AIR FORCE EFFECTIVE WRITING

AF Effective Writing Writing Fundamentals Writing as a Process Writing Philosophy Recipe for Effective Writing Writing as a Process Planning Stage Drafting Stage Common Errors

Philosophy Writing effectively is an important leadership skill that can be improved through practice.

Philosophy Writing effectively is an important leadership skill that can be improved through practice.

Philosophy Writing effectively is an important leadership skill that can be improved through practice.

FOCUS Recipe for Success EFFECTIVE WRITING TAKES AFOATS CAMS 1 Class Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Recipe for Success AFOATS CAMS 1 Class F = Focused O = Organized C = Clear U = Understood/Appropriate S = Supported Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Recipe for Success AFOATS CAMS 1 Class #1: FOCUSED Address the issue, the whole issue, and nothing but the issue. Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow... Answer the burning questions a reader may have.

Recipe for Success AFOATS CAMS 1 Class #2: ORGANIZED Organize your writing so the reader can effectively follow the argument or point your trying to get across. Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Recipe for Success #3: CLEAR Write clearly. Make every word count. AFOATS CAMS 1 Class #3: CLEAR Write clearly. Make every word count. Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Recipe for Success AFOATS CAMS 1 Class #4: UNDERSTOOD/APPROPRIATE Understand your readers and their needs. Understand the reader’s expectations of you. Give them appropriate material. Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Recipe for Success AFOATS CAMS 1 Class #5: SUPPORTED Adequately support your position with relevant information. Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

FOCUS will give you results… Recipe for Success Transition: now lets talk about keys to effective writing… you will here lots of “how to’s” later in this lesson- but first lets set the stage with 5 overarching keys to success. #1 is …. This is a universal writing problem. In an academic environment, you can replace the word “issue” with the word “question” . (need to modify the notes below to speak “constructively’ not “negatively”) If you fail to address the issue, you fail in your objective. If you fail to address the whole issue, we doubt your ability, understanding, or your credibility. If you address items irrelevant to the issue or question you are writing about, it reflects poorly on your ability to discern what is relevant, the clarity of your thought, or your discipline. It also handicaps you because most assignments have a limited page count. Helpful hints to follow...

Planning to write Planning Stage includes: Analyzing purpose Analyzing audience Organizing Outlining

Analyze your Purpose Multiple purposes: to direct, to inform, to persuade, or to inspire In all situations, get clear on your purpose, then communicate it clearly!

Analyze your Audience At AFROTC: In your job: Level of formality? (point of view, tone) Appropriate amount/quality of support? Other expectations? (page length, format) In your job: Background, education and rank? Existing beliefs, views and attitude? What expectations (if any) do they have of you?

Audience Expectations: Point of View (POV) 1st person and 2nd person narrative: Uses the pronoun “I” to denote the writer Uses the pronoun “you” to denote the reader Common in informal writing (e-mails, memos) 3rd person narrative: Uses “he/she” or “they” to denote who is written about Common in formal or academic writing At AFROTC: Requirements: 1 & 2 PPOV required five places Purpose Statement, Overview, two Topic Sentence(s) and Closure Statement

Organizing Pick organizational pattern Topical Chronological Spatial or Geographical “Reason” (Position/ Support) Cause/effect Problem/solution

Organizing Get your information together Brainstorm Research Personal experience Talk to the “experts”

Outlining Outline Information Introduction Body Conclusion

Outlining Arrange concepts/material visually Show flow of main points or logic Ensure nothing is left out Format/level of detail may vary Rework as needed

Drafting Writing structure Editing/Rewriting

Drafting: Writing Sentences and Paragraphs Focus on writing structure: Introduction Purpose Statement Overview Body Main Points Conclusion Closure Statement POC Information

Drafting the Introduction Purpose Statement (PS) Specifically states purpose Sets tone or theme Overview (OV) Clearly presents main points Previews paragraph sequence Ties main points to purpose

Drafting the Body The body Things to consider: ...typically consists of one or more paragraphs …addresses main points in same order as overview Things to consider: Paragraph construction Transitions

