Assignment
Kapileshan. P
Basic Principles of Effective Writing
Principle 1:
Write coherent sentences
Make sure each sentence is complete and devoted to one topic. Do not include information that is not related to the main topic of the sentence.
Example:
Incorrect: I like reading, horse riding, and I also work as a security guard.The sentence above is about one’s hobbies. Yet, the last part, “I also work as a security guard”, seems to be related to one’s occupation (and not hobbies). Therefore, this last part does not belong to this sentence. A new sentence should be created to discuss one’s occupation.
Correct: I work as a security guard. In my spare time I like reading and horse riding.
Make sure each sentence is complete and devoted to one topic. Do not include information that is not related to the main topic of the sentence.
Example:
Incorrect: I like reading, horse riding, and I also work as a security guard.The sentence above is about one’s hobbies. Yet, the last part, “I also work as a security guard”, seems to be related to one’s occupation (and not hobbies). Therefore, this last part does not belong to this sentence. A new sentence should be created to discuss one’s occupation.
Correct: I work as a security guard. In my spare time I like reading and horse riding.
Principle 2:
Write coherent paragraphs
One paragraph is one unit of thought. Do not include sentences that are not related to the main thought into the paragraph.
Example: Incorrect: My hobbies are reading and horse riding. I like reading novels and science fiction. I read at least one book every month. Riding horses is another hobby that I enjoy. Every weekend I jump on my horse and steer it into the desert. The desert in Arizona is quite different from the desert in New Mexico.
The paragraph above discusses one’s hobbies. This is the main topic or theme of the paragraph. The last sentence (“The desert in Arizona is quite different from the desert in New Mexico”) deviates from this main topic. This sentence has to be removed from the paragraph.
One paragraph is one unit of thought. Do not include sentences that are not related to the main thought into the paragraph.
Example: Incorrect: My hobbies are reading and horse riding. I like reading novels and science fiction. I read at least one book every month. Riding horses is another hobby that I enjoy. Every weekend I jump on my horse and steer it into the desert. The desert in Arizona is quite different from the desert in New Mexico.
The paragraph above discusses one’s hobbies. This is the main topic or theme of the paragraph. The last sentence (“The desert in Arizona is quite different from the desert in New Mexico”) deviates from this main topic. This sentence has to be removed from the paragraph.
Principle 3:
Use short sentences
Using short sentences makes it easier for the reader to understand the intended message. Every long sentence can be broken down into several short, simple sentences.
Example:
Incorrect: I like riding horses since horses are very energetic yet, at the same time, caring animals.
While the sentence above is quite simple, it can be made even simpler and easier to understand by splitting it into shorter sentences.
Correct: I like riding horses. They are very energetic animals. Horses are also very caring.
Using short sentences makes it easier for the reader to understand the intended message. Every long sentence can be broken down into several short, simple sentences.
Example:
Incorrect: I like riding horses since horses are very energetic yet, at the same time, caring animals.
While the sentence above is quite simple, it can be made even simpler and easier to understand by splitting it into shorter sentences.
Correct: I like riding horses. They are very energetic animals. Horses are also very caring.
Principle 4:
Be specific
If one mentions something in writing, the reader needs to know exactly what is being discussed. Otherwise, do not mention this at all. Being specific does not mean increasing the length of the writing by adding many details. It is more about using precise terms and being factual.
If one mentions something in writing, the reader needs to know exactly what is being discussed. Otherwise, do not mention this at all. Being specific does not mean increasing the length of the writing by adding many details. It is more about using precise terms and being factual.
Example:
Incorrect:
Several organizational units are currently facing certain issues with respect
to the new managerial approaches implemented by the new leadership.
There is much ambiguity in this message. The sentence above should be rewritten to include specific details.
Correct: The new President decreased budgets for the IT and Marketing departments. As a result, both departments laid off people and cancelled
all new projects.
There is much ambiguity in this message. The sentence above should be rewritten to include specific details.
