Effective Writing BasicsEffective Writing Basics

Tips that can improve your Tips that can improve your writing in any mediumwriting in any medium

Five keys to effective Five keys to effective writingwriting

• Put the reader firstPut the reader first• Use simple words and short sentencesUse simple words and short sentences• Use jargon only when necessaryUse jargon only when necessary• Write with verbs and nounsWrite with verbs and nouns• Format to improve readabilityFormat to improve readability

Five keys to effective Five keys to effective writingwriting

• Key #1: Put the reader firstKey #1: Put the reader first– Communication = understandingCommunication = understanding– Write to EXpress not ImpressWrite to EXpress not Impress– Use words readers can pictureUse words readers can picture– Tie in to the reader’s experienceTie in to the reader’s experience– WIIFM – What’s in it for meWIIFM – What’s in it for me

Five keys to effective Five keys to effective writingwriting

• Key #2: Use simple words and Key #2: Use simple words and short sentencesshort sentences

Example 1Example 1

• Per our conversation, I am enclosing Per our conversation, I am enclosing herewith a remittance of $25 for the herewith a remittance of $25 for the balance due on my account. (18 balance due on my account. (18 words)words)

• As we discussed, here is the $25 As we discussed, here is the $25 remaining on my account. (11 words)remaining on my account. (11 words)

• Here is the $25 remaining on my Here is the $25 remaining on my account. (8 words)account. (8 words)

Example 2Example 2

• As pertaining to the question of As pertaining to the question of whether or not to construct a new whether or not to construct a new storage facility, corporate storage facility, corporate management will ascertain the management will ascertain the appropriateness of such an issue in appropriateness of such an issue in the near future.the near future.

• Management will decide next week Management will decide next week whether to build a new storage whether to build a new storage facility.facility.

Tip Tip

• Avoid wordy prepositional phrasesAvoid wordy prepositional phrases– In the amount of (for)In the amount of (for)– In order to (to)In order to (to)– Due to the fact that (because)Due to the fact that (because)– In the event that (if)In the event that (if)– During the time that (when, while)During the time that (when, while)

Five keys to effective Five keys to effective writingwriting

• Key #3: Use jargon only when Key #3: Use jargon only when necessarynecessary– What is jargon?What is jargon?

Example 3Example 3

• The new FMIS system from Global The new FMIS system from Global provides VOR/DME nav provides VOR/DME nav redundancy, as well as enhanced redundancy, as well as enhanced GPS capability.GPS capability.

• Global's new flight management Global's new flight management system provides several ways to system provides several ways to navigate your airplane, including navigate your airplane, including the latest in satellite navigation.the latest in satellite navigation.

Example 4Example 4

• While the new ST7000 provides While the new ST7000 provides extensive memory and is extremely extensive memory and is extremely user compatible, it lacks the user compatible, it lacks the requisite capacity for calculating at requisite capacity for calculating at a high rate of speed.  a high rate of speed.  

• Our computer system is easy to use Our computer system is easy to use and has enough memory, but it is and has enough memory, but it is too slow.too slow.

Example 5Example 5

• Demand-side capacity combined with Demand-side capacity combined with transmission wheeling contracts and transmission wheeling contracts and local generation resources will be able to local generation resources will be able to meet local demand and spinning reserve meet local demand and spinning reserve requirements for the next five years.requirements for the next five years.

• SMUD will be able to save and produce SMUD will be able to save and produce enough power to meet local needs for enough power to meet local needs for the next five years.the next five years.

Five keys to effective Five keys to effective writingwriting

• Key #4: Write with verbs and Key #4: Write with verbs and nounsnouns– Use the active voiceUse the active voice– When it is okay to use passive voiceWhen it is okay to use passive voice

Example 6Example 6

• The company (S) sells (V) insurance (O).The company (S) sells (V) insurance (O).• NotNot: Insurance is sold by the company.: Insurance is sold by the company.

• The construction crew repaired the road.The construction crew repaired the road.• NotNot: The road was repaired by the construction : The road was repaired by the construction

company.company.

• Tests showed the new material did not wear Tests showed the new material did not wear well.well.

• Not:Not: When tests were run, it was discovered that When tests were run, it was discovered that good wear is not exhibited by the new material.good wear is not exhibited by the new material.

