Business and Research Writing Skills for Law Enforcement ... · grammar, punctuation, and spelling. • Differentiate between objective sentences and sentences containing bias. •

Business and Research WritingSkills for Law Enforcement

LeadersFlorida Dept. of Law Enforcement

14 February 2017

Gabrielle K. Gabrielli, Ph.D.

Ground Rules

1. Turn any cell phones or anything else thatmakes sound to the off or silent position.

2. Be on time including from breaks.3. Listen actively.4. Participate to the best of your ability.5. Be respectful to everyone; don’t interrupt.6. If you break any rules, you sing.

20-Second Introductions

• Name• What you do and where you are from• Answer a thumbball question

A Little Valentine’s Day Humor

Agenda

Tuesday 14 February 20161300 Welcome, Ground Rules, Objectives, Introductions

1315 Professional Writing Refresher

1400 Proofreading Strategies

1430 Literature ReviewOrganizationTipsCritical Thinking

1530 Group Writing Scenarios

1625 Conclusions

1630 Adjourn

Learning ObjectivesBy the end of this session, participants will be able to:

• Avoid common writing mistakes including withgrammar, punctuation, and spelling.

• Differentiate between objective sentences andsentences containing bias.

• Use critical thinking skills to assimilate volumes ofinformation and summarize relevant facts.

• Apply writing and proofreading techniques to writesuccinctly, factually, and professionally.

• Develop an effective literature review following theAPA Style Guide 6th Edition with information thatis accurate and defensible.

Writing Succinctly, Factually,and Professionally

Disclaimers

• Language changes frequently.• There is rarely only one correct way to

write something.• Different style guides (APA, MLA, etc.)

sometimes conflict with one another.• When in doubt, consult your instructor or

your supervisor.• Nobody is perfect!

Some New Words in Dictionary

• Seussian• Conlang• Face-Palm• Prosopagnosia• Binge-watch• Photobomb• Humblebrag• Microagression

Merriam-Webster, 2017

Stingray Photobomb

Volunteer, Please?

If emale and paypers r writon with speelingand gramitckal misteaks, u mite git themeening, but the messige is not asaffectiv or easily reedible.

Exercise

Spend 5 minutes reviewing and making anycorrections needed on the handout.

Writing Review

Titles

• Commissioner Rick Swearingen• Rick Swearingen, commissioner• Our commissioner, Rick Swearingen

Lie versus Lay

• The important distinction is that layrequires a direct object and lie does not.So you lie down on the couch (no directobject), but you lay the report down on thetable (the report is the direct object).

• Lay is the past tense of lie!

Homophones

• Accept/Except• Advise/Advice• Capital/Capitol• Effect/Affect• Passed/Past• They’re/Their/There• Wear/Where• Whether/Weather• Which/Witch• Who’s/Whose

Frequently Confused Words



One Word or Two?

One Word or Two?

Noun Strings

• Temporary legislative consumer healthprotection regulations

changes to• Temporary regulations to protect

consumer health in legislation

Negative Constructions

• Over the last three years, I have notnoticed a decrease in law enforcementexpenditures.

changes to• Over the last three years law enforcement

expenditures have remained the same.

Passive Voice

• The perpetrator was arrested by OfficerDuncan.

changes to• Officer Duncan arrested the perpetrator.

Identifying Passive Voice

• Look for a form of the verb “to be”:am, are, is, was, were, be, been, being

• Look for past participles:–ed or –en. Also, held, made and kept.

• If both parts are present, you have passivevoice.The records were (verb to be) allegedly falsified (pastparticiple) by the police officer.

Dangling Participles

• I saw the accident driving on theInterstate.

should be• While driving on the Interstate, I saw the

accident.or

• I saw the accident while driving on theInterstate.

Avoid Dangling Modifiers

• With his tail held high, the officer led his K-9Mako around the training center.

should be• The officer led his K-9 Mako, with his tail

held high, around the training center.

Proofreading Strategies

Writing

• Organization• Tone• Clarity• Spelling• Grammar• Punctuation

Organization

1. When writing an email or letter, use anappropriate salutation (Dr., Ms., Mr., etc.).

2. Orient the reader to the reason you are writing.3. Use one central idea per paragraph and reduce

unnecessary words.4. Create a new paragraph when you change ideas.5. When requesting action, include any action items

and due-by dates.6. Conclude appropriately. When writing an email or

letter, close your statement.