Correct: The new President decreased budgets for the IT and Marketing departments. As a result, both departments laid off people and cancelled
all new projects.
Principle 5:
Omit redundant words
Delete words that do not convey any valuable information. It is very easy to “bury” the intended message in the clutter of words and expressions that are not necessary for transmitting the message. Declutter writing to reduce its length and make it easier for a reader to understand the message.
Example:
Incorrect: Based on what I have read in the book and my understanding of the material, I think it can be recommended that ABC Corporation should consider acquiring and implementing a new enterprise system.
Correct: ABC Corporation should implement an enterprise resource planning system.
Delete words that do not convey any valuable information. It is very easy to “bury” the intended message in the clutter of words and expressions that are not necessary for transmitting the message. Declutter writing to reduce its length and make it easier for a reader to understand the message.
Example:
Incorrect: Based on what I have read in the book and my understanding of the material, I think it can be recommended that ABC Corporation should consider acquiring and implementing a new enterprise system.
Correct: ABC Corporation should implement an enterprise resource planning system.
Principle 6: Keep it simple
If one wants to make his or her message easy to understand, then simple sentence structures and simple vocabulary should be used.
Example:
Incorrect: This system is designed with the aim of helping improve the efficiency and effectiveness with which people find parking spots in the central business district of Chicago.
Correct: This
system will make parking in Chicago downtown easier.
Principle 7:
Use active voice
Use active voice to make the message simple and direct.
Example:
Incorrect: Active voice should be used in sentences.
Correct: Use active voice in sentences.
Note that the second sentence is shorter and has a simpler grammatical construction.
Use active voice to make the message simple and direct.
Example:
Incorrect: Active voice should be used in sentences.
Correct: Use active voice in sentences.
Note that the second sentence is shorter and has a simpler grammatical construction.
Principle 8:
Avoid jargon, idioms, acronyms, and cultural references
Avoid jargon, idioms, acronyms, and cultural references to make the intended message easy to understand for a broader audience. In some situations, jargon, idioms, and cultural references can make the message easier to understand. They can also make the message more vivid and memorable. All this happens under the condition that the writer and his or her audience share a common professional, linguistic, and cultural background.
Avoid jargon, idioms, acronyms, and cultural references to make the intended message easy to understand for a broader audience. In some situations, jargon, idioms, and cultural references can make the message easier to understand. They can also make the message more vivid and memorable. All this happens under the condition that the writer and his or her audience share a common professional, linguistic, and cultural background.
Principle 9:
Structure the writing
Any written message should have a simple and clear logical structure. A well-structured message has a “built-in” roadmap for the reader to follow. This roadmap has enough signs and clues that help a reader to travel from start (no understanding of writer’s ideas) to finish (complete understanding of the writer’s ideas).
One should always put some thought into the structure of a paragraph or a report.
Example:
Question: Why do you like living in Murray?
Any written message should have a simple and clear logical structure. A well-structured message has a “built-in” roadmap for the reader to follow. This roadmap has enough signs and clues that help a reader to travel from start (no understanding of writer’s ideas) to finish (complete understanding of the writer’s ideas).
One should always put some thought into the structure of a paragraph or a report.
Example:
Question: Why do you like living in Murray?
Answer:
Thesis Statement: I like living in Murray because of (sub-point 1) great weather and (sub-point 2) wonderful people
Explain the thesis statement by breaking it down into two sub points and discussing each of the sub points in more detail. For each of the subpoints, you can provide additional details to make your sub-points more
understandable.
Thesis Statement: I like living in Murray because of (sub-point 1) great weather and (sub-point 2) wonderful people
Explain the thesis statement by breaking it down into two sub points and discussing each of the sub points in more detail. For each of the subpoints, you can provide additional details to make your sub-points more
understandable.
