Effective writing skills: Understand your reader

Effective Writing BasicsTips that can improve your writing in any medium

Rahul Pratap Singh Kaurav

Friday, April 7, 2023

© 2013, Rahul Pratap Singh Kaurav

2 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



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Key #2: Use simple words and short sentences



5 Example 1

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

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

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

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.



6Tip

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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Key #3: Use jargon only when necessary

What is jargon?

Chartered Accountant Compressed Air Canada Certificate Authority California



8 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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Key #4: Write with verbs and nouns

Use the active voice When it is okay to use passive voice



10 Example 4

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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Key #5: Format document to improve readability

Use lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings



12 Plan, organize, write

Before you begin Who is the audience (“My audience is _________.”) Purpose of the message (“My purpose is________.”)




As you begin Assemble all useful information Determine what’s important Choose what to leave out Group information logically




Three ways to organize

Division Cause/effect Problem-analysis solution



15 Division

Start with main idea, then discuss the parts Example:

ACME Corporation faces four problems that threaten its competitiveness: Outdated marketing plan

Poor service record

High prices

Low Morale



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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 a 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



17 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



18 … Next Agenda 1. Writing an Email

What makes a good email2. Writing a Report

a. Planning

b. Structure

c. Style



19 Example #1

Hey Tom,

I can't believe it has been almost 2 weeks since you sent this e-mail. I intend to respond to you each morning, and I am back to getting in by 6:30 or 7:15 most mornings, but ... you know how busy it gets. I want to get the 8 o'clock train tonight, because the next one doesn’t leave until 10pm. I am going to see Kemal Wednesday night (he has a short stay in U.S. with regard to visiting Citi bank on-site, the client he his supporting on an offshore project). So I just wanted to ask you if you could be more specific in what you want to know about "offshore" financials. He'll provide me with the info you are interested in.

Regards,

Angelo



20 Example #2

Tom,

In order to help you better, please explain in more detail what you mean by “offshore financials.” Are you looking for financial statements or for salary levels?

Regards,

Angelo



21 Example #4

Gd 2 hear fm u. The LBJ is OK. Y R U going w/o him? C u soon. M.



22

"Everything should be made as simple as possible.”

- Albert Einstein



23 What makes a good email?

Response within 36 hours

To the point – short

Clear

Organized



24 Pretend you are the reader and ask:

What is the point? What action am I supposed to take?

If the answers aren’t immediately obvious, your message may just be ignored!



25 Organizing for the reader’s benefit

The first section summarizes key “take aways”:

Make your point early

Request responses up front

For long emails:

Write a summary

Create headings for each major section.



26 Get to the point #1Dear Personnel Director:

On March 27, I received a phone call from Mrs. Karen Krane from New York, who was once a data entry clerk in your Ohio office.

She was under the direct supervision of.....

Example of a hidden main point



27 Get to the point #2

The same example rewritten so that the main point is clear.Dear Personnel Director:

Please verify the employment of Mrs. Karen Krane? She was a data entry clerk in your Ohio office… (fill in the details)


Use active and passive voice appropriately

Active places blame:

“You are past due on your registration payment.”

Passive is less confrontational:

“Your registration payment is past due.”



29 Proofread!

Re-read to ensure: Accuracy, grammar, spelling Message clearly delivered

Rewrite or reorganize if necessary!


Finally: Take the 20-second test

After a 20 second scan, what stands out most?

Did your main idea come through? Will the reader know what action to take?

Source: Purdue University

Part 2

Writing a Report



32 What is a Report?

A structured written presentation which gives: A response to specific request An account of something An answer to a question A solution to a problem


The report-writing process

1. Identify your audience

2. Define your purpose

3. Collect your ideas

4. Select the material and decide

how to show the significance of your facts

5. Structure your ideas



34 What makes a report effective

An effective report is: appropriate to its purpose and audience accurate logical clear and concise well organized with clear section headings


Report Format

1. Title pages [Front page, Declaration, Certificate, Acknowledgement, and Preface]

2. Table of contents

3. Abstract/Executive Summary

4. Introduction

5. Discussion

6. Conclusions

7. Recommendations

8. Bibliography

9. Attachments / Exhibits



36 1. Front Page

Title

Author's name

(position and qualifications)

Place of origin

Date



37 2. Table of contents

Number pages starting with the Introduction

Title pages usually numbered with lower case Roman numerals (i, ii, iii, iv, etc.)



38 2. Table of contentsTable of Contents

Table of Contents iiiAbstract iv1. Introduction 32. Discussion 3 2.1 Subjects 3 2.2 Apparatus 3 2.3 Procedures 33. Conclusion 44. Recommendations 45. Bibliography 5 5.1 Internet Sources 66. Attachments 7Exhibit A 8Exhibit B 9Exhibit C 9



39 3. Abstract/Executive Summary

Concise summary of the essential elements of the report Purpose Scope Achievements Main points Conclusions Recommendations

Short, only 10-15% of the length of the report



40 4. Introduction

States purpose, assumptions, scope, approach, intended audience, possible benefits

Defines special terms

Explains why the report is necessary

Gives motivation for writing the report



41 5. Discussion

Main body of the report Headings clearly identify the content May include:

Theoretical basis of research Analysis of data and findings Charts and Graphs Evaluation of the methods used

Structure should reflect the analysis and objective



42 5. Discussion

Presented in an order that leads logically towards the conclusions and recommendations.

Chronological based on your research

Past, current, future technologies

Problem, solution 1, solution 2, solution 3

Simple Complex

State how it is organized up front



43 6. Conclusions

Drawn from evidence, analysis, interpretation and evaluation presented in the discussion

Follows logically from the Discussion

Conclusions section should give:

Key points

Main findings

NOT another Executive Summary

Overview of the research, where you've reached, and where further investigation might be warranted


7. Recommendations

Suggestions for possible actions based on the research

Applications of your research in industry

Recommendations to scientific or business community

Possible improvements to your research

Areas for further research

be definitebe perceptivebe imaginativebe rational



45 8. Bibliography

Give full details of all publications and web pages either cited or used for background research while preparing the report.

e.g.

1. R. Resnick, D. Halliday and K.S. Krane, (1992), Physics 4th ed. (Wiley: New York) p. 55.

2. J.P. Gordon, H.J. Zeiger and C.H. Townes, "The maser - new type of microwave amplifier, frequency standard, and spectrometer", Phys. Rev. 18, 1264-1274 (1955).

3. Sigma Pro Inc, http://www.sigmaprotraining.com/outsourcing.htm



46 9. Attachments / Exhibits

Includes detailed data or information that would affect the coherent flow of the report

For example

a long derivation of an equation

a listing of a computer program written to assist in analysis of data

Supporting, yet not essential, data: companies, addresses, pages of findings

Questions?

Business

Effective writing skills: Understand your reader