Tone

1. Be respectful and professional. Avoidbias in your writing.

2. Put yourself in the reader’s shoes.3. Avoid “flaming” words, particularly in

email messages.

Clarity

1. Be concise.2. Use plain language.3. Ensure that each paragraph has one central idea

with enough details to support the idea.4. Limit paragraphs to three per email or letter

correspondence when possible.5. Use appropriate transitions between paragraphs.6. Include only relevant information.7. Read out loud to ensure that there are no word

choice issues or missing words.

Spelling

1. Examine each word individually.2. Read every line backward.3. Pay attention to commonly confused

words.4. When in doubt, consult a dictionary.

Grammar

1. Ensure subject/verb agreement.2. Ensure pronoun reference/agreement- Look for

the words it, this, they, their, and them.3. Use parallel structure- Look for the words and,

both, or, not only...but also, either...or,neither...nor...and make sure that the itemsconnected by these words (adjectives, verbs,nouns, etc.) are in the same grammatical form.Bullets should also be parallel.

4. Avoid dangling modifiers, sentence fragments, andrun-on sentences.

5. Don’t use passive voice.

Punctuation

1. Apostrophes- Look especially at words ending in “s” to seeif an apostrophe is required.

2. Commas- Ensure usage after conjunctions used to connectsentences, after independent clauses, to set offparenthetical elements and quotes, and to avoid confusion.

3. Colons- Use before a list that is preceded by a clause thatcan stand by itself.

4. Semicolons- Use when connecting two sentences orindependent clauses; when beginning the secondindependent clause after a semicolon, do not use a capital.

5. Periods- Ensure that all sentences have a period and thatall fragments do not.

Proofreading

• Take a break between writing andproofreading.

• Read out loud.• Read slowly.• Read backward.• Put yourself in the reader’s shoes.• Ask others to proof your work.• Accept constructive input.

Commonly Mistyped Words

• James Smith, Manger• Accomodate• Acknowledegment• Greatful• Judgement• Liason• Licence• Occurrance• Occassion

Technology

• Don’t Rely on Technology to Proofreadfor You.

• Example - Software tools in Word 2016:– Click the File tab, then choose Options.– Click Proofing on the left side of the window.– In the Replace box, type manger.– In the With box, type manager.– Click OK.– Close the Word Options dialogue box.

What I Learned from Journalism

K.I.S.S.

“The most valuable of all talents is that ofnever using two words when one will do.”

Thomas Jefferson

Be Concise

• One idea per paragraph• 2-6 sentences per paragraph in literature

review• 2-3 paragraphs per email• No more than 3 concepts per email

Research Paper Format

Literature Review Organization

Guidelines for Number of Pages

• Introduction (1-2 pages)• Literature Review (9-12 pages)• Methods (1-2 pages)• References (1-2 pages)• Results (10-20 pages)• Discussion (4-5 pages)• Recommendations (1-3 pages)• Entire Research Paper (30-50)

Literature Review Tips

Literature Review

A literature review is a summary of what theresearch (scholarly journal articles, books, orother reputable sources) says about a specificissue or topic.•Provides an overview of a research topic•Describes and connects relationships amongdifferent research•Provides a context for one’s own research•Helps pave the way for future research


• Write professionally, accurately, concisely, andobjectively.

• Use your own words to discuss existingresearch and show your original ideas. Only usequotations when you are not able to paraphraseeffectively.

• Limit references to sources relevant and specificto your topic.

• Except for seminal work, use current evidenceto support your interpretation of the issues.


• Critique existing literature including examiningmethods, sample size, reliability, validity,limitations, bias, and conclusions.

• Research opposing sides of an issue bycomparing studies, discussing findings, describingstrengths and shortcomings, and synthesizing theexisting literature including any gaps.

• Write and edit your literature review. Useproofreading techniques including reading yourpaper aloud and sharing with colleagues forcritique.

Using Critical Thinking Skills

Critical Thinking Exercise

The following combination of letters represents asentence from which one particular vowel hasbeen removed. If you can figure out what thatvowel is and re-insert it eleven times, in elevendifferent places, you will be able to determine whatthe sentence is saying.

VRYFINXMPLARXCDSWHATWXPCT

Importance of Critical Thinking

• Critical thinking was identified in researchas one of the most important skills neededfor job success, and one that is lacking inthe new workforce.

