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We all need to be able to write clear, concise texts that convey our messages. Writing is a difficult skill to master but there are some tips you can learn to help you. • Learn 8 really easy to use techniques to make your writing clear and effective • Help your readers by structuring your sentences and paragraphs • Learn how to adapt your key messages for different audiences • Adapt your writing style to different formats including policy papers, reports, web writing and writing for social media This advanced writing skills course is for staff who have to write a variety of texts under time pressure. It is designed for people who work in policy areas who have to express complex issues clearly.
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Principles of WritingWednesday 9 July 2014
Communicating Europe+www.communicatingeu.com
Communicating Europe+
Andrew Manasseh
• 25 years training, business development, staff management and training
• Clients in Europe, Africa and the Middle East
• 10 years EU communications, PR, media training
• Work with EU trade associations, NGOs, EU institutions, governments, corporate.
Management communications training Europe, Africa and the Middle East
Brussels
EU trade associationsCorporate public affairsPublic affairs agenciesNGOsRegional officesChambers of CommerceEU institutions
Other European clients
Corporate clientsGovernmentsEU funded programmes and projectsintergovernmental agencies
I also work with colleagues
• Public relations consultants• Public affairs practitioners• Social media consultants and digital agencies• Journalists and writers• Lawyers• Management trainers
Professional Development training
• Personal communication skills• Writing skills• Strategic communications• Media relations, media training• Management communications• Performance management skills
www.communicatingeu.com
Communicating Europe 2014
Part 1 Modern writing principles
Texts should be clear
Communicating Europe 2014
Modern Writing
Clear
ConciseSimple
Management Communication Training 2013
Effective Writing
• What precisely is the central issue?• To what degree does the audience understand
the issues and terminology?• What are the main ideas that need to be
expressed and which ideas can be left out?• How are you going to structure your text so
that they are consistent and clear?
Communicating Europe 2014
Clear, simple, conciseBefore
High-quality learning environments are a necessary precondition for facilitation and enhancement of the ongoing learning process.
AfterChildren need good schools if they are to learn properly.
Communicating Europe 2014
Clear, simple, conciseBefore
If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone.
AfterIf you have any questions, please ring.
Communicating Europe 2014
Part 2 Your readers
Who are you writing for?
Communicating Europe 2014
Types of reading
• Skim reading: general understanding• Scan reading: looking for one specific item• Reading for detail: to understand exact
arguments, position, points
Communicating Europe 2014
Good and not so good readers
Efficient• Has a clear purpose• Reads ideas• Reads multi-word phrases• Visualises ideas• Has a sufficient vocabulary• Marks or highlights texts• Sorts ideas into critical, interesting or trash
Inefficient• Has not decided on aim• Reads words in isolation• Reads every word• Lip reads / vocalises• Unfamiliar with key vocabulary• Does not make notes• Reads everything
Writing tips
Eight essential tips to more effective writing
Communicating Europe 2014
Tip 1 Use shorter, simpler words
• Our experts postulate that the evidence is conclusive in supporting our assertion.
• Our experts claim that the evidence supports our idea.
Postulatepos·tu·late
[v. pos-chuh-leyt; n. pos-chuh-lit, -leyt] Show IPAverb (used with object), pos·tu·lat·ed, pos·tu·lat·ing.1.to ask, demand, or claim.2.to claim or assume the existence or truth of, especially as a basis for reasoning or arguing.3.to assume without proof, or as self-evident; take for granted.4.Mathematics, Logic. to assume as a postulate.
Noun5.something taken as self-evident or assumed without proof as a basis for reasoning.6.Mathematics, Logic. a proposition that requires no proof, being self-evident, or that is for a specificpurpose assumed true, and that is used in the proof of other propositions; axiom.7.a fundamental principle.8.a necessary condition; prerequisite.
Communicating Europe 2014
Tip 2 Put important information at the beginning
• Even with the differences of opinions, the members of the working groups agreed to conclude the negotiation.
• Members of the working group agreed to conclude the negotiation despite some differences in opinion.
Communicating Europe 2014
Tip 3 Use verbs that carry meaning
• Please do an invoice and send it to the project lead partner.
• Please invoice the project lead partner.
Communicating Europe 2014
Tip 4 Use active sentences
• Such revision procedures should be achieved at the shortest possible delay possible by the secretariat.
• The secretariat should revise the procedures as soon as possible.
Communicating Europe 2014
Tip 5 Avoid redundant words
• Due to the ongoing , not yet conclusive, discussions we will need to delay the decision
• We will need to delay the decision due to ongoing discussions
Redundant or not?
• When is it necessary to include two words that mean the same thing?
• “Our processes are efficient and effective”
Question - Is it necessary to include both the process and the outcome?
Communicating Europe 2014
Tip 6 Avoid starting sentences with the gerund (ing form)
• Being aware of the president’s negative opinion we have prepared a statement
• We have prepared a statement as we are aware of the president’s negative opinion
Sentences should be simple
• Subject + Verb + Object
S + V + O
Communicating Europe 2014
Tip 7 Minimize use of meaningless phrases
• Basically, the fundamental problem is capacity
• The main problem is capacity
Communicating Europe 2014
Tip 8 Be careful with jargon
• This programme provides funding for beneficiaries from third countries
• The aim is to mainstream these ideas into regional policy initiatives
• The project actions need to be executed by next month
Communicating Europe 2014
Recap
1. Use shorter simple words2. Put important information at the beginning3. Use verbs that carry meaning4. Use active verbs and sentences5. Avoid redundant words and phrases6. Avoid starting sentences with gerund (ing forms)7. Minimize use of meaningless phrases 8. Avoid jargon and institutional language
Communicating Europe 2014
Readability
On-line Utility tool to assess the readability of your documents
Communicating Europe 2014
On-line Utility - a tool to help you test readability
Communicating Europe 2014
On-line Utility tool for readabilityNumber of words
and sentences per text
Average number of words per
sentence
Gunning Fog – how many years of
academy study you need to understand
Flesch reading ease100 = easy
0 = very difficult
Communicating Europe 2014
Paragraphs and sentences
Structure – the importance of paragraphs and sentences
Communicating Europe 2014
Paragraphs – the big idea
• Paragraphs have a big idea. They should start with a topic sentence.
• A topic sentence helps the reader understand the focus of the paragraph.
• A topic sentence allows reader to ‘skim’ the entire text for general meaning.
Communicating Europe 2014
Sentences
• Sentences contain one idea• They should have a simple structure• Subject + Verb + Object• Sentences can have up to two clauses which
are separated by a comma
Communicating Europe 2014
Sentences and clauses
• Defining relative clause
An agreement that encourages a risk based approach for regulations is paramount.
• Non defining relative clauseAn agreement that encourages a risk based approach for regulations, based on principles of sound science, risk assessment and risk management, and transparency is paramount.
Communicating Europe 2014
What you will do with this training
What can I apply to my job?
What resources do I need?
How can I further
practise?
What else could I benefit from
learning?
Download our stuff from Slideshare
Follow us on Twitter
Follow us on Google+
Like us on Facebook
Communicating Europe 2014
For more information about our training courses
http://communicatingeu.com/
www.linkedin.com/A Manasseh
twitter.com/andimanas
www.communicatingeu.com