Writing Tips for Evaluators: 10 Principles for Clearer Communication Presented by: Joy Quill C. J. Quill & Associates, Inc. EERS 2008 Copyright 2008 C.

Writing Tips for Writing Tips for Evaluators:Evaluators:10 Principles for Clearer 10 Principles for Clearer CommunicationCommunication

Presented by:

Joy Quill

C. J. Quill & Associates, Inc.

EERS 2008

Copyright 2008 C. J. Quill & Associates, Inc.

The 10 PrinciplesThe 10 Principles1. Know your audience.2. Develop an outline.3. Be consistent.4. Use headings.5. State the main point first.6. Write effective paragraphs.7. Write concise sentences.8. Avoid jargon & limit acronyms.9. Know when to stop.10.Review your draft with fresh eyes.


1. Know your audience1. Know your audienceVaried backgrounds – generally not

evaluation experts.Limited knowledge or interest in

complex methods.Very busy – wants to understand on

first reading.Wants the main points only.Interested in findings and practical

recommendations. If persuaded, they may take action.


2. Develop an outline2. Develop an outlineHelps organize thoughts.Presents material in logical order.Shows relationships among

ideas.Groups related information

together.Moves from general to specific.


3. Be consistent3. Be consistentFollow prescribed format.Present information in proper

section.Follow consistent writing style.Use terms consistently.Follow grammatical rules

consistently.


4. Use headings.4. Use headings.Headings tell the story.Headings can capture the

reader’s interest.Use statement headings in

findings.Some readers will go no further

than headings.


5. State the main point 5. State the main point firstfirstConduct research inductively.

◦Gather facts and data.◦Reach conclusion at end of process.

Write report deductively.◦State main points or findings first.◦Easier for reader to follow and

understand.◦Reader saves time.


6. Write effective 6. Write effective paragraphsparagraphsUse topic sentencesWrite unified paragraphsWrite coherent paragraphsWrite shorter paragraphs


6.1 Use topic sentences6.1 Use topic sentences

About the topic sentence:First sentence in a deductive

paragraph.States the paragraph’s main point.Gives the reader clues on what to

expect in the rest of the paragraph.Everything else in the paragraph

tells more about the main point.


6.1 Use topic sentences6.1 Use topic sentences

Cockroaches living in many city apartments and homes are almost

impossible to exterminate.

What would the reader expect in the rest of the paragraph?


6.2 Write unified 6.2 Write unified paragraphsparagraphsAbout Unity:Every sentence supports, develops

or explains the main idea presented in the topic sentence.

Several methods can achieve unity:◦Examples or illustrations◦Data (facts, statistics, evidence, details)◦Chronological narration◦Comparison or contrast◦Cause and effect◦Definition or classification


6.3 Write coherent 6.3 Write coherent paragraphsparagraphsAbout Coherence:Smooth, logical flow of ideas within a

paragraph.Achieve coherence through repetition,

parallel structure, and transitions.Transitions are common in technical

writing.◦Orderly movement from one idea to the

next.◦Show how an idea fits into the discussion.◦Only effective in paragraph with basic

logical order.Copyright 2008 C. J. Quill & Associates, Inc.

6.4 Write shorter 6.4 Write shorter paragraphsparagraphsLimit paragraphs to 2-4

sentences.Cover only ONE MAIN POINT in

each paragraph.Use other techniques to convey

ideas more clearly.◦Bullets or numbers◦Active voice◦Fewer prepositions


7. Write concise 7. Write concise sentencessentences7.1 Use active voice.

7.2 Use parallel structure to organize related ideas.

7.3 Write shorter sentences.


7.1. Use Active Voice7.1. Use Active VoiceActive Voice Passive VoiceSubject performs the action.

Subject receives the action.

One less preposition in sentence.

Doer of action is hidden by preposition.

Fewer words in sentence.

More words in sentence.

Stronger, more direct language.

Force of writing is weaker.


7.1 Use passive voice 7.1 Use passive voice when…when…The doer is obvious or unimportant.

The scheduled meeting was cancelled.

The doer is unknown. The project was not completed on time.

You wish to emphasize the receiver of the action.

Evaluators were trained on effective writing.

You wish to diminish the strong tone of active voice.

Agreement on the proposed treaty could not be reached.


7.2 Use parallel structure7.2 Use parallel structureParallelism is a way to organize

related ideas.It uses structure to emphasize

similarity.The similar structure can be

words, phrases, or clauses (including sentences).

Often uses bullets or numbers to denote parallel items.


7.2 Parallel Structure - 7.2 Parallel Structure - ExamplesExamplesWords The evaluator reviewed and verified the

preliminary findings.

Phrases Opportunity for grant review and program evaluation was lacking.

Clauses Although Congressional intent was clear and public acceptance of the program was assured, the agency moved slowly.

Bullets, Numbers

The database administrator’s responsibilities include:•Creating databases and backups,•Verifying data integrity,•Implementing access controls, and•Ensuring maximum performance and efficiency.


What’s wrong with this What’s wrong with this sentence?sentence?

The registry’s major functions are to: facilitate the establishment of a system for finding marrow donors suitably matched to unrelated recipients for bone marrow transplantation; recruit individuals who could be potential donors; and increase the representation of individuals from racial and ethnic groups in order to enable an individual in a minority group, to the extent practicable, to have a chance of finding a suitable donor as would an individual not in a minority group.


A possible revision:A possible revision:

The registry has three major functions:

1.To establish a system to find unrelated marrow donors;

2.To recruit donors; and3.To increase donor representation

from racial and ethnic groups.


7.3 Write shorter 7.3 Write shorter sentencessentencesLimit sentences to 20-25 words.Limit each sentence to one main

idea.Write two shorter sentences instead

of one long sentence.Use numbers or bullets to separate

parallel phrases.Limit prepositions to 4 per sentence.Eliminate wordy phrases and

unnecessary words.Use shorter words.


8. 1 Avoid jargon8. 1 Avoid jargonQuestion: What is jargon?Answer: A language of a

specialized group generally understood only by group members.

Examples: chi square, gigabyte, catchment area

Avoid jargon if possible. If using it:Define in footnote.Include glossary.


8.2 Limit acronyms8.2 Limit acronymsUse acronyms and abbreviations

only when they will help the reader.Unless very common and well

known, spell out the first time and follow with acronym in parentheses.

Do not use if term appears only once.

Spell out again if not used for several pages.


9. Know when to stop9. Know when to stopReaders’ time and interest in

your subject can vary widely.Consider these levels and write

accordingly.◦Abstract ◦Executive Summary◦Table of Contents◦Short report◦Technical appendix


10. Review your draft10. Review your draft

Review Techniques:Use a cold reader.Set the draft aside.Read aloud, slowly, one word at a

time.Use a cover page.Outline the draft.Look for your usual errors.


10. Review your draft10. Review your draftWhat to look for: Is it well organized? Is it smooth and logical? Does it make

sense? Is your message clear and compelling? Is it clear to a non-technical reader?Does it use mostly shorter words and

concise sentences?Does it contain jargon or acronyms?Does each paragraph contain only one main

point? Is the tone objective?Are the grammar, punctuation, and spelling

correct?Copyright 2008 C. J. Quill & Associates, Inc.

Questions?

Joy QuillC. J. Quill & Associates, Inc.

[email protected]


Writing Tips for Evaluators: 10 Principles for Clearer Communication Presented by: Joy Quill C. J. Quill & Associates, Inc. EERS 2008 Copyright 2008 C.

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