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Breaking Old Habits

Generally we follow old habits. There are hundreds of rules to learn.

– Improving your writing is hard work.

Improve your writing in small steps.– Correct your usage in one area before moving on.– Focus on areas that improve clarity or cause the

reader to pause.

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Revision and Editing

These are not the same.– Revision is about ensuring that the document

meets your object.– Revision checks for readability.

Editing is about correcting mistakes.

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Revision guidelines

Does the document meet its purpose? Does the document make sense? Is the document efficient or is it wordy? Is the style and word choice correct for the

intended purpose? Is the organization clear?

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Editing

Common errors– Run-on sentences– Pronoun/noun agreement– Subject/verb agreement– Misuse of commas– Third person singular– Capitalization

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Articles

“A”, “an”, “the” “A” and “an” are indefinite articles

– Denotes an unspecified item.

“The” is the definite article– Denotes a particular item

How was the first slide titled?– Why?

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Voice

What is voice?– In active voice the subject does the action of the

verb.– In passive voice the subject receives the action of

the verb.

What is the problem with passive voice?– Passive voice leaves the actor unclear.– Active voice makes it clear who is the actor.

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Active Voice Improving Clarity

Passive – Sections B and C should be checked for errors. (by who?)

Active – Check sections B and C for errors. (you is implied)

Passive – Hurrying to complete the work, the cables were connected improperly. (who is hurrying?)

Active – Hurrying to complete the work the technician connected the cables improperly.

– The actor is clearly identified.

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Active Voice

The agency reported that the new model was defective. (active)

It was reported by the agency that the new model was defective. (passive)

The problem was discovered yesterday– (passive)

The Maintenance Department discovered the problem yesterday.

– (active)

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Active Voice

Active voice avoids wordiness.– Changes in policy are resented by employees.– Employees resent changes in policy.

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When to use Passive Voice

Use passive voice when the performer is unimportant.

Use passive voice when diplomacy requires not identifying the performer.– Do not use passive voice as an excuse to hide

information.– Engineers do not always want to fix responsibility.

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Punctuation

Commas are used to set off individual elements and thoughts.

Commas add to clarity.– To be successful managers with MBAs must

continue to learn.– To be successful, managers with MBAs must

continue to learn.

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Commas avoid confusion

Leonora walked on her head, a little higher than usual.– Did she walk on her head?– Leonora walked on, her head a little higher than usual.

The driver managed to escape from the vehicle before it sank and swam to the river-bank.

– Did the vehicle swim?– The driver manager to escape from the vehicle before it sank, and

swam to the river-bank. The convict said the judge is mad.

– Who is really mad?– The convict, said the judge, is mad.

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Agreement

The noun and subject must agree.– Agreement is not affected by intervening phrases and

clauses.– Plural subjects require plural verbs.

Compound subjects– When joined by “and” a plural verb is required.

Exception if the subject forms a unit “bacon and eggs”– When the compound subject is joined by “or” agreement

with the closer subject is required.

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Third person singular

What is third person?– I = first person– You = second person– She, he or it = third person– In the present tense

Change the verb ending to “s”

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Third person singular

If the verb ends in –s, -ss, -sh, -ch or x the third person adds –es.

If the verb ends in consonant + -y then change the y to I and add es.

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Gender Neutral

Write gender neutral when possible. One solution is to reword and use a plural

pronoun or use genderless nouns.– Every employee must sign his/her time card.

Not gender neutral

– Every employee must sign their time cards. Incorrect agreement

– All employees must sign their time cards

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Style

Use parallel structure to keep ideas at a consistent level.– When using parallel structure make sure the

items are comparable. The company offers special college training to help

nonexempt employees move into professional careers like engineering management, software development, service technicians, and sales trainees.

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Style

Keep paragraphs short.– No more than six sentences– Give paragraphs unity and coherence

Decide if you are being formal or informal.– Use a tone that is appropriate for your audience.– Be selective in using humor especially when you have a

multi-cultural audience.

Avoid assuming the reader has reached the same conclusion you have.

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Numbers

Write numbers from zero to ten as words and numbers above ten as numerals.

Spell out approximate numbers.

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Transitions

Transitions smooth the flow of ideas. Ways to achieve transitions.

– Using transitional words– Repeating words or ideas– Using pronouns– Numbering– Transitional paragraphs

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Transitions

Focus on transitions between paragraphs not sentences.

Transitions within paragraphs can add unneeded words.

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Plain English

Avoid using overly technical language when possible.

– “Turn the light switch” on rather than “manipulate the switch so that positive electrical contact is made.”

Keep it short and simple.– Be consistent.

Avoid unnecessary words.– Often we add words too meet a page or word count.

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Common Pit Falls

Every sentence must have an explicit subject.

Every sentence must have a verb. The subject and the verb must agree. Every sentence must express an idea. Can/may

– Can refers to capability– May refers to possibility or permission