Effective Writing for Army Leaders SSI Noncommissioned Officer Academy Senior Leaders Course Effective Writing for Army Leaders

POEM I have a spelling checker, It came with my pc. It plainly marks for my review; Mistakes i cannot see. I’ve run this poem through it. I’m sure you’re pleased to know. Its letter perfect in its way, My checker told me so.

Learning Objective Action: Write Effectively Using the Army Writing Program Condition: Senior FM Leaders in a classroom environment working individually, using academically sound principles, practical exercises, personal experience, handouts, discussion and extracted material from AR 25-50 and DA Memo 25-52. Standard: Writing includes: 1. Elements of the six step writing process. 2. Style that meets Army writing requirements of AR 25-50 and DA Memo 25-52. 3. Identification of appropriate usage of active voice. 4. Composition of correspondence with substance that supports the purpose of effective writing. 3

Effective Army Writing “Effective Army writing transmits a clear message in a single, rapid reading, and is generally free of errors in grammar, mechanics, and usage.” AR 25-50: Preparing and Managing Correspondence DA PAM 600-67: Effective Writing for Army Leaders

The Six-Step Writing Process Step 1 - Understand your writing task and your writing conditions Step 2 - Gather and organize your ideas Step 3 - Write a complete draft Step 4 - Edit your draft ruthlessly Step 5 - Fight for feedback Step 6 - Go final and proof it

Seven Rules Of The Army Writing Style Rule 1: Put your main point up front (BLUF) Rule 2: Write short paragraphs. No more than one inch deep or six lines long Rule 3: Write short staff papers (one to two pages long) Rule 4: Use active voice Rule 5: Use short, conventional words Rule 6: Write short sentences (about 15 words average) Rule 7: Be correct, be credible, be complete

Types of Army Correspondence & Documents Memorandum Letter OPORD (Operation Order) SOP (Standing Operating Procedures) DA and DD Forms Email

The Memorandum Army’s main format for preparing correspondence Basic or Formal Memorandum Informal Memorandum  Memorandum For Record Memorandum of Agreement (or Understanding)

Active / Passive Voice ACTIVE = DOER --- VERB --- RECEIVER ACTIVE - The subject of the sentence names the actor ACTIVE = DOER --- VERB --- RECEIVER All qualifiers will zero their weapons before qualification. PASSIVE - The subject of the sentence names the receiver of the action. PASSIVE = RECEIVER ---VERB --- DOER All weapons will be zeroed before qualification.

Active Voice Is More Effective Because … It is a stronger form of expression because it indicates the agent and shows the action. It states the action in fewer words. It prevents confusion about the actor. Use of “I” and “We; the first person takes responsibility for the action.

Disadvantages Of Using Passive Voice Leaves critical information unstated Evades responsibility Increases length

How To Recognize The Passive Voice BE AM IS ARE WAS WERE BEING BEEN PAST PARTICIPLE ENDING IN –ED OR –EN GIVEN TAKEN IMPLEMENTED CONDUCTED ORDERED

How To Correct Passive Voice 1. Put the doer before the verb. Appropriate clothing will BE WORN by all personnel. All personnel will wear appropriate clothing. 2. Drop part of the verb. The Soldier WAS TRANSFERRED to Fort Bragg. He transferred to Ft Bragg. 3. Change the verb. Personnel ARE PROHIBITED from smoking during refueling operations. Personnel must not smoke during refueling.

Substance Content must be relevant to the subject Include all information needed to communicate Sufficient detail to be understood Keep audience in mind Identify and document borrowed ideas or information 14

Organization Introduction Into topic, tell why it’s important Purpose Provides information, guidance, or requests decision Main Body Identify main points Use supporting evidence Analysis of supporting evidence Conclusion Summary, last chance to restate position or convince 15

Information Paper Purpose- to provide information Bottom Line Up Front- BLUF One page summary Clear, concise, and logical a. An information paper provides facts in a clear and concise format (that is, for use in a discussion paper or trip book). The format may be altered to meet a specific need.   b. Include the subject and purpose. Paragraphs will contain only essential facts concerning the subject. Papers will be self explanatory and will not refer to enclosures except for tabular data, chars, or photographs. c. Papers should not exceed one page in length and need not be signed, but must include the action officer’s name and telephone number in the lower right corner. Type the name of the approval authority below the action officer’s name and number to indicate agency approval by principle, deputy, or director. d. Avoid using acronyms and abbreviations, except for those that are familiar outside of the Army (e.g., DoD, ARSTAF, etc.) Figure 19, DA Memo 25-52

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Practical Exercise Log on to the following website to complete the Practical Exercise. You have 30 minutes. http://www.ssi.army.mil/Courses/AGS/PE/TechnicalWriting/index.html