1. Computer Engineering 294 R. Smith Writing Skills 03/2008 1 Breaking Old Habits Generally we follow old habits. There are hundreds of rules to learn. – Improving your writing is hard work. Improve your writing in small steps. – Correct your usage in one area before moving on. – Focus on areas that improve clarity or cause the reader to pause.

2. Computer Engineering 294 R. Smith Writing Skills 03/2008 2 Revision and Editing These are not the same. – Revision is about ensuring that the document meets your object. – Revision checks for readability. Editing is about correcting mistakes.

3. Computer Engineering 294 R. Smith Writing Skills 03/2008 3 Revision guidelines Does the document meet its purpose? Does the document make sense? Is the document efficient or is it wordy? Is the style and word choice correct for the intended purpose? Is the organization clear?

4. Computer Engineering 294 R. Smith Writing Skills 03/2008 4 Editing Common errors – Run-on sentences – Pronoun/noun agreement – Subject/verb agreement – Misuse of commas – Third person singular – Capitalization

5. Computer Engineering 294 R. Smith Writing Skills 03/2008 5 Articles “A”, “an”, “the” “A” and “an” are indefinite articles – Denotes an unspecified item. “The” is the definite article – Denotes a particular item How was the first slide titled? – Why?

6. Computer Engineering 294 R. Smith Writing Skills 03/2008 6 Voice What is voice? – In active voice the subject does the action of the verb. – In passive voice the subject receives the action of the verb. What is the problem with passive voice? – Passive voice leaves the actor unclear. – Active voice makes it clear who is the actor.

7. Computer Engineering 294 R. Smith Writing Skills 03/2008 7 Active Voice Improving Clarity Passive – Sections B and C should be checked for errors. (by who?) Active – Check sections B and C for errors. (you is implied) Passive – Hurrying to complete the work, the cables were connected improperly. (who is hurrying?) Active – Hurrying to complete the work the technician connected the cables improperly. – The actor is clearly identified.

8. Computer Engineering 294 R. Smith Writing Skills 03/2008 8 Active Voice The agency reported that the new model was defective. (active) It was reported by the agency that the new model was defective. (passive) The problem was discovered yesterday – (passive) The Maintenance Department discovered the problem yesterday. – (active)

9. Computer Engineering 294 R. Smith Writing Skills 03/2008 9 Active Voice Active voice avoids wordiness. – Changes in policy are resented by employees. – Employees resent changes in policy.

10. Computer Engineering 294 R. Smith Writing Skills 03/2008 10 When to use Passive Voice Use passive voice when the performer is unimportant. Use passive voice when diplomacy requires not identifying the performer. – Do not use passive voice as an excuse to hide information. – Engineers do not always want to fix responsibility.

11. Computer Engineering 294 R. Smith Writing Skills 03/2008 11 Punctuation Commas are used to set off individual elements and thoughts. Commas add to clarity. – To be successful managers with MBAs must continue to learn. – To be successful, managers with MBAs must continue to learn.

12. Computer Engineering 294 R. Smith Writing Skills 03/2008 12 Commas avoid confusion Leonora walked on her head, a little higher than usual. – Did she walk on her head? – Leonora walked on, her head a little higher than usual. The driver managed to escape from the vehicle before it sank and swam to the river-bank. – Did the vehicle swim? – The driver manager to escape from the vehicle before it sank, and swam to the river-bank. The convict said the judge is mad. – Who is really mad? – The convict, said the judge, is mad.

13. Computer Engineering 294 R. Smith Writing Skills 03/2008 13 Agreement The noun and subject must agree. – Agreement is not affected by intervening phrases and clauses. – Plural subjects require plural verbs. Compound subjects – When joined by “and” a plural verb is required. Exception if the subject forms a unit “bacon and eggs” – When the compound subject is joined by “or” agreement with the closer subject is required.

14. Computer Engineering 294 R. Smith Writing Skills 03/2008 14 Third person singular What is third person? – I = first person – You = second person – She, he or it = third person – In the present tense Change the verb ending to “s”

15. Computer Engineering 294 R. Smith Writing Skills 03/2008 15 Third person singular If the verb ends in –s, -ss, -sh, -ch or x the third person adds –es. If the verb ends in consonant + -y then change the y to I and add es.

16. Computer Engineering 294 R. Smith Writing Skills 03/2008 16 Gender Neutral Write gender neutral when possible. One solution is to reword and use a plural pronoun or use genderless nouns. – Every employee must sign his/her time card. Not gender neutral – Every employee must sign their time cards. Incorrect agreement – All employees must sign their time cards

17. Computer Engineering 294 R. Smith Writing Skills 03/2008 17 Style Use parallel structure to keep ideas at a consistent level. – When using parallel structure make sure the items are comparable. The company offers special college training to help nonexempt employees move into professional careers like engineering management, software development, service technicians, and sales trainees.

18. Computer Engineering 294 R. Smith Writing Skills 03/2008 18 Style Keep paragraphs short. – No more than six sentences – Give paragraphs unity and coherence Decide if you are being formal or informal. – Use a tone that is appropriate for your audience. – Be selective in using humor especially when you have a multi-cultural audience. Avoid assuming the reader has reached the same conclusion you have.

19. Computer Engineering 294 R. Smith Writing Skills 03/2008 19 Numbers Write numbers from zero to ten as words and numbers above ten as numerals. Spell out approximate numbers.

20. Computer Engineering 294 R. Smith Writing Skills 03/2008 20 Transitions Transitions smooth the flow of ideas. Ways to achieve transitions. – Using transitional words – Repeating words or ideas – Using pronouns – Numbering – Transitional paragraphs

21. Computer Engineering 294 R. Smith Writing Skills 03/2008 21 Transitions Focus on transitions between paragraphs not sentences. Transitions within paragraphs can add unneeded words.

22. Computer Engineering 294 R. Smith Writing Skills 03/2008 22 Plain English Avoid using overly technical language when possible. – “Turn the light switch” on rather than “manipulate the switch so that positive electrical contact is made.” Keep it short and simple. – Be consistent. Avoid unnecessary words. – Often we add words too meet a page or word count.

23. Computer Engineering 294 R. Smith Writing Skills 03/2008 23 Common Pit Falls Every sentence must have an explicit subject. Every sentence must have a verb. The subject and the verb must agree. Every sentence must express an idea. Can/may – Can refers to capability – May refers to possibility or permission