Writing Skills

Writing Skills

Boğazıçı University

May 6, 2004

Tom Atkinson

Boğazıçı University Tom Atkinson

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Agenda

1. Writing an Emaila. Motivation

b. What makes a good email

2. Writing a Reporta. Planning

b. Structure

c. Style

Part 1

Writing an Email

Part 1.a

Motivation


Motivation

How many emails in your in-box? How much time do you spend figuring out

your next action after reading an email? How long do you spend deciphering your text

books?


Example #1Hey Tom,

I can't believe it has been almost 2 weeks since you sent this e-mail. I intend to respond to you each morning, and I am back to getting in by 6:30 or 7:15 most mornings, but ... you know how busy it gets. I want to get the 8 o'clock train tonight, because the next one doesn’t leave until 10pm. I am going to see Kemal Wednesday night (he has a short stay in U.S. with regard to visiting Citi bank on-site, the client he his supporting on an offshore project). So I just wanted to ask you if you could be more specific in what you want to know about "offshore" financials. He'll provide me with the info you are interested in.

Regards,Angelo


Example #2

Tom,

In order to help you better, please explain in more detail what you mean by “offshore financials.” Are you looking for financial statements or for salary levels?

Regards,Angelo


Example #3

OK.


Example #4

Gd 2 hear fm u. The LBJ is OK. Y R U going w/o him? C u soon. M.

Part 1.b

What makes a good

email

"Everything should be made as simple as possible, but not simpler.“

- Albert Einstein


What makes a good email?

Response within 36 hours To the point – short Clear Organized


Pretend you are the reader and ask: What is the point? What action am I supposed to take?

If the answers aren’t immediately obvious, your message may just be ignored!


Organizing for the reader’s benefitThe first section summarizes key “take aways”: Make your point early Request responses up front For long emails:

Write a summary Create headings for each major section.


Get to the point #1

Dear Personnel Director:

On March 27, I received a

phone call from Mrs. Karen

Krane from New York, who

was once a data entry clerk

in your Ohio office. She was

under the direct supervision

of.....

Example of a hidden main point


Get to the point #2

The same example rewritten so that the main point is clear.

Dear Personnel Director:

Please verify the employment of Mrs. Karen Krane? She was a data entry clerk in your Ohio office… (fill in the details)


Avoid explosions Do not wait until the

end of the day to introduce a problem.

Avoid writing a list of concerns that you have been thinking about for a long period of time.


Avoid explosions Strongly worded emails

can create more conflict than intended

Angry emails give a negative impression

What you say cannot be taken back

When possible, call or meet in person instead


Use active and passive voice appropriately Active places blame:

“You are past due on your registration payment.” Passive is less confrontational:

“Your registration payment is past due.”

Source: Purdue University


Proofread!

Re-read to ensure: Accuracy, grammar, spelling Message clearly delivered

Rewrite or reorganize if necessary!


Finally: Take the 20-second test After a 20 second scan, what stands out most? Did your main idea come through? Will the reader know what action to take?

Source: Purdue University

Part 2

Writing a Report


Report writing topics

3.a Planning

3.b Structure

3.c Style

Part 2.a

Planning


What is a Report?

A structured written presentation which gives: A response to specific request An account of something An answer to a question A solution to a problem


The report-writing process

1. Identify your audience

2. Define your purpose

3. Collect your ideas

4. Select the material and decide

how to show the significance of your facts

5. Structure your ideas


1. Identify your audience Who is your audience?

Professor Manager Client Colleagues

Helps decide level and purpose Write more persuasively Know their expectations Organize your message to address their needs


The Audience: your professor

What will your professor be looking for? Coherent, cohesive organization Clearly articulated ideas Detailed research Compelling arguments to support thesis


2. Define your purpose

What is the purpose of the report? What are you trying to prove? What question are you answering? What problem are you solving What process or experiment are you describing?


Collect your ideas

Collecting is: Taking notes Doing research Performing experiments


Select the material

Selecting is: Ensuring each idea

supports your main objective

Deciding if the information relevant, or just something you happen to know on the subject?


