Copyright © 2008 by Nelson Education Ltd. Ch. 3-1 Chapter 3 Improving Writing Techniques

Copyright © 2008 by Nelson Education Ltd. Ch. 3-2 Formal Research Methods l Search manually (books, magazines, journals). l Search electronically (Internet databases, the Web). l Go to the source (interviews, surveys, questionnaires, focus groups). l Conduct scientific experiments (measure variables using control groups).

Copyright © 2008 by Nelson Education Ltd. Ch. 3-3 Informal Research Methods l Search company files. l Talk with your boss. l Interview the target audience. l Conduct an informal survey. l Brainstorm for ideas.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-4 Organize Information with an Outline Tips: Define main topic in title. Divide the topic into major components (3-5). Break the components into sub-points. Use details, illustrations, and evidence to support subpoints. Don’t put a single item under a major component. Strive to make each component exclusive (no overlapping).

Copyright © 2008 by Nelson Education Ltd. Ch. 3-5 Sample Outline Awards Ceremony Costs I. Venue A. Rentals 1. Microphone 2. Screen projector 3. Tablecloths B. Extra staff 1. Security guard 2. Set-up, clean-up staff

Copyright © 2008 by Nelson Education Ltd. Ch. 3-6 Sample Outline II. Food A. Pre-awards 1. Nonalcoholic beverages 2. Appetizers B. Post-awards 1. Alcohol 2. Dinner 3. Dessert

Copyright © 2008 by Nelson Education Ltd. Ch. 3-7 Sample Outline III. Awards A. Certificates B. Cash prizes

Copyright © 2008 by Nelson Education Ltd. Ch. 3-8 Organizing Business Messages Direct Pattern Main idea comes first followed by details and explanations Indirect Strategy Details and explanation are before main idea

Copyright © 2008 by Nelson Education Ltd. Ch. 3-9 Organizing Business Messages Direct Pattern Advantages: l Saves the reader time l Sets a proper frame of mind l Prevents frustration Indirect Pattern Advantages: l Respects feelings of audience l Encourages more complete attention l Minimizes a negative reaction

Copyright © 2008 by Nelson Education Ltd. Ch Organizing Business Messages Direct Pattern Useful when: l Receiver is open to message l Message is routine l Subject is not sensitive Indirect Pattern Useful when: l Receiver may be upset l Receiver may be angry l Receiver must be persuaded or educated l Message is sensitive

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Complete sentences have subjects and verbs and make sense. Example: Subject Verb Employees send many messages.

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Clauses also have subjects and verbs. Independent clauses are grammatically complete. Dependent clauses depend on independent clauses for their meaning. Example: Dependent Clause Independent Clause When you speak, you explain yourself.

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Phrases are groups of related words without subjects and verbs. Example: Phrase Phrase In the afternoon, I work at the mall.

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Avoid sentence fragments. Fragment Because the pay was good. Many candidates applied. Revision: Because the pay was good, many candidates applied.

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Avoid run-on (fused) sentences. Fused Sentences Two candidates applied only one was hired. Revisions: Two candidates applied. Only one was hired. Two candidates applied; only one was hired. Two candidates applied, but only one was hired.

Copyright © 2008 by Nelson Education Ltd. Ch Effective Sentences Avoid comma-splice sentences. Comma Splice Many were qualified, Jeff was hired. Revisions: Many were qualified. Jeff was hired. Many were qualified; Jeff was hired. Many were qualified; however, Jeff was hired. Many were qualified, but Jeff was hired.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Revise the following to avoid fragments, run-on sentences, and comma-splices. You can create a Web-based job portfolio it will impress employers. You can create a Web-based job portfolio; it will impress employers.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Revise the following to avoid fragments, run-on sentences, and comma-splices. Send a scannable résumé. When you apply for a job. Send a scannable résumé when you apply for a job.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Revise the following to avoid fragments, run-on sentences, and comma-splices. Although technical skills are important. Communication skills are also essential. Although technical skills are important, communication skills are also essential.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Revise the following to avoid fragments, run-on sentences, and comma-splices. College used to be for young people, however many older students now want degrees. College used to be for young people; however, many older students now want degrees.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics Underlining: Which of these methods do you prefer?

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics Italics and Boldface: The use of boldface and italics gets the reader’s attention.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics All Caps: Notice how EXPENSE-FREE stands out.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics Dashes: Other methods–including dashes–may be used.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics Font Changes: Changing from a large font to a smaller font or to a different font provides interest and emphasis.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics Tabulation: Listing items vertically emphasizes them: 1. First item 2. Second item 3. Third item

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Mechanics l Other means of achieving mechanical emphasis include the following: use of white space, colour, lines, boxes, columns, titles, headings, and subheadings.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Style l To emphasize an idea: Use vivid words, such as in “bug-free software” rather than “dependable software.” Put the important idea in a simple sentence or in an independent clause.