Principle 10:
Put important things first
The essence of the message should be stated upfront. The first part of the message should contain not only the main idea, but also a brief justification as to why the message is important. Clearly articulating the importance of the message can motivate the readers to understand and remember the message. All the details, clarifications and examples should follow the main message, not precede it.
Example:
Incorrect: It is easy to “bury” the main message among the numerous details. A reader may not have time or may not be patient enough to cut through a lengthy introduction. Thus, the main message will never be
delivered. That is why the essence of the message should be provided upfront.
This paragraph should be revised so that the central message (“put the essence of the message upfront”) and the motivation behind this central message (“otherwise the message will never be delivered”) should be moved to the beginning of the paragraph.
Correct: The essence of the message should be provided upfront. Otherwise, the main message may never be delivered. It is easy to “bury” the main message among the numerous details. A reader may not have time or may not be patient enough to cut through a lengthy introduction.
Principle 11: Avoid strong claims and hype
Avoid strong claims and hype in formal writing. Any kind of extreme position is usually wrong by definition. Moreover, hype language may make the reader doubt whether the message can be trusted. Give the reader facts and let him or her decide whether this is “without any doubt the most effective solution.”
Example:
Incorrect: Customer Relationship Management (CRM) systems are, without any doubt, the most effective solution for improving customer
service.
The essence of the message should be stated upfront. The first part of the message should contain not only the main idea, but also a brief justification as to why the message is important. Clearly articulating the importance of the message can motivate the readers to understand and remember the message. All the details, clarifications and examples should follow the main message, not precede it.
Example:
Incorrect: It is easy to “bury” the main message among the numerous details. A reader may not have time or may not be patient enough to cut through a lengthy introduction. Thus, the main message will never be
delivered. That is why the essence of the message should be provided upfront.
This paragraph should be revised so that the central message (“put the essence of the message upfront”) and the motivation behind this central message (“otherwise the message will never be delivered”) should be moved to the beginning of the paragraph.
Correct: The essence of the message should be provided upfront. Otherwise, the main message may never be delivered. It is easy to “bury” the main message among the numerous details. A reader may not have time or may not be patient enough to cut through a lengthy introduction.
Principle 11: Avoid strong claims and hype
Avoid strong claims and hype in formal writing. Any kind of extreme position is usually wrong by definition. Moreover, hype language may make the reader doubt whether the message can be trusted. Give the reader facts and let him or her decide whether this is “without any doubt the most effective solution.”
Example:
Incorrect: Customer Relationship Management (CRM) systems are, without any doubt, the most effective solution for improving customer
service.
“Without any
doubt” and “the most effective solutions” are very strong claims that need to
be backed up by strong evidence. In the absence of such evidence, these claims
should be removed from the sentence.
Correct: Customer Relationship Management (CRM) systems can
improve customer service.
Correct: Customer Relationship Management (CRM) systems can
improve customer service.
Principle 12:
Be factual
In order for writing to be effective in transmitting useful information, one needs to concentrate on facts. Try to separate facts from emotions and interpretations of those facts.
Example:
Incorrect: Being the wise man he is, Warren Buffet quickly bought the stock of Goldman Sachs.
In this sentence, only the fact that Warren Buffet bought stock of Goldman Sachs is a real-world fact. Whether he bought stock quickly (as opposed to putting a lot of thought into this) and whether he is a wise man are both personal judgements or interpretations. Judgements and interpretations are often subject to
debate. Therefore, unless expressing personal opinion is the goal, try to avoid them in formal writing, especially if there are no data or convincing arguments to support the opinion. Thus, this sentence can be modified as follows:
Correct: Warren Buffet bought the stock of Goldman Sachs.
In order for writing to be effective in transmitting useful information, one needs to concentrate on facts. Try to separate facts from emotions and interpretations of those facts.
Example:
Incorrect: Being the wise man he is, Warren Buffet quickly bought the stock of Goldman Sachs.
