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An Approach to Successful Writing

Practice the skills that improve clarity.– Isn’t your objective to clearly convey the

message?

Shorter is generally better than longer.– As long as the topic is covered extra words do not

serve a useful purpose.

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Revision and Editing

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

meets your object.– Revision is the overall structure of the document.

Editing is about improving clarity.

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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

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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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AAAWWUBBIS

What does this mean?

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AAAWWUBBIS

After Although As When While Until Before Because If Since

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AAAWWUBBIS

When one of these words start a sentence, you will probably need a comma somewhere in the sentence.

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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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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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Bestsellers

What makes a book a bestseller? How does a bestseller differ from a technical

book or journal? Is there something we can learn from

bestsellers?

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Examples

The next two slides were taken from the bestseller “The Art of Racing in the Rain” by Garth Stein

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Examples

“Denny was so angry that his anger filled up the entire room, the entire house.”

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Example

“When Denny came home from work, he would first say hello to the girls, then he would take me outside to the yard and throw the ball, which I happily retrieved.”

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Examples from Harry Potter

“And the more I’ve read about them,” said Hermione, “the more horrible they seem, and the less I can believe that he actually made six.”

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Examples from Harry Potter

His voice tailed away: He was thinking of all of the things he should have asked Dumbledore, and of how, since the headmaster had died, it seemed to Harry that he had wasted so many opportunities when Dumbledore had been alive, to find out more … to find out everything….

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What was in that sentence?

Colons can introduce lists. A colon can also introduce a complete

sentence. Was there a compound sentence?

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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