Example 7Example 7

• Choose the right verb and Choose the right verb and the right nounthe right noun– Mr. Johnson ran quickly across the four-Mr. Johnson ran quickly across the four-

lane street, almost falling down when lane street, almost falling down when he stepped in a large hole in the he stepped in a large hole in the concrete. (22 words)concrete. (22 words)

– Mr. Johnson sprinted across the Mr. Johnson sprinted across the boulevard, stumbling when he stepped boulevard, stumbling when he stepped in a pothole. (13 words)in a pothole. (13 words)

Five keys to effective Five keys to effective writingwriting

• Key #5: Format document to Key #5: Format document to improve readabilityimprove readability– Use lists, bullets, charts, tables, Use lists, bullets, charts, tables,

indents, italics, bolds, headings and indents, italics, bolds, headings and subheadingssubheadings

– The 100-word ruleThe 100-word rule

Plan, organize, writePlan, organize, write

• Before you beginBefore you begin– Who is the audience (“My audience is Who is the audience (“My audience is

_________.”)_________.”)– Purpose of the message (“My purpose Purpose of the message (“My purpose

is________.”is________.”– How will the reader use the How will the reader use the

information (“So that the reader information (“So that the reader will________.”)will________.”)

Plan, organize, writePlan, organize, write

• As you beginAs you begin– Assemble all useful informationAssemble all useful information– Determine what’s importantDetermine what’s important– Choose what to leave Choose what to leave outout– Group information logicallyGroup information logically

Plan, organize, writePlan, organize, write

• Four ways to organizeFour ways to organize– DivisionDivision– Compare/contrastCompare/contrast– Cause/effectCause/effect– Problem-analysis solutionProblem-analysis solution

DivisionDivision

• Start with main idea, then discuss the Start with main idea, then discuss the partsparts

• Example:Example:– ACME Corporation faces four problems that ACME Corporation faces four problems that

threaten its competitiveness:threaten its competitiveness:• Outdated marketing planOutdated marketing plan• Poor service recordPoor service record• High pricesHigh prices• Low MoraleLow Morale

Compare/ContrastCompare/Contrast

• Use familiar to explain unfamiliarUse familiar to explain unfamiliar• Put the conclusion up frontPut the conclusion up front• Example:Example:

– If we expand in the West we will face the If we expand in the West we will face the same challenges as we did in expanding to same challenges as we did in expanding to the South:the South:• Lack of identityLack of identity• Poor distributionPoor distribution• Short p-term cash flow problemShort p-term cash flow problem• Untrained labor forceUntrained labor force

Problem-Analysis-SolutionProblem-Analysis-Solution

• Find a straightforward way to offer Find a straightforward way to offer recommendationsrecommendations

• Example:Example:– The shipping dock’s inability to ship product The shipping dock’s inability to ship product

fast enough results from a inefficient fast enough results from a inefficient tracking system. The solution is to:tracking system. The solution is to:• Invest in a new computer systemInvest in a new computer system• Retrain staffRetrain staff• Inform customers of realistic shipping timesInform customers of realistic shipping times• Budget for overtime to meet peak demandBudget for overtime to meet peak demand

Cause/EffectCause/Effect

• Presents a clear-way analysisPresents a clear-way analysis• A-B; A-B-C-D; ABCD-EA-B; A-B-C-D; ABCD-E• Example:Example:

– Reorganizing the marketing department will Reorganizing the marketing department will cause two benefits and one problem:cause two benefits and one problem:• Improved accountabilityImproved accountability• Better communicationBetter communication• Problem – poorer service to industrial customersProblem – poorer service to industrial customers

Plan, organize, writePlan, organize, write

• Develop an outlineDevelop an outline• WriteWrite

– Write the easiest part firstWrite the easiest part first– Develop major sections one at a timeDevelop major sections one at a time– Introduction for main ideasIntroduction for main ideas– Main point in first paragraphMain point in first paragraph– Turn off your internal editorTurn off your internal editor

Plan, organize, writePlan, organize, write

• 90% of writing is re-writing and 90% of writing is re-writing and editingediting

• Let the document coolLet the document cool• Run a Fog testRun a Fog test• Aim to cut first draft by at least Aim to cut first draft by at least

10%10%