In this sentence, only the fact that Warren Buffet bought stock of Goldman Sachs is a real-world fact. Whether he bought stock quickly (as opposed to putting a lot of thought into this) and whether he is a wise man are both personal judgements or interpretations. Judgements and interpretations are often subject to
debate. Therefore, unless expressing personal opinion is the goal, try to avoid them in formal writing, especially if there are no data or convincing arguments to support the opinion. Thus, this sentence can be modified as follows:
Correct: Warren Buffet bought the stock of Goldman Sachs.
Principle 13:
Pay attention to spelling
Spelling mistakes can lead to two problems. First, it makes a literate reader “stumble”: the reader pauses for a moment to register a misspelled word and figure out the correct spelling of the intended word. Second, spelling errors also make it less likely that the reader will take the written message seriously remember it. Why should anyone pay attention to a message from someone who does not know correct spelling of the words he is using or simply does not care enough to proofread his or her text?
Principle 14: Pay attention to grammar
It is important to master some of the most important rules of grammar. These rules are useful conventions that aid in delivering a message. Violating these conventions may not constitute a fatal flaw, yet may seriously distort the intended message or simply distract the reader from understanding the intended message.
Capitalization
Capitalization is meant to show that a particular word or a group of words is special. Typically, capitalization is used to show that certain words are proper nouns or adjectives derived from those proper nouns. Proper nouns are names of people, places, concepts, and phenomena. Proper nouns refer to a specific entity rather than a general category of people or things.
Definite and indefinite articles: “the” and “a/an”
An article is like an adjective that gives additional information about the noun it
precedes. English language has two articles: “the” and “a/an”. “The” is the so called definite article. “A/an” is the indefinite article.
Grammatical parallelism
When listing things (e.g. using sentences in a paragraph or bullet points), the items in the list are expressed in the same grammatical forms. For example, all items in a list need to be nouns (or noun phrases) or verbs (or verb phrases). Nouns or noun phrases should not be used in a list where most items are verbs or verb phrases.
Example:
Incorrect: I like lakes, mountains and I like to ride horses.
The problem with the sentence above is that the last item in the list, “I like to ride horses,” is expressed in a way that is not grammatically parallel to the first two items: “lakes” and “mountains”. The last item is a verb phrase while the first two items are nouns. Because of that, the sentence needs to be revised:
Correct: I like swimming in lakes, hiking in mountains and riding on horses.
Spelling mistakes can lead to two problems. First, it makes a literate reader “stumble”: the reader pauses for a moment to register a misspelled word and figure out the correct spelling of the intended word. Second, spelling errors also make it less likely that the reader will take the written message seriously remember it. Why should anyone pay attention to a message from someone who does not know correct spelling of the words he is using or simply does not care enough to proofread his or her text?
Principle 14: Pay attention to grammar
It is important to master some of the most important rules of grammar. These rules are useful conventions that aid in delivering a message. Violating these conventions may not constitute a fatal flaw, yet may seriously distort the intended message or simply distract the reader from understanding the intended message.
Capitalization
Capitalization is meant to show that a particular word or a group of words is special. Typically, capitalization is used to show that certain words are proper nouns or adjectives derived from those proper nouns. Proper nouns are names of people, places, concepts, and phenomena. Proper nouns refer to a specific entity rather than a general category of people or things.
Definite and indefinite articles: “the” and “a/an”
An article is like an adjective that gives additional information about the noun it
precedes. English language has two articles: “the” and “a/an”. “The” is the so called definite article. “A/an” is the indefinite article.
Grammatical parallelism
When listing things (e.g. using sentences in a paragraph or bullet points), the items in the list are expressed in the same grammatical forms. For example, all items in a list need to be nouns (or noun phrases) or verbs (or verb phrases). Nouns or noun phrases should not be used in a list where most items are verbs or verb phrases.
Example:
Incorrect: I like lakes, mountains and I like to ride horses.
