communication - writing1 k i s s.... communication - writing2 what plain english is not... each...
TRANSCRIPT
Communication - Writing 1
K I S S . . .
Communication - Writing 2
What Plain English is not . . .
Each application shall be supported by a comprehensive letter of explanation in duplicate. This letter shall set forth all the facts required to present to this office a complete itemization of the candidate’s capabilities and officer potential.
Communication - Writing 3
Instead . . .
You must send us the following:
• one copy of your application
• two copies of a letter explaining your skills and abilities
Communication - Writing 4
Plain English is effective
For you: Easier to write• takes less time to write• uses fewer words
For the Chain: Straightforward • less strain on the memory• takes less time to read• time spent on content vs. decipher
Communication - Writing 5
The Plain English Model
StyleOrganizationLayout
Communication - Writing 6
Style
Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions
To write a readable sentence . . .
Communication - Writing 7
Style
Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions
To write a readable sentence . . .BureaucraticSigns Betteranticipate expectclose proximity nearin lieu of instead oflimited number fewin the event that ifpermit letprior to beforeterminate stop
Communication - Writing 8
Style
Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions
To write a readable sentence . . .
using only periods is like speaking in monotone
Communication - Writing 9
Style
Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions
To write a readable sentence . . .
• More likely to use active voice• Easier to write • Removes artificiality• Engages the reader
Communication - Writing 10
Style
Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions
To write a readable sentence . . .
• More likely to use plain English• If you must, write contractions in the draft…then uncontract in the final.
Communication - Writing 11
Some rules are meant to be broken
Never begin a sentence with and or but.
Never end a sentence with a preposition.
Never split an infinitive.Never write a single
sentence paragraph.Never use pronouns.
BasicGrammar
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Some rules are meant to be broken
We must recognize that assuring naval access forward will remain a prerequisite . . .
But structuring the Naval Service to continue this contribution in the future . . .And improvements in networking and communications . . .
. . . permits effects-based planning to disrupt his operational design.
The next step is to clearly define the overarching Operational Concepts . . .
from Navy Strategic Planning Guidance April, 2000
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The Plain English Model
StyleOrganizationLayout
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Organization
Up front . . . before the reasons whyTell what you found, not what you’ll
coverAsk for action earlyDon’t delay bad news
Make your point easy to find . . .
Communication - Writing 15
Organization
Up front . . . before the reasons whyTell what you found, not what you’ll
coverAsk for action earlyDon’t delay bad news
Make your point easy to find . . .
This POM-02 Training and Education BAM assesses the ability of Navy training and education to meet this responsibility. . . .
Communication - Writing 16
Organization
Up front . . . before the reasons whyTell what you found, not what you’ll
coverAsk for action earlyDon’t delay bad news
Make your point easy to find . . .
Over 80% of recruits tell us they plan to work on a college degree while in the Navy. . . . Our investment in education leads directly to attracting more of our country’s best and brightest . . .
Communication - Writing 17
Organization
Up front . . . before the reasons whyTell what you found, not what you’ll
coverAsk for action earlyDon’t delay bad news
Make your point easy to find . . .
Request your approval to transfer two billets from . . . to . . . to service as . . .
Communication - Writing 18
Organization
Up front . . . before the reasons whyTell what you found, not what you’ll
coverAsk for action earlyDon’t delay bad news
Make your point easy to find . . .
This BAM identifies unfunded program requirements, the impacts of insufficient funding on the Navy’s ability to meet this core responsibility, . . .
Communication - Writing 19
The Plain English Model
StyleOrganizationLayout
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Layout
Shows the reader -- visually -- your organization
Helps you -- the writer -- be organized
A good layout . . .
Communication - Writing 21
Layout
Use short paragraphs Use headings Use bullets and lists
The three keys to layout TITLE
Heading
Heading
Heading
Communication - Writing 22
LayoutMaintaining our new directionIn the two years since…From the Sea was published, we have expanded on and capitalized upon its traditional expeditionary focus. “Expeditionary” implies a mind set,a culture, and a commitment to forces that are designed to be deployed forward and to respond swiftly. Our new direction provides the nation:
•Naval Expeditionary Forces•Shaped for Joint Operations•Tailored for National Needs•Operating Forward … From the Sea
from Forward … From the Sea
• Different font style• Bold• Attached to the paragraph
• Bullet facts/lists• Number steps or procedures
Communication - Writing 23
Not That English Stuff
Passive voicePunctuation
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Passive Voice
8 Flagsamisarewaswere
bebeingbeen
. . .and requires a past participle
-ed or -en
Communication - Writing 25
Passive Voice
Real-time awareness of the battlespace is required to support an accurate common tactical picture.
form of be
past participle
An accurate common tactical picture requires real-time awareness of the battlespace.
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Passive Voice
Try this one.
Because of the assured knowledge provided by networked operations, less effort is required for unit self-protection.
Because of the assured knowledge provided by networked operations, unit self-protection requires less effort.
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Passive Voice
One more.
RDT&E funds must be spent as efficiently and effectively as possible.
The Navy must spend RDT&E funds efficiently and effectively.
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Passive Voice
Is Passive Voice really all that bad?
• Leaves out important information • Asks the reader to guess • Prevents use of pronouns
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Punctuation
ColonDashSemicolon
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Colon
An arrow which points to more useful information
The mission succeeded because:
• The Design Team worked efficiently.• The Commanding Officer supported the project.• The Action Officer conducted thorough research.
Communication - Writing 31
Dash
Similar to the colon, but more informal
The mission failed for one reason-poor planning.
Communication - Writing 32
Semicolon
Separates equal grammatical units: phrases or clauses
In FY00, the budget was signed;in FY01, the money is spent.
Communication - Writing 33
In Summary
Good writing is worth the effort.
Think about:
• Style
• Organization
• Layout
Communication - Writing 34
For a little more practice
Plain English Please : A Rhetoric by Elisabeth McPherson, Gregory Cowan, September 1, 1986Plain English at Work: A Guide to Business Writing and Speaking by Edward Bailey, 1996.
orCheck out the links onThe AO Web Site-AO Skills