Copyright © 2008 by Nelson Education Ltd. Ch. 3-1 Chapter 3 Improving Writing Techniques

Ch. 3-1 Copyright © 2008 by Nelson Education Ltd.Copyright © 2008 by Nelson Education Ltd. Ch. 3-1

Chapter 3Chapter 3

Improving

Writing Techniques


Formal Research Methods Formal Research Methods

Search manually (books, magazines, journals).

Search electronically (Internet databases, the Web).

Go to the source (interviews, surveys, questionnaires, focus groups).

Conduct scientific experiments (measure variables using control groups).


Informal Research MethodsInformal Research Methods

Search company files.

Talk with your boss.

Interview the target audience.

Conduct an informal survey.

Brainstorm for ideas.


Organize Information with an Outline

Organize Information with an Outline

Tips:• Define main topic in title.• Divide the topic into major components (3-5).• Break the components into sub-points.• Use details, illustrations, and evidence to support

subpoints.• Don’t put a single item under a major component.• Strive to make each component exclusive (no

overlapping).


Sample OutlineSample Outline

Awards Ceremony CostsI. Venue

A. Rentals1. Microphone2. Screen projector3. Tablecloths

B. Extra staff1. Security guard2. Set-up, clean-up staff



II. FoodA. Pre-awards

1. Nonalcoholic beverages

2. Appetizers

B. Post-awards1. Alcohol

2. Dinner

3. Dessert



III. AwardsA. Certificates

B. Cash prizes


Organizing Business MessagesOrganizing Business Messages

Direct PatternMain idea comes first

followed by details

and explanations

Indirect StrategyDetails and explanation are before main idea



Direct PatternAdvantages: Saves the reader time Sets a proper frame of

mind Prevents frustration

Indirect PatternAdvantages: Respects feelings of

audience Encourages more

complete attention Minimizes a negative

reaction



Direct PatternUseful when: Receiver is open to

message Message is routine Subject is not sensitive

Indirect PatternUseful when: Receiver may be upset Receiver may be angry Receiver must be

persuaded or educated Message is sensitive


Effective SentencesEffective Sentences

Complete sentences have subjects and verbs and make sense.

Example:

Subject Verb

Employees send many e-mail messages.



Clauses also have subjects and verbs. Independent clauses are grammatically complete.

Dependent clauses depend on independent clauses for their meaning.

Example: Dependent Clause Independent Clause

When you speak, you explain yourself.



Phrases are groups of related words without subjects and verbs.

Example: Phrase Phrase

In the afternoon, I work at the mall.



Avoid sentence fragments. Fragment

Because the pay was good. Many candidates applied.

Revision:Because the pay was good, many candidates

applied.



Avoid run-on (fused) sentences. Fused Sentences

Two candidates applied only one was hired.

Revisions:Two candidates applied. Only one was hired.

Two candidates applied; only one was hired.

Two candidates applied, but only one was hired.



Avoid comma-splice sentences. Comma SpliceMany were qualified, Jeff was hired.

Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.


Try Your SkillTry Your Skill

Revise the following to avoid fragments, run-on sentences, and comma-splices. You can create a Web-based job portfolio it

will impress employers.

You can create a Web-based job portfolio; it will impress employers.



Revise the following to avoid fragments, run-on sentences, and comma-splices. Send a scannable résumé. When you apply

for a job.

Send a scannable résumé when you apply for a job.



Revise the following to avoid fragments, run-on sentences, and comma-splices. Although technical skills are important.

Communication skills are also essential.

Although technical skills are important, communication skills are also essential.



Revise the following to avoid fragments, run-on sentences, and comma-splices. College used to be for young people,

however many older students now want degrees. College used to be for young people; however, many older students now want degrees.


Emphasis Through MechanicsEmphasis Through Mechanics

Underlining:

Which of these methods do you prefer?



Italics and Boldface:The use of boldface and italics gets the reader’s attention.



All Caps:

Notice how EXPENSE-FREE stands out.



Dashes:Other methods–including dashes–may be used.



Font Changes:

• Changing from a large font to a smaller font or to a different font provides interest and emphasis.