• Critical thinking was rated as the # 1 skillof increasing importance over the next 5years.

• Critical thinking is key to effectiveinvestigations and research writing.

What is Critical Thinking?


• Requires evaluative steps, but it doesnot seek to solve a problem

• Is positive, friendly, constructive, andproductive

• Is about making a judgment rather thanthinking imaginatively

Critical thinking requires making a judgment,and then verifying that judgment in amethodical way.


To verify judgments, you must look forevidence.

What Constitutes Evidence?

Evidence is objective information used tomake and support a conclusion. It is notbased on:

– Assumptions: Focusing on past events topredict future events

– Perception: Focusing on how things appearrather than observing objectively

– Emotion: Focusing on how a situation makesyou feel rather than the evidence


• DataFacts and statistics collected for analysis


• Facts– The officer left the building at 7:00 pm.– The officer completed four cases in the

last month.– This toilet was reported to be leaking in

March.– This facility upgraded its air conditioning

system last month.


• Observation– I can see blood on the cabinets.– The victim looks pale and weak.– There are several bruises on the victim’s

arm but none in the area reported.– This air conditioning unit has not been

repaired.


• Testimony– “He appeared to be intoxicated when he

left the building.”– “I can never get warm in this office.”– “She refused to spend time with her

family.”

Habits of Critical Thinkers

1. Focus on most relevant information2. Ask the right questions3. Distinguish facts from falsehoods4. Make informed decisions5. Prioritize what is needed6. Learn quickly and apply what they’ve learned7. Don’t make assumptions

Critical Thinking Exercise

Let’s take a look at some samplestatements to determine which onesrepresent evidence-based critical thinking(fact) versus assumption.

Identifying Critical Thinking

This report is probably a false alarmbecause the last one on this facility was.

Fact or Assumption? Why?

Assumption (Focusing on pastevents to predict future events)


This woman wears shabby clothes soshe is probably poor.


Perception (Focusing on howthings appear rather than thetruth of a situation)


This person makes me uncomfortableso something is clearly wrong.


Emotion (Focusing on how somethingmakes you feel rather than the facts)

This report mentions a broken window, so Ineed to verify that.


Fact - critical thinking (objectivelyfocusing on how to gather evidence toverify or refute a claim)


Exercise

Which letter does not belong?

k mq w

The practice of critical thinking requires:•Asking questions as a way to explore aproblem or evaluate a claim or argument•Having an attitude of curiosity without anagenda that seeks to find evidence of truth•Using evidence-based reasoning to reviewa situation before making a conclusion


Qualities of Critical Thinkers

1. Curiosity2. Creativity3. Rationality4. Self-awareness5. Humility6. Open-mindedness7. Discipline8. Objectivity

Remember that evidence is the basis of anyconclusion.

Using Critical Thinking

Evidence

ReviewAnalysis

Evaluation

ConclusionCritical thinkinginforms, guides,and directs theinquiry process.

Activity: Objective vs. Biased

Group Activity

• Read your assigned scenario.• Work individually first on the scenario.• Discuss the issues with your group.• Come to consensus and determine how best

to address the scenario and answer thequestions.

• Select one person in your group to write on theeasel paper and another person in your groupto report how you solved the issue.

Scenario 1: Critical Thinking

Commissary is one of the most cherished privileges inmates have. Approximately40% of TDCJ's population is indigent, yet they still benefit from commissary, either byfriends who provide them with things or as payment for some kind of “hustle,” such asartwork. Most prison chow halls serve food that is poorly prepared, that tastes bad,and that most of the inmates do not want to eat. Commissary provides the ability tobuy alternative foods to supplement or replace prison chow.

Unfortunately, commissary also preserves the black market because of its limitedselection. For example, since the prison commissaries do not sell any kind ofchlorinated powder, such as Tide or Ajax as they used to, inmates turn to the blackmarket and buy stolen bleach and powder detergent from people who work in thelaundry. Likewise, commissary will not sell food seasonings such as onion powder,garlic, dehydrated onions and bell peppers, etc, so inmates buy these stolen goodsfrom the kitchen. As a result, the stolen goods do not get put into the generalpopulation’s laundry or food, and negative behavior (theft and the purchase of stolengoods) continues among the prison population. Another factor to consider is thatthese goods are stolen at the expense of the taxpayer.