The problem with the sentence above is that the last item in the list, “I like to ride horses,” is expressed in a way that is not grammatically parallel to the first two items: “lakes” and “mountains”. The last item is a verb phrase while the first two items are nouns. Because of that, the sentence needs to be revised:
Correct: I like swimming in lakes, hiking in mountains and riding on horses.
Principle 15:
Use proper punctuation
Proper punctuation divides the written message into meaningful parts or shows the relationships among those parts. This makes it easier for a reader to understand the message.
Proper punctuation divides the written message into meaningful parts or shows the relationships among those parts. This makes it easier for a reader to understand the message.
Principle 16:
Use text formatting to aid understanding
Font type
Different fonts can be used to separate visually different text sections. For example, subheadings may use font type and size different from the main text. Similarly, tables and mini-cases may use a smaller font. Conservative uses of different font types can be a great way to improve visual separation within the text and to make it easier for the reader to understand what type of text he or she is reading.
Font type
Different fonts can be used to separate visually different text sections. For example, subheadings may use font type and size different from the main text. Similarly, tables and mini-cases may use a smaller font. Conservative uses of different font types can be a great way to improve visual separation within the text and to make it easier for the reader to understand what type of text he or she is reading.
Unless the
goal is to decorate a promotional brochure or a flyer, one should stick to one
or two commonly used fonts for the text. These fonts should be familiar to the
reader and easy to read. Once the number of fonts is greater than three, the
text may look cluttered. This may diminish the aesthetic appeal of the text and
may distract the reader.
Emphasis in-text
One may use in-text formatting to emphasize certain words or phrases within a sentence. Using italics instead of bold is preferable. Italics can be easily spotted by the reader, yet it does not look as intrusive as bold font. The use of bold font should be limited to titles only. Regardless of whether choosing italics or bold for emphasis, try to use emphasis as little as possible. A text with a lot of emphasis is irritating to the eye and hard to read.
Spacing
Use spacing to provide a visual structure to the written message. For example, one should leave a space (after a period) between two sentences. Also, use spacing to separate paragraphs. This is usually done either by indenting the first line of each paragraph or by leaving a blank line between two paragraphs.
Emphasis in-text
One may use in-text formatting to emphasize certain words or phrases within a sentence. Using italics instead of bold is preferable. Italics can be easily spotted by the reader, yet it does not look as intrusive as bold font. The use of bold font should be limited to titles only. Regardless of whether choosing italics or bold for emphasis, try to use emphasis as little as possible. A text with a lot of emphasis is irritating to the eye and hard to read.
Spacing
Use spacing to provide a visual structure to the written message. For example, one should leave a space (after a period) between two sentences. Also, use spacing to separate paragraphs. This is usually done either by indenting the first line of each paragraph or by leaving a blank line between two paragraphs.
Principle 17:
Use tables and figures to aid understanding
Tables and Figures are very valuable for organizing and communicating data in a way that makes it easy for a reader to understand, analyze and interpret. Both tables and figures should be accompanied by text that introduces a table or a figure and provides analysis. Analysis should not duplicate the information provided by a table or a figure. For example, if a table lists annual sales data of a company for the last five years, it will be redundant to list those sales figures in a paragraph as well. Instead, the related paragraph should be used to provide some highlights, point to trends or patterns, and provide interpretations for those patterns.
Tables and Figures are very valuable for organizing and communicating data in a way that makes it easy for a reader to understand, analyze and interpret. Both tables and figures should be accompanied by text that introduces a table or a figure and provides analysis. Analysis should not duplicate the information provided by a table or a figure. For example, if a table lists annual sales data of a company for the last five years, it will be redundant to list those sales figures in a paragraph as well. Instead, the related paragraph should be used to provide some highlights, point to trends or patterns, and provide interpretations for those patterns.
References
GrammarBook.com (2016, November 1). Retrieved from
http://www.grammarbook.com/
GrammarBook.com (2016, November 1). Retrieved from
http://www.grammarbook.com/
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