Writing: Macro Issues MACRO

Objectives By the conclusion of this discussion you should be able to: Design a document with high skim value (HATS) Use structural signposts to improve organization and flow Construct effective paragraphs

Document Design High Skim Value (HATS) Headings Access Typography Spacing

Headings Visually see structure High Skim Value Headings Visually see structure Mirror image of table of contents/agenda All documents Show hierarchy

Access Make important information easy to find High Skim Value Access Make important information easy to find Use typography to emphasize important points Use best means of communicating message Graphic Table Charts

Typography Type face (font) Type style Type alignment Type size High Skim Value Typography Type face (font) Type size Type style Type alignment

Spacing – White Space Avoid “gray pages” External Internal Benefits High Skim Value Spacing – White Space Avoid “gray pages” External Internal Benefits Provides visual relief Prevents reader fatigue Enhances reader friendliness Encourages reader to engage with content

Structural Signposts Throughout the document Opening/Closing Back and forth references Section previews Document design techniques Opening/Closing Effective opening Agenda Effective closing

Effective Paragraphs Topic sentence with body support Unity  

Effective Paragraphs [1] We cannot focus our attention on both ends of the age spectrum. [2] In a recent survey, two-thirds of the under-35 age group named Collins as the first company that came to mind for the category “baby-food products.” [3] For more than 50 years we have spent millions of dollars annually to identify our company as the baby-food company, and market research shows that we have been successful. [4] Last year, we introduced Peas ‘N Pears, our most successful baby-food introduction ever. [5] To now seek to position ourselves as a producer of food for adults would simply be incongruous. [6] Our well-defined image in the marketplace would make producing food for adults risky.  

Effective Paragraphs Topic sentence with body support Unity Coherence Use transitions Use pronouns Repeat key words Paragraph – a group of related sentences that focus on one main idea. Topic sentence – often the first sentence in the paragraph that states the main idea. The body of the paragraph supports the main idea: q       Gives more information q       Analysis q       Examples   Paragraphs must be: (1) unified and coherent, (2) stated in parallel structure, and (3) appropriate length. b.      Coherence - is achieved by using transitional words, pronouns, repetition, and parallelism. 1.      Use transitions - Transitional words let the reader see relationships between sentences. Act as road signs telling you where the sentence is headed. 2.      Use pronouns 3.      Repeat key words

Transitional Expressions Effective Paragraphs Relationship Transitional Expressions addition also, besides, furthermore, in addition, moreover cause and effect as a result, because, consequently, hence, so, therefore, thus comparison in the same way, likewise, similarly contrast although, but, however, in contrast, nevertheless, on the other hand, still, yet illustration for example, for instance, in other words, to illustrate, sequence first, second, third, then, next, finally summary/conclusion at last, finally, in conclusion, to summarize, therefore time meanwhile, next, since, soon, then

Effective Paragraphs Topic sentence with body support Unity Coherence Parallel structure

Effective Paragraphs Not Parallel The new grade system of paper is lightweight, nonporous, and it is inexpensive. The training program will cover: Vacation and sick leaves How to resolve grievances Managing your workstation One management consultant recommended either selling the children’s furniture division or its conversion into a children’s toy division. Jane is not only proficient in word processing, but also in desktop publishing.  

Effective Paragraphs Topic Sentence with body support Unity Coherence Parallel structure Paragraph length 60-80 words (one topic sentence and 3-4 support sentences) 6-8 sentences maximum

Conclusion Use the HATS principle to improve the skim value of your written documents. Use an appropriate structural signpost to improve organization and flow of document. Write unified, coherent paragraphs utilizing parallel language and appropriate paragraph length.