Tabulation:Listing items vertically emphasizes them:

1. First item2. Second item3. Third item



Other means of achieving mechanical emphasis include the following: use of white space, colour, lines, boxes, columns, titles, headings, and subheadings.


Emphasis Through StyleEmphasis Through Style

To emphasize an idea:• Use vivid words, such as in “bug-free

software” rather than “dependable software.”• Put the important idea in a simple sentence

or in an independent clause.


Emphasis Through StyleEmphasis Through Style

To de-emphasize an idea:• Use general words (some customers complained,

rather than 125 customers complained).• Place the idea in a dependent clause connected to an

independent clause containing a positive idea.

Example:

Although items cannot be returned for cash, you will receive

store credit.


Active- and Passive-Voice Verbs


With active-voice verbs, the subject does the action.

Examples:

Most large employers require drug testing. (Active voice; the subject does the action)

Dr. Smith recommended Tina for the job. (Active voice; the subject does the action)




In passive-voice sentences, the subject receives the action. Passive-voice verbs usually include helping verbs.

Examples:Drug testing is required by most large employers.

(Passive voice; the subject receives the action)

Tina was recommended for the job by Dr. Smith. (Passive voice; the subject receives the action)




Use the active voice for most business writing. Use the passive voice to emphasize an action

or the receiver of the action (Specialists were hired; Laura was honored).

Use the passive voice to de-emphasize bad news (A refund will not be given).



Change the following sentence to active voice. Our meeting was postponed by the

president.

The president postponed our meeting.



Change the following sentence to active voice. The résumés of job candidates are organized

by the software program.

The software program organizes résumés of job candidates.



Convert the following sentence to active voice. You may have to add a subject. Computer paper was ordered yesterday.

Rachel ordered computer paper yesterday.



Convert the following sentence to passive voice. We will delay your order because of heavy

demand.

Your order will be delayed because of heavy demand.


ParallelismParallelism

Parallelism is a writing technique that creates balanced writing. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.



Poor: The process of writing involves organizing, composing, and

revision.

Parallel: The process of writing involves organizing, composing, and revising. (Matches -ing

verbs)



Poor: We consider the quality of raw materials, where they are

located, and how much it costs to transport them.

Parallel: We consider the quality, location, and transportation costs of raw materials. (Matches nouns)



Poor: Serena takes the telephone orders, Matt finds the items in

the warehouse, and the items are sent by Yolanda.

Parallel: Serena takes the telephone orders, Matt finds the items in

the warehouse, and Yolanda sends the items. (Matches active- voice verbs)



How could parallelism be improved in the following sentence? Our system focuses on the collecting,

storage, and sharing of best practices.

Our system focuses on the collecting, storing, and sharing of best practices.



How could parallelism be improved in the following sentence? We recommend Elizabeth because she has

sincerity, she is honest, and she is a hard worker.

We recommend Elizabeth because she is sincere, honest, and hardworking.


Paragraph Coherence Paragraph Coherence

To achieve coherence in a paragraph, you need:

1. Effective organization

2. Clear use of pronouns

3. Use of transitional expressions


Paragraph Coherence Paragraph Coherence

Pronoun use:

Pronouns (e.g. this, that, it) help connect ideas from one sentence to another.

Customers are interested in our new mp3 player. It has much more memory than previous models


Paragraph CoherenceParagraph Coherence

Transitional expressions:

Time Associationbefore, after

first, second

meanwhile

next

until

when, whenever

Contrastalthough

but

however

instead

nevertheless

on the other hand




Cause, Effectconsequently

for this reason

hence

therefore

Additional Ideafurthermore

in addition

likewise

moreover




Illustrationfor example

in this way


Paragraph LengthParagraph Length

Paragraphs with eight or fewer printed lines look inviting and readable.


Composing the First DraftComposing the First Draft

Complete all necessary research. Find a quiet place to concentrate and work. Do not allow calls, visitors, or interruptions. Organize information into a list or outline. Decide whether to sprint write (write quickly

and revise later) or revise as you go. Imagine you are talking to a reader. Remember important writing techniques.


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Copyright © 2008 by Nelson Education Ltd. Ch. 3-1 Chapter 3 Improving Writing Techniques