Structure your ideas

Structuring is: Organizing into logical blocks Creating a logical flow Enhancing clarity through charts or graphs Deciding which data should be moved to

appendices

Part 2.b

Structure


Critical success factor for life

The majority of your perceived ability comes from how you communicate

70% How youcommunicate it

30% What you know

Source: CGAP Direct


What makes a report effective An effective report is:

appropriate to its purpose and audience accurate logical clear and concise well organized with clear section headings


Report Format

1. Title page

2. Table of contents

3. Abstract/Executive Summary

4. Introduction

5. Discussion

6. Conclusions

7. Recommendations

8. Bibliography

9. Attachments / Exhibits


1. Title Page

Title

Author's name

(position and qualifications)

Place of origin

Date



Number pages starting with the Introduction Abstract usually numbered with lower case

Roman numerals (i, ii, iii, iv, etc.)


2. Table of contentsTable of Contents

Table of Contents iiiAbstract iv1. Introduction 32. Discussion 3 2.1 Subjects 3 2.2 Apparatus 3 2.3 Procedures 33. Conclusion 44. Recommendations 45. Bibliography 5 5.1 Internet Sources 66. Attachments 7Exhibit A 8Exhibit B 9Exhibit C 9


3. Abstract/Executive Summary Concise summary of the essential elements of the report

Purpose Scope Achievements Main points Conclusions Recommendations

Independent (can be read on its own) Comprehensive (covers all the main points) Clear and concise Short, only 10-15% of the length of the report Written in full sentences and paragraphs


4. Introduction

States purpose, assumptions, scope, approach, intended audience, possible benefits

Defines special terms Explains why the report is necessary Gives motivation for writing the report


5. Discussion Main body of the report Headings clearly identify the content

E.g. “WebServices in the Financial Sector” Should NOT be entitled “Discussion”

May include: Theoretical basis of research Analysis of data and findings Charts and Graphs Evaluation of the methods used

Structure should reflect the analysis and objective


5. Discussion

Presented in an order that leads logically towards the conclusions and recommendations. Chronological based on your research Past, current, future technologies Problem, solution 1, solution 2, solution 3 Simple Complex

State how it is organized up front


Any volunteers?

Tell me about your project

and how it is structured


6. Conclusions Drawn from evidence, analysis, interpretation and

evaluation presented in the discussion No new material introduced Follows logically from the Discussion Conclusions section should give:

Key points Main findings NOT another Executive Summary

Overview of the research, where you've reached, and where further investigation might be warranted


7. Recommendations Suggestions for possible actions

based on the research Applications of your research in

industry Recommendations to scientific or

business community Possible improvements to your

research Areas for further research

be definitebe perceptivebe imaginativebe rational


8. Bibliography The bibliography lists all publications either cited or

referred to in preparing the report Give full details of all publications and web pages either

cited or used for background research while preparing the report.

e.g.1. R. Resnick, D. Halliday and K.S. Krane, (1992), Physics 4th

ed. (Wiley: New York) p. 55.2. J.P. Gordon, H.J. Zeiger and C.H. Townes, "The maser -

new type of microwave amplifier, frequency standard, and spectrometer", Phys. Rev. 18, 1264-1274 (1955).

3. Sigma Pro Inc, http://www.sigmaprotraining.com/outsourcing.htm



Includes detailed data or information that would affect the coherent flow of the report

For example a long derivation of an equation a listing of a computer program written to assist in

analysis of data Supporting, yet not essential, data: companies,

addresses, pages of findings


Report Format (again)

1. Title page


3. Abstract/Executive Summary

4. Introduction

5. Discussion

6. Conclusions

7. Recommendations

8. Bibliography


Part 2.c

Style


Effective whitespace

Blank line between paragraphs Bullet points where appropriate Not right-justified


Effective whitespace2. Method

Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections:

• Subjects• Apparatus• Research Instruments/Tools • Procedures.

Method section continues on the same page after the end of the Introduction. Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections:

2.1 Subjects

This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections.

2.2 Apparatus

This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.


Ineffective whitespace

Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections: Method section continues on the same page after the end of the Introduction. Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections: This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. ethod section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. ethod section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.

detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. ethod section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.


Easy to read

Clear, concise language Short sentences Correct grammar and spelling Pitch at appropriate level: not everyone knows

what you know Concrete examples that support, not distract


Keep it simple An example using

“impressive” words:

“Subsequent to the

passage of the subject

legislation, it is incumbent

upon you to advise your

organization to comply

with it.”

An example using simple words:

“After the law passes,

you must tell your

people to comply with

it.”

