: Write with verbs and nouns
Use the active voice When it is okay to use passive voice
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
10 Example 4
The company (S) sells (V) insurance (O). Not: Insurance is sold by the company.
The construction crew repaired the road. Not: The road was repaired by the construction
company.
Tests showed the new material did not wear well. Not: When tests were run, it was discovered that good
wear is not exhibited by the new material.
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
11
Five keys to effective writing
Key #5: Format document to improve readability
Use lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
12 Plan, organize, write
Before you begin Who is the audience (“My audience is _________.”) Purpose of the message (“My purpose is________.”)
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
13 Plan, organize, write
As you begin Assemble all useful information Determine what’s important Choose what to leave out Group information logically
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
14 Plan, organize, write
Three ways to organize
Division Cause/effect Problem-analysis solution
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
15 Division
Start with main idea, then discuss the parts Example:
ACME Corporation faces four problems that threaten its competitiveness: Outdated marketing plan
Poor service record
High prices
Low Morale
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
16
Problem-Analysis-Solution
Find a straightforward way to offer recommendations
Example: The shipping dock’s inability to ship product fast
enough results from a inefficient tracking system. The solution is to: Invest in a new computer system Retrain staff Inform customers of realistic shipping times Budget for overtime to meet peak demand
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
17 Cause/Effect
Presents a clear-way analysis A-B; A-B-C-D; ABCD-E Example:
Reorganizing the marketing department will cause two benefits and one problem: Improved accountability
Better communication
Problem – poorer service to industrial customers
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
18 … Next Agenda 1. Writing an Email
What makes a good email2. Writing a Report
a. Planning
b. Structure
c. Style
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
19 Example #1
Hey Tom,
I can't believe it has been almost 2 weeks since you sent this e-mail. I intend to respond to you each morning, and I am back to getting in by 6:30 or 7:15 most mornings, but ... you know how busy it gets. I want to get the 8 o'clock train tonight, because the next one doesn’t leave until 10pm. I am going to see Kemal Wednesday night (he has a short stay in U.S. with regard to visiting Citi bank on-site, the client he his supporting on an offshore project). So I just wanted to ask you if you could be more specific in what you want to know about "offshore" financials. He'll provide me with the info you are interested in.
Regards,
Angelo
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
20 Example #2
Tom,
In order to help you better, please explain in more detail what you mean by “offshore financials.” Are you looking for financial statements or for salary levels?
Regards,
Angelo
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
21 Example #4
Gd 2 hear fm u. The LBJ is OK. Y R U going w/o him? C u soon. M.
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
22
"Everything should be made as simple as possible.”
- Albert Einstein
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
23 What makes a good email?
Response within 36 hours
To the point – short
Clear
Organized
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
24 Pretend you are the reader and ask:
What is the point? What action am I supposed to take?
If the answers aren’t immediately obvious, your message may just be ignored!
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
25 Organizing for the reader’s benefit
The first section summarizes key “take aways”:
Make your point early
Request responses up front
For long emails:
Write a summary
Create headings for each major section.
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
26 Get to the point #1Dear Personnel Director:
On March 27, I received a phone call from Mrs. Karen Krane from New York, who was once a data entry clerk in your Ohio office.
She was under the direct supervision of.....
Example of a hidden main point
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
27 Get to the point #2
The same example rewritten so that the main point is clear.Dear Personnel Director:
Please verify the employment of Mrs. Karen Krane? She was a data entry clerk in your Ohio office… (fill in the details)
© 2013, Rahul Pratap Singh Kaurav
Use active and passive voice appropriately
Active places blame:
“You are past due on your registration payment.”
Passive is less confrontational:
“Your registration payment is past due.”
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
29 Proofread!
Re-read to ensure: Accuracy, grammar, spelling Message clearly delivered
Rewrite or reorganize if necessary!