Drafting the Body: Paragraph Construction Each paragraph should have one main point, captured in a Topic Sentence (TS) TS should be the first sentence of the paragraph Use key words from the Overview Supporting Ideas (SI) Prove, clarify, illustrate, develop main point Provide specifics to support a generality

Drafting the Body: Functions Of Transitions External transitions (ET) are typically phrases or sentences located at the end of a paragraph designed to guide reader between paragraphs

Example: External Transition Project CARE proved successful for a variety of reasons. The project enabled the base population to identify much-needed work in the local community…. Project CARE team leaders matched these needs with base residents having the right skills to lead team members and complete specific projects. Although our project provided benefits to the local community, the project was not without cost. A large factor in any project is cost. The material to support the project…

Drafting the Body: Functions Of Transitions Internal transitions (IT) are typically words showing relationship between ideas designed to guide reader within paragraphs and sentences use as needed to enhance flow of paragraph do not overuse internal transitions in a 1-page letter

Example: Internal Transition A good, solid paragraph has two to three distinct parts: a main idea, support ideas and transitions. First, the main idea should be specific and be found in the topic sentence. Next, you must remember to properly back your main idea through development of supporting ideas. Finally, use transitions, both internal and external, as necessary to ensure your paragraph flows smoothly.

Chronological or sequential first… second... third... meanwhile later afterwards finally Spatial next to in front of beside between behind to the left/right Logical however furthermore as a result because in fact yet

Drafting the Conclusion Closure Statement (CL) Relates back to purpose Give sense of completeness POC Information Rank, Name, Duty Title and Phone Number

The first rule of editing… Edit with “fresh eyes”

Rewriting and Editing When time permits, rewrite/edit in multiple steps Big picture and flow Paragraph structure Sentences, phrases, and words Always edit, but tailor process to time allotted Editing is not the same as proofreading. Editing can be bloody.

Common Errors in Writing Word Doubling Extra Sentences/Phrases Incorrect Word Choice Passive Voice

Word Doubling Don’t use word pairs unless both add significant value Draft: “We must comply with the standards and criteria for controlling and reducing environmental pollution” Better: “We must comply with the standards for reducing environmental pollution”

“Extra” Sentences /Phrases Each sentence should support your claim Keep yourself and your reader focused (“Answer nothing but the question…”) Avoid unnecessary words or expressions Using big words when small ones work circumvent vs. avoid Using big phrases when single words work for the purpose of vs. to

Incorrect Word Choices ref: The Tongue and Quill Easily Confused Words (T&Q p.44) than/then accept/except there/their/they’re its/it’s Subject-Verb Agreement (T&Q p.75) plural subjects take plural verbs Pronoun reference (T&Q p.77) “its” versus “their”

Passive vs Active Voice Passive voice is sometimes appropriate Tolerated, sometimes expected, (mostly in formal writing) Sometimes used to soften bad news, or when the “actor” is unknown, unimportant or better left unnamed If unsure, ask your instructor for guidance The need for formality is not an excuse for muddy, unclear writing Formal writing can still be clear

Keep in mind... Write in plain English Vary sentence and paragraph structure for emphasis Repeat key words for emphasis Be concise, but support main ideas Write logically Bottom line is that we are trying to help you… we aren’t trying to catch you in mistakes, but to cultivate and encourage you to be the best writer you can be… TRANSITION: Now that we’ve set up the overarching framework, we’ll now talk details…. When in doubt, ask your instructor for guidance on specific assignments!

… and remember Writing is important! It’s hard work. There are no short cuts. Everyone can improve and will improve with practice. Resources are available to help. Bottom line is that we are trying to help you… we aren’t trying to catch you in mistakes, but to cultivate and encourage you to be the best writer you can be… TRANSITION: Now that we’ve set up the overarching framework, we’ll now talk details….

Summary Writing Fundamentals Writing as a Process Writing Philosophy Recipe for Effective Writing Writing as a Process Planning Stage Drafting Stage Common Errors

“It is not good to know more unless we do more with what we already know.” ~ R.K. Bergethon