Writing Workshop

Deloitte Consulting LLP

Agenda

Overview

Key Components of Communication Style and Voice Introductions Transitions

Formatting Rules Acronyms Numbers Bullet Points and Numbered Lists

Key Components of Communication

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Writing Style and Voice

Writing StyleWrite to the eighth grade reading level - the level at which most newspapers are written Use simple and compound sentences averaging about 15 to 20 words Select commonly used words and one-syllable words over multi-syllable words, where

possible

VoiceUse formal voice: Avoid the use of jargon and colloquialism Avoid humor (Dummies Guides Style) Do not use contractions, such as let’s, here’s, we’ll, you'll, this'll, they're, and they'll

Write in the first person, “you”, not “the participant” or “the user”

Use the active voice predominantly and passive intermittently to avoid lengthy or awkward constructs

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Active vs. Passive Voice

Defining the Passive Voice – Passive construction occurs when the object of an action is in the subject of a sentence

Take a look at this passive rephrasing of a familiar joke:Why was the road crossed by the chicken?

Who is doing the action in this sentence? The chicken is doing the action, but the chicken is not in the spot where you would expect the grammatical subject to be

Purpose: Clarity and Meaning Awkward or unclear style prevents your reader from appreciating the ideas that are so clear to you

when you write Knowing how your reader might react enables you to make more effective choices when you revise Does your use of the passive inhibit clear understanding of what you mean?

Myths1. Use of the passive voice constitutes a grammatical error2. Any use of "to be" (in any form) constitutes the passive voice3. The passive voice always avoids the first person; if something is in first person ("I" or "we") it's also in

the active voice4. You should never use the passive voice5. I can rely on my grammar checker to catch the passive voice

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Identify Passive Voice

Look for a form of "to be" (is, are, am , was, were, has been, have been, had been, will be, will have been, being) followed by a past participle – This is typically a verb ending in "-ed“

form of "to be" + past participle = passive voice

Example: The metropolis has been scorched by the dragon's fiery breath. When her house was invaded, Penelope had to think of ways to delay her remarriage.

Ask yourself…is there an action going on in the sentence? If so, what is at the front of the sentence? Is it the person or thing that does the action? Take a look at this example:

The fish was caught by the seagull. Is there an action? Is the actor or the object at the front of the sentence? Is this sentence passive?

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Introductions

Role of Introductions Introductions and conclusions act as bridges that transport your readers from their own

lives into the "place" of your analysis By providing an introduction that helps your readers make a transition between their own

world and the issues you will be writing about, you give your readers the tools they need to get into your topic and care about what you are saying

Similarly, once you've hooked your reader with the introduction and offered evidence to prove your thesis, your conclusion can provide a bridge to help your readers make the transition back to their daily lives

Why bother writing a good introduction? You never get a second chance to make a first impression Your introduction is an important road map for the rest of your paper Ideally, your introduction will make your readers want to read your paper

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Introduction Strategies

Strategies for writing an effective introduction Start by thinking about the question (or questions) you are trying to answer Decide how general or broad your opening should be Try writing your introduction last Don't be afraid to write a tentative introduction first and then change it later Open with an attention grabber Pay special attention to your first sentence Be straightforward and confident

Source: http://www.unc.edu/depts/wcweb/handouts/introductions.html

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Transitions

How Transitions Work The organization of your written work includes two elements:

The order in which you have chosen to present the different parts of your discussion or argument

The relationships you construct between these parts

Transitions can help reinforce the underlying logic of your paper's organization by providing the reader with essential information regarding the relationship between your ideas In this way, transitions act as the glue that binds the components of your argument or

discussion into a unified, coherent, and persuasive whole

Transitions cannot substitute for good organization, but they can make your organization clearer and easier to follow.

Formatting Rules

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Capitalization Rules

Use the following guidelines for deciding the capitalization: In headings and titles, capitalize all major words, including verbs, nouns, adjectives, and

adverbs Capitalize both words in a hyphenated compound word Capitalize the first word after a colon, semicolon, or dash Capitalize all software program brand names and special features DO NOT capitalize conjunctions (and, or, but), articles (a, an, the), and prepositions of

four or fewer letters (with, from, for, in, of, to) that are not considered major words

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Acronyms

Acronyms The first place an acronym is referenced within a

course, module, topic, or job aid, it should be written out with the acronym placed in parentheses afterwards

After the first usage, the acronym can be used alone

Examples:Computer-Based Training (CBT) On-Line Help (OLH)

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Numbers

Numbers one through twenty are written in text format whenever they are used Numbers over twenty are written numerically except when they begin a sentence and

then the number should be written in text format Hyphenate compound numbers from twenty-one to ninety-nine Do not spell out numbers for: dates, addresses, identification numbers, pages, hours,

and decimal percentages

Examples:Correct: Here are five points you... There are 35 managers...

Incorrect: Here are 5 points you… Thirty five managers are...

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Bullet Point and Numbered Lists

When creating lists, follow these general guidelines: Use a bulleted list (instead of a numbered list) when the items in the list may occur in any

order Use a numbered list for steps in a process that must follow a sequential order Express lists in parallel form

For example, all items in a bulleted or numbered list should be either complete sentences or phrases, not a mixture of both

Use bullets or numbers only when there are two or more items following a stem or higher level bulleted/numbered item

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