Effective Writing Basics
Tips that can improve your writing in any medium
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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
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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
WIIFM – What’s in it for me
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Five keys to effective writing
Key #2: Use simple words and short sentences
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Example 1
Per our conversation, I am enclosing herewith a
remittance of $25 for the balance due on my
account. (18 words)
As discussed, here is the $25 remaining on my
account. (11 words)
Here is the $25 remaining on my account. (8
words)
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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 or not.
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Tip
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)
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Five keys to effective writing
Key #3: Use jargon only when necessary
What is jargon?
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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.
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Example 4
While the new ST7000 provides extensive
memory and is extremely user compatible, it lacks
the requisite capacity for calculating at a high rate
of speed.
Our computer system is easy to use and has
enough memory, but it is too slow.
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Example 5
Demand-side capacity combined with
transmission wheeling contracts and local
generation resources will be able to meet
local demand and spinning reserve
requirements for the next five years.
SMUD will be able to save and produce
enough power to meet local needs for the
next five years.
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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
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Example 6
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.
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Example 7
Choose the right verb and the
right noun
Mr. Johnson ran quickly across the four-lane street,
almost falling down when he stepped in a large hole
in the concrete. (22 words)
Mr. Johnson sprinted across the boulevard,
stumbling when he stepped in a pothole. (13 words)
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Five keys to effective writing
Key #5: Format document to improve readability
Use lists, bullets, charts, tables, indents, italics, bolds, headings
and subheadings
The 100-word rule
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Plan, organize, write
Before you begin
Who is the audience (“My audience is _________.”)
Purpose of the message (“My purpose is________.”
How will the reader use the information (“So that the reader
will________.”)
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Plan, organize, write
As you begin
Assemble all useful information
Determine what’s important
Choose what to leave out
Group information logically
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Plan, organize, write
Four ways to organize
Division
Compare/contrast
Cause/effect
Problem-analysis solution
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Division
Start with main idea, then discuss the parts
Example:
ACME Corporation faces four problems that threaten its
competitiveness:
Four problems that threaten the competitiveness of ACME
Corporation:
Outdated marketing plan
Poor service record
High prices
Low Morale
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Compare/Contrast
Use familiar to explain unfamiliar
Put the conclusion up front
Example:
If we expand in the West we will face the same challenges as we
did in expanding to the South:
Lack of identity
Poor distribution
Short p-term cash flow problem
Untrained labor force
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Problem-Analysis-Solution
Find a straightforward way to offer recommendations
Example:
The shipping dock’s inability to ship product fast enough results
from an 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
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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
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Thank You
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