How to Not Suck at Writing Minutes, Notices, and other Communication Danica Schieber, ISU July 30, 2015

Introduction ISU, RPC PhD Research Interests- Business Communication Pedagogy, Transfer Theory Technical Communication

Overview Common communication issues Document Design Revision techniques Minutes Notices

Miscommunication What are some of the most common miscommunication issues that occur? How can we avoid them?

Basics of Good Writing Clear Complete Correct Saves the reader’s time Builds goodwill

Basic Document Design 1. Use white space- use lists/bullets 2. Use headings- be specific, keep them parallel (p. 164 and 165)

Cluttered Space

Improved

#3 Limit the use of all caps WHEN PEOPLE READ TEXT IN ALL CAPS, IT LOOKS AS THOUGH IT IS SHOUTING AT YOU! ALSO, NEVER DO THIS! EVER!!!

#4 No more than 2 fonts Serif fonts- Times New Roman, Palatino Sans Serif fonts- Tahoma, Arial Fonts can influence how the reader responds to your document.

#5 Decide whether to justify margins Full justification- type lines up evenly on both and right and left margins More formal Uses fewer pages Ragged right- margins line up only on the left, but the right lines up in different places More informal Very short line lengths

#6 Important stuff in top left and lower right We read in a “Z” pattern (left to right)

#7 Use a grid to unify graphic elements 2-3 imaginary columns The graphic elements have to line up

#8 Use decoration in moderation Highlighting Decorative Devices Color!!!!

Revision Techniques

1. Stamp out and abolish redundancy (cut it down, cut it down, cut it down). 2. As getting to the point more quickly is a preferable quality from the perspective of readers, utilization of grammatical subjects that are as brief as possible within each sentence and the elimination of long introductory clauses shall be encouraged. 3. Depiction of the main action through the utilization of descriptive verbs is also a characteristic preferred by readers, so it too shall be encouraged.

Technique #1 Stamp out and abolish redundancy (cut it down, cut it down, cut it down). Cut it down

Phrases Wordy phrases Due to the fact that → because Under circumstances where → if Regardless of the fact that → although A sufficient number of → enough We are in receipt of → we have received

Cut it down Before This section covers and policies, rules, and procedures for renting the city park. This includes: Explanation of amenities Explanation of reservations Explanation of clean up rules After

Technique #2 As getting to the point more quickly is a desirable quality from the perspective of readers, utilization of grammatical subjects that are as brief as possible within each sentence and the elimination of long introductory clauses shall be encouraged. (Get to the point).

Grammatical subjects Subject does the action: We ate donuts. The clerk typed up the minutes. She paid her water bill. Or the subject has the action done to it (passive): Donuts were eaten by us. The minutes were typed up by the clerk. The water bill was paid by her.

Determine an appropriate subject Whatever goes in the subject position should be an important character, concept, or thing. Highlights of the four features that provide you with the necessary support to perform your review are provided in the following sections.

Determine an appropriate subject Whatever goes in the subject position should be an important character, concept, or thing. Highlights of the four features that provide you with the necessary support to perform your review are provided in the following sections. ↓ The following sections highlight the four features that help you perform your review.

Technique #3 Depiction of the main action through the utilization of descriptive verbs is also a characteristic preferred by readers, so it too shall be encouraged. Use descriptive verbs for the main actions.

Avoid To be verbs- Clerks are responsible for writing notices. Empty verbs and nominalizations- The Iowa Code contains the requirement…

Passive Voice When is it appropriate to use this?

What are nominalizations? Turning actions into abstract nouns Investigate → investigation Protect → protection Require → requirement Identify → identification Develop → development

Technique #3 Before There is an Iowa requirement for taxpayers to supply documentation of any requested deductions. The city clerk is responsible for ongoing maintenance and operation of the XYZ network. AFter

Technique #4 Old to new information flow- start with information the audience already knows. Then move to the new information. This creates better cohesion between sentences.

Example Lately, most movies I've seen have been merely second-rate entertainment, but occasionally there are some with worthwhile themes. The rapid disappearance of the Indian culture (new) is the topic of a recent movie (old) I saw. Lately, most movies I've seen have been merely second-rate entertainment, but occasionally there are some with worthwhile themes. One recent movie (old) I saw was about the rapid disappearance of the Indian culture. (new)

Practice #4 The city’s water was tested last week. Some citizens had insisted that testing was needed. The fluoride levels are normal. The water testing company, WaterCo, came in from Des Moines to do the testing. The chlorine levels are also normal. There were no violations. For the full water report, please see the city newsletter that was sent out. Also, it is posted on our website.

Revision Techniques Sample documents Let’s discuss

Finishing Up Questions?