Professional Writing

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General writing tips for office workers. Designed for employees of Central Florida county governments, this 8-hour course emphasizes understanding standards as agreed-upon tools used by the business community, and "rules" as guidelines, intended to be followed…unless there's reason to ignore them.

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Professional Writing

  1. 1. Business Writing Facilitated by Chris FriendThe John Scott Dailey Florida Institute of Government at the University of Central Florida
  2. 2. IntroductionsNameJob TitleYears of ServiceRole in the CountyBiggest Writing Challenge Image courtesy Microsoft, public domain.
  3. 3. Today’s AgendaImage courtesy .reid. on Flickr, CC BY 2.0
  4. 4. What Does Writing Look Like?Image courtesy Microsoft, public domain.
  5. 5. The Application
  6. 6. Know Your ReaderImages courtesy Microsoft, public domain.
  7. 7. EmailImage courtesy Microsoft, public domain.
  8. 8. Professional Memoranda Image courtesy Microsoft, public domain.
  9. 9. Business LettersImage courtesy Microsoft, public domain.
  10. 10. Letters: Positive Response Image courtesy Microsoft, public domain.
  11. 11. Letters: Negative Response
  12. 12. Letters:Complaints Image courtesy Microsoft, public domain.
  13. 13. The Application
  14. 14. The Mechanics
  15. 15. Image courtesy Anirudh Koul on Flickr, CC BY-NC 2.0Frequently Confused Words
  16. 16. Frequently Confused Words a suggestion (it’s a thing)advice I need advice on buying ice. to help guide (it’s an action)advise You are wise. Can you advise?
  17. 17. Frequently Confused Words to influence (it’s an action) affect Will this affect our community? a result (it’s a thing) effect What effect will this have on us?
  18. 18. Frequently Confused Words to distribute allot Our team was allotted two hours. more than a little a lot Orlando has a lot of traffic. alot not a word
  19. 19. Frequently Confused Words smaller number (countable items) fewer I got fewer emails today! smaller amount (uncountable ideas) less There is less water in that puddle.
  20. 20. Frequently Confused Words degreefurther I want to go further with my career. distancefarther Tampa is farther away than Ocala.
  21. 21. Frequently Confused Words contraction: “it is” it’s I think it’s too hot outside. possession: belonging to it its Florida is known for its sun.
  22. 22. Frequently Confused Words to misplace lose Spelling makes me lose my mind. not tight loose This clamp is so loose it won’t hold.
  23. 23. Frequently Confused Words an actionpassed The car passed by. a description The car went past. past a time The trouble is in our past.
  24. 24. Frequently Confused Words comparison than I like blue more than green. time then Let’s chat, then do lunch.
  25. 25. Frequently Confused Words contraction: “they are”they’re Maybe they’re the experts. possession: belonging to them their They work with their hands. location: not here (& other uses) there Please park over there.
  26. 26. Frequently Confused Words number: between one and three two I see two paragraphs here. addition: “also” or excess too I see too many paragraphs, too. all other uses to I want to go to Lake Eola.
  27. 27. Frequently Confused Words describes action—how it’s done well You did your job very well. describes things—tells quality good You did a very good job.
  28. 28. Frequently Confused Words contraction: “you are” you’re I think you’re working too much. possession: belonging to you your Is that your winning Lotto ticket?
  29. 29. ProblematicPunctuation
  30. 30. The Mechanics
  31. 31. The Strategies
  32. 32. StreamlinedWritingProcess Image courtesy Microsoft, public domain.
  33. 33. Principles of Revision Outline & Organize KISS Image courtesy Microsoft, public domain.
  34. 34. Reduction ExampleHow to Write Effectively: The task of developing clear and concisewriting is not a difficult one. You simplydetermine what is the best way that you canpresent your subject. Then write it for thepotential audience the very simplest way.
  35. 35. Reduction Example wHow to Write Effectively: The task of developing clear and concisewriting is not a difficult one. You simply To write effectively: write simply.determine what is the best way that you canpresent your subject. Then write it for thepotential audience the very simply way. simplyst
  36. 36. Principles of Revision Outline & Organize KISS Be Brief Use the right words Image courtesy Microsoft, public domain.
  37. 37. The PracticeImage courtesy Microsoft, public domain.
  38. 38. The Essence 268 words 73% are one syllable 20 words ≥ 3 syllables 10 sentences © 2008 Mort Künstler
  39. 39. Thank you. Business Writing Facilitated by Chris Friend

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