Scenario 2: Organizing aLiterature Review

Recidivism is known as a person’s relapse into criminal behavior, after the personreceives sanctions. According to the International Center for Prison Studies, 716people per 1,000 are in prison, or 1 out of a 100 American adults. The crime ratedecreased in the past 20 years. One study conducted by the Bureau of JusticeStatistics followed 404,638 prisoners after they were released from prison in 2005.67.8% of prisoners were arrested again within three years of being released. Morethan half of the prisoners rearrested were arrested by the end of the first year. Inaddition to a higher recidivism rate, the United States of America has the mostamount of people behind bars than any other country.

Scenario 3: ProofreadingIn 2001, the city of Cincinnati broke out into riots as the result of having 15 AfricanAmericans fatally shot during police-shooting over a period of six years

As common practice, law enforcement agencies have always been innovative withfinding a dollar. They are always looking for funding sources. Grants which are oftenused are usually only a temporary fix to a continuing problem if they are used for thefunding of manning. Grants concerning manning work on a sliding scale until theagency securing the grant will be obligated to carry the full cost obligation for aspecified amount of time.

When an employee is alleged to commit a violation at the work place that you oftentimes feel that your supervisor or manager is always able to point out what you havedone wrong but fails to recognize you for your hard work and achievements.

Scenario 4: APA StyleStudies indicate that when law enforcement feels their job is important, they are morelikely to have higher work performance and integrity (Shrouder, 2015) (Leila, 2008)(Adbe, 2013). 85% indicated they strongly agreed or agreed that they felt their jobwas important, 87% felt they were a good fit for their department and 82% believedthey played a role in helping their department. These figures strongly reveal howimportant it is that law enforcement have ownership in their programs. OneLieutenant surveyed in twelve police departments disagreed about this correlation. “Inmy 30 years of experience, I’ve never seen a relationship between ownership andwork performance”, said Lt. Pat Myers of the Miami Police Department.

Reference SectionIncarceration, recidivism and employment. By Manudeep Bhuller, Gordon Dahl,Katrine Løken, and Magne Mogstad, 07/16, Working Papers in Economics fromUniversity of Bergen, Department of Economics.Twelve Facts about Incarceration and Prisoner Reentry. Diane WhitmoreSchanzenbach, Ryan Nunn, Lauren Bauer, Audrey Breitwieser, Megan Mumford, andGreg Nantz. ECONOMIC FACTS, OCTOBER 2016. Fromhttps://www.brookings.edu/wp-content/uploads/2016/10/thp_20161020_twelve_facts_incarceration_prisoner_reentry.pdf

Scenario 5: Run-On Sentences1. The police officer interviewed some witnesses he found out more informationabout the suspect’s appearance.2. The Los Angeles Police Department decided to fire Detective Wilson because herefused to train the new detectives he said he had better things to do and it was theday before his paid-leave vacation.3.The two instruments for measuring crime in the United States are the UniformCrime Report (UCR) and the National Crime Victimization Survey these twomeasures do not reflect the total crime in an area but rather the crime that is reportedand can be well-defined, however, the UCR still provides a good estimate of crimeand when reported consistently by officers, can show trends in data.4. The Domestic Security Oversight Council (DSOC) is an executive policy advisorygroup within FDLE the executive committee is made up of representatives from theRegional Domestic Security Task Forces (RDSTF), members of the federalgovernment, private sector, and professional associations.5. On February 1st, 2017, Artavistus Lyndrel Ware was arrested for the murder ofMario Monroy Hughes on January 31st, 2014 and it was days before Hughes wasscheduled to testify against Ware on a drug case and even though Hughes wasunable to testify, Ware was convicted and sentenced to 17 years in prison.

Conclusions

• Excellent writing requires knowledge, practice,and effort.

• Work to improve organization, tone, clarity,grammar, punctuation, and spelling.

• Use critical thinking skills to remain objective andavoid bias in research writing.

• Apply writing and proofreading techniques towrite succinctly, factually, and professionally.

• Work hard to develop an effective literaturereview following the APA Style Guide 6th Editionwith information that is accurate and defensible.

Post-Session Website

Your portal WILL BE at:http://gabrielleconsulting.com/FDLEwriting2017

[email protected]

Documents

Business and Research Writing Skills for Law Enforcement ... · grammar, punctuation, and spelling. • Differentiate between objective sentences and sentences containing bias. •