1. Writing: Macro Issues
MACRO

2. 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

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

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

5. 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

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

7. 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

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

9. Effective Paragraphs
Topic sentence with body support
Unity

10. 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.

11. 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

12. 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

13. Effective Paragraphs Topic sentence with body support Unity Coherence
Parallel structure

14. 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.

15. 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

16. 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.