"Everything should be made as simple as possible, but not simpler.“

- Albert Einstein


Coherent

Obvious signposts guide your reader through the report

Follow a logical sequence Chronological based on your research Past, current, future technologies Problem, solution 1, solution 2, solution 3 Simple Complex


Cohesive Every sentence supports your objective Topic sentences introduce a paragraph’s main idea:

“There are three main reasons why CORBA technology is used in web application development…”

“The advent of the Internet provided new ways for people to communicate which has caused a revolution in the fields of sociology and anthropology.”


Effective paragraphs

Place information where it will be seen: First and last paragraphs First and last sentences

Keep paragraphs simple: Short paragraphs are more likely to be read Each paragraph should contain one main point


Passive sentences Rare occasion where “passive” style is preferred

Not good: "You cannot import those goods from Africa." Good : "Those goods cannot be imported from Africa."

Fix these sentences: “We will discuss the economic consequences of the

reunification of Germany.” “Solving this problem is difficult if you are renovating the

office.” “People considered him one of the best designers.”


Consistent, obvious headings

Use Microsoft Word “Style” function Automatically insert Table of Contents using

“TOC” field - example


Templates from the Web In Microsoft Word

Select “File, New” Click on “Templates on

Microsoft.com”Title of Term Paper

Your Name Course Number

Date


Templates from the Web Take what is given and

customize to match your style

This IS NOT SUFFICIENT for your purposes. It must be customized.

Outline Title Your name

Date

Table of Contents inserted by Tom Atkinson I. Create an outline numbered list ....................................................................................... 2

A. Definition: An outline numbered list is a list created to apply a hierarchical structure to any list or document..................................................................................... 2

1. A document can have up to nine levels. ............................................................. 2 2. Microsoft Word does not apply built-in heading styles to the items in the list. . 2

B. Procedure ................................................................................................................ 2 1. On the Format menu ........................................................................................... 2

a) click Bullets and Numbering .......................................................................... 2 b) click the Outline Numbered tab. ..................................................................... 2

2. Click a list format that does not contain the text "Heading",.............................. 2 3. Click OK. ............................................................................................................ 2

(a) The first number of the list is displayed in the document................... 2 4. Type the list text, pressing ENTER after each item............................................ 2

(a) Subsequent numbers are automatically inserted at the beginning of each line at the same numbering level. ........................................................... 2

II. Working with outline numbered text ............................................................................. 2 A. Move an outline numbered item to the appropriate numbering level ..................... 2

1. On the Formatting toolbar:.................................................................................. 2 a) To demote the item to a lower numbering level ............................................. 2

(1) click a list number................................................................................... 2 (2) click Increase Indent. .............................................................................. 2

b) To promote the item to a higher numbering level........................................... 3 (1) click a list number................................................................................... 3 (2) click Decrease Indent. ............................................................................. 3

III. Other ways of working with outlines............................................................................ 3 A. Create a Microsoft PowerPoint presentation from a Word outline......................... 3

1. About creating a PowerPoint presentation from a Word Outline ....................... 3 a) PowerPoint uses the heading styles in your Word document ......................... 3

(1) Heading styles are applied when you use numbered outlines................. 3 (2) Heading styles are already turned on for you in this template................ 3 (3) For example, each paragraph formatted with the Heading 1 style becomes the title of a new slide, each Heading 2 becomes the first level of text, and so on. ............................................................................................................ 3

2. Procedure ............................................................................................................ 3 a) Open the document you want to use to create a PowerPoint presentation. .... 3 b) On the File menu, point to Send To, and then click Microsoft PowerPoint. .. 3


Spread the load

Not all of your ideas will come at once Spend time noting initial ideas and set the

document aside When you come back to it later, you will find

that your ideas have gelled and that you can see the way ahead more clearly.


Repeat: your professor is the audienceI am suggesting that your professor grade as follows: Coherent, cohesive organization – 33 ⅓ %

Use of standard report structure Ideas appropriately placed in each section

Clearly articulated ideas – 33 ⅓ % Use of topic sentences Simple syntax and correct grammar Correct use of bullets, whitespace Charts and graphs

Quality and depth of research – 33 ⅓ % Thesis pushes boundaries of what was learned in classroom Research from a variety of sources (web, interviews, original ideas) Compelling arguments to support thesis

Questions?


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future classes on communications?

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Writing Skills

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