Copyright © 2008 by Nelson Education Ltd. Ch Emphasis Through Style l To de-emphasize an idea: Use general words (some customers complained, rather than 125 customers complained). Place the idea in a dependent clause connected to an independent clause containing a positive idea. Example: Although items cannot be returned for cash, you will receive store credit.

Copyright © 2008 by Nelson Education Ltd. Ch Active- and Passive-Voice Verbs With active-voice verbs, the subject does the action. Examples: Most large employers require drug testing. (Active voice; the subject does the action) Dr. Smith recommended Tina for the job. (Active voice; the subject does the action)

Copyright © 2008 by Nelson Education Ltd. Ch Active- and Passive-Voice Verbs In passive-voice sentences, the subject receives the action. Passive-voice verbs usually include helping verbs. Examples: Drug testing is required by most large employers. (Passive voice; the subject receives the action) Tina was recommended for the job by Dr. Smith. (Passive voice; the subject receives the action)

Copyright © 2008 by Nelson Education Ltd. Ch Active- and Passive-Voice Verbs l Use the active voice for most business writing. l Use the passive voice to emphasize an action or the receiver of the action (Specialists were hired; Laura was honored). l Use the passive voice to de-emphasize bad news (A refund will not be given).

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Change the following sentence to active voice. Our meeting was postponed by the president. The president postponed our meeting.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Change the following sentence to active voice. The résumés of job candidates are organized by the software program. The software program organizes résumés of job candidates.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Convert the following sentence to active voice. You may have to add a subject. Computer paper was ordered yesterday. Rachel ordered computer paper yesterday.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill Convert the following sentence to passive voice. We will delay your order because of heavy demand. Your order will be delayed because of heavy demand.

Copyright © 2008 by Nelson Education Ltd. Ch Parallelism Parallelism is a writing technique that creates balanced writing. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.

Copyright © 2008 by Nelson Education Ltd. Ch Parallelism Poor: The process of writing involves organizing, composing, and revision. Parallel: The process of writing involves organizing, composing, and revising. (Matches -ing verbs)

Copyright © 2008 by Nelson Education Ltd. Ch Parallelism Poor: We consider the quality of raw materials, where they are located, and how much it costs to transport them. Parallel: We consider the quality, location, and transportation costs of raw materials. (Matches nouns)

Copyright © 2008 by Nelson Education Ltd. Ch Parallelism Poor: Serena takes the telephone orders, Matt finds the items in the warehouse, and the items are sent by Yolanda. Parallel: Serena takes the telephone orders, Matt finds the items in the warehouse, and Yolanda sends the items. (Matches active- voice verbs)

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill How could parallelism be improved in the following sentence? Our system focuses on the collecting, storage, and sharing of best practices. Our system focuses on the collecting, storing, and sharing of best practices.

Copyright © 2008 by Nelson Education Ltd. Ch Try Your Skill How could parallelism be improved in the following sentence? We recommend Elizabeth because she has sincerity, she is honest, and she is a hard worker. We recommend Elizabeth because she is sincere, honest, and hardworking.

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Coherence To achieve coherence in a paragraph, you need : 1. Effective organization 2. Clear use of pronouns 3. Use of transitional expressions

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Coherence Pronoun use: Pronouns (e.g. this, that, it) help connect ideas from one sentence to another. Customers are interested in our new mp3 player. It has much more memory than previous models

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Coherence Transitional expressions: Time Association before, after first, second meanwhile next until when, whenever Contrast although but however instead nevertheless on the other hand

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Coherence Transitional expressions: Cause, Effect consequently for this reason hence therefore Additional Idea furthermore in addition likewise moreover

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Coherence Transitional expressions: Illustration for example in this way

Copyright © 2008 by Nelson Education Ltd. Ch Paragraph Length Paragraphs with eight or fewer printed lines look inviting and readable.

Copyright © 2008 by Nelson Education Ltd. Ch Composing the First Draft l Complete all necessary research. l Find a quiet place to concentrate and work. l Do not allow calls, visitors, or interruptions. l Organize information into a list or outline. l Decide whether to sprint write (write quickly and revise later) or revise as you go. l Imagine you are talking to a reader. l Remember important writing techniques.

Copyright © 2008 by Nelson Education Ltd. Ch End