© 2013, Rahul Pratap Singh Kaurav
Finally: Take the 20-second test
After a 20 second scan, what stands out most?
Did your main idea come through? Will the reader know what action to take?
Source: Purdue University
Part 2
Writing a Report
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
32 What is a Report?
A structured written presentation which gives: A response to specific request An account of something An answer to a question A solution to a problem
© 2013, Rahul Pratap Singh Kaurav
The report-writing process
1. Identify your audience
2. Define your purpose
3. Collect your ideas
4. Select the material and decide
how to show the significance of your facts
5. Structure your ideas
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
34 What makes a report effective
An effective report is: appropriate to its purpose and audience accurate logical clear and concise well organized with clear section headings
© 2013, Rahul Pratap Singh Kaurav
Report Format
1. Title pages [Front page, Declaration, Certificate, Acknowledgement, and Preface]
2. Table of contents
3. Abstract/Executive Summary
4. Introduction
5. Discussion
6. Conclusions
7. Recommendations
8. Bibliography
9. Attachments / Exhibits
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
36 1. Front Page
Title
Author's name
(position and qualifications)
Place of origin
Date
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
37 2. Table of contents
Number pages starting with the Introduction
Title pages usually numbered with lower case Roman numerals (i, ii, iii, iv, etc.)
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© 2013, Rahul Pratap Singh Kaurav
38 2. Table of contentsTable of Contents
Table of Contents iiiAbstract iv1. Introduction 32. Discussion 3 2.1 Subjects 3 2.2 Apparatus 3 2.3 Procedures 33. Conclusion 44. Recommendations 45. Bibliography 5 5.1 Internet Sources 66. Attachments 7Exhibit A 8Exhibit B 9Exhibit C 9
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
39 3. Abstract/Executive Summary
Concise summary of the essential elements of the report Purpose Scope Achievements Main points Conclusions Recommendations
Short, only 10-15% of the length of the report
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
40 4. Introduction
States purpose, assumptions, scope, approach, intended audience, possible benefits
Defines special terms
Explains why the report is necessary
Gives motivation for writing the report
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
41 5. Discussion
Main body of the report Headings clearly identify the content May include:
Theoretical basis of research Analysis of data and findings Charts and Graphs Evaluation of the methods used
Structure should reflect the analysis and objective
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
42 5. Discussion
Presented in an order that leads logically towards the conclusions and recommendations.
Chronological based on your research
Past, current, future technologies
Problem, solution 1, solution 2, solution 3
Simple Complex
State how it is organized up front
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
43 6. Conclusions
Drawn from evidence, analysis, interpretation and evaluation presented in the discussion
Follows logically from the Discussion
Conclusions section should give:
Key points
Main findings
NOT another Executive Summary
Overview of the research, where you've reached, and where further investigation might be warranted
© 2013, Rahul Pratap Singh Kaurav
7. Recommendations
Suggestions for possible actions based on the research
Applications of your research in industry
Recommendations to scientific or business community
Possible improvements to your research
Areas for further research
be definitebe perceptivebe imaginativebe rational
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
45 8. Bibliography
Give full details of all publications and web pages either cited or used for background research while preparing the report.
e.g.
1. R. Resnick, D. Halliday and K.S. Krane, (1992), Physics 4th ed. (Wiley: New York) p. 55.
2. J.P. Gordon, H.J. Zeiger and C.H. Townes, "The maser - new type of microwave amplifier, frequency standard, and spectrometer", Phys. Rev. 18, 1264-1274 (1955).
3. Sigma Pro Inc, http://www.sigmaprotraining.com/outsourcing.htm
Friday, April 7, 2023
© 2013, Rahul Pratap Singh Kaurav
46 9. Attachments / Exhibits
Includes detailed data or information that would affect the coherent flow of the report
For example
a long derivation of an equation
a listing of a computer program written to assist in analysis of data
Supporting, yet not essential, data: companies, addresses, pages of findings
Questions?