Principles of Effective Writing for Clear Communication
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This document provides training on principles of effective writing. It discusses how to write in a clear, concise and simple manner. It provides 8 tips for more effective writing: 1) Use shorter and simpler words; 2) Put important information at the beginning of sentences; 3) Use verbs that carry meaning; 4) Use active sentences; 5) Avoid redundant words; 6) Avoid starting sentences with gerunds; 7) Minimize meaningless phrases; 8) Be careful with jargon. It also discusses the importance of paragraphs, sentences, and readability tools to assess writing. The training is provided by Communicating Europe which offers professional development courses on communication skills.
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Principles of Effective Writing for Clear Communication
- 1. Principles of Writing Wednesday 9 July 2014 Communicating Europe+ www.communicatingeu.com
- 2. Communicating Europe+ Andrew Manasseh • 25 years training, business development, staff management and training • Clients in Europe, Africa and the Middle East • 10 years EU communications, PR, media training • Work with EU trade associations, NGOs, EU institutions, governments, corporate.
- 3. Management communications training Europe, Africa and the Middle East Brussels EU trade associations Corporate public affairs Public affairs agencies NGOs Regional offices Chambers of Commerce EU institutions Other European clients Corporate clients Governments EU funded programmes and projects intergovernmental agencies
- 4. I also work with colleagues • Public relations consultants • Public affairs practitioners • Social media consultants and digital agencies • Journalists and writers • Lawyers • Management trainers
- 5. Professional Development training • Personal communication skills • Writing skills • Strategic communications • Media relations, media training • Management communications • Performance management skills www.communicatingeu.com
- 6. Part 1 Modern writing principles Texts should be clear Communicating Europe 2014
- 8. Effective Writing • What precisely is the central issue? • To what degree does the audience understand the issues and terminology? • What are the main ideas that need to be expressed and which ideas can be left out? • How are you going to structure your text so that they are consistent and clear? Management Communication Training 2013
- 9. Clear, simple, concise Before High-quality learning environments are a necessary precondition for facilitation and enhancement of the ongoing learning process. After Children need good schools if they are to learn properly. Communicating Europe 2014
- 10. Clear, simple, concise Before If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone. After If you have any questions, please ring. Communicating Europe 2014
- 11. Part 2 Your readers Who are you writing for? Communicating Europe 2014
- 12. Types of reading • Skim reading: general understanding • Scan reading: looking for one specific item • Reading for detail: to understand exact arguments, position, points Communicating Europe 2014
- 13. Good and not so good readers Efficient • Has a clear purpose • Reads ideas • Reads multi-word phrases • Visualises ideas • Has a sufficient vocabulary • Marks or highlights texts • Sorts ideas into critical, interesting or trash Inefficient • Has not decided on aim • Reads words in isolation • Reads every word • Lip reads / vocalises • Unfamiliar with key vocabulary • Does not make notes • Reads everything Communicating Europe 2014
- 14. Writing tips Eight essential tips to more effective writing
- 15. Tip 1 Use shorter, simpler words • Our experts postulate that the evidence is conclusive in supporting our assertion. • Our experts claim that the evidence supports our idea. Communicating Europe 2014
- 16. Postulate pos·tu·late [v. pos-chuh-leyt; n. pos-chuh-lit, -leyt] Show IPA verb (used with object), pos·tu·lat·ed, pos·tu·lat·ing.1.to ask, demand, or claim. 2.to claim or assume the existence or truth of, especially as a basis for reasoning or arguing. 3.to assume without proof, or as self-evident; take for granted. 4.Mathematics, Logic. to assume as a postulate. Noun 5.something taken as self- evident or assumed without proof as a basis for reasoning. 6.Mathematics, Logic. a proposition that requires no proof, being self- evident, or that is for a specificpurpose assumed true, and that is used in the proof of other propositions; axiom. 7.a fundamental principle. 8.a necessary condition; prerequisite.
- 17. Tip 2 Put important information at the beginning • Even with the differences of opinions, the members of the working groups agreed to conclude the negotiation. • Members of the working group agreed to conclude the negotiation despite some differences in opinion. Communicating Europe 2014
- 18. Tip 3 Use verbs that carry meaning • Please do an invoice and send it to the project lead partner. • Please invoice the project lead partner. Communicating Europe 2014
- 19. Tip 4 Use active sentences • Such revision procedures should be achieved at the shortest possible delay possible by the secretariat. • The secretariat should revise the procedures as soon as possible. Communicating Europe 2014
- 20. Tip 5 Avoid redundant words • Due to the ongoing , not yet conclusive, discussions we will need to delay the decision • We will need to delay the decision due to ongoing discussions Communicating Europe 2014
- 21. Redundant or not? • When is it necessary to include two words that mean the same thing? • “Our processes are efficient and effective” Question - Is it necessary to include both the process and the outcome?
- 22. Tip 6 Avoid starting sentences with the gerund (ing form) • Being aware of the president’s negative opinion we have prepared a statement • We have prepared a statement as we are aware of the president’s negative opinion Communicating Europe 2014
- 23. Sentences should be simple • Subject + Verb + Object S + V + O
- 24. Tip 7 Minimize use of meaningless phrases • Basically, the fundamental problem is capacity • The main problem is capacity Communicating Europe 2014
- 25. Tip 8 Be careful with jargon • This programme provides funding for beneficiaries from third countries • The aim is to mainstream these ideas into regional policy initiatives • The project actions need to be executed by next month Communicating Europe 2014
- 26. Recap 1. Use shorter simple words 2. Put important information at the beginning 3. Use verbs that carry meaning 4. Use active verbs and sentences 5. Avoid redundant words and phrases 6. Avoid starting sentences with gerund (ing forms) 7. Minimize use of meaningless phrases 8. Avoid jargon and institutional language Communicating Europe 2014
- 27. Readability On-line Utility tool to assess the readability of your documents Communicating Europe 2014
- 28. On-line Utility - a tool to help you test readability Communicating Europe 2014
- 29. On-line Utility tool for readability Communicating Europe 2014 Number of words and sentences per text Average number of words per sentence Gunning Fog – how many years of academy study you need to understand Flesch reading ease 100 = easy 0 = very difficult
- 30. Paragraphs and sentences Structure – the importance of paragraphs and sentences Communicating Europe 2014
- 31. Paragraphs – the big idea • Paragraphs have a big idea. They should start with a topic sentence. • A topic sentence helps the reader understand the focus of the paragraph. • A topic sentence allows reader to ‘skim’ the entire text for general meaning. Communicating Europe 2014
- 32. Sentences • Sentences contain one idea • They should have a simple structure • Subject + Verb + Object • Sentences can have up to two clauses which are separated by a comma Communicating Europe 2014
- 33. Sentences and clauses • Defining relative clause An agreement that encourages a risk based approach for regulations is paramount. • Non defining relative clause An agreement that encourages a risk based approach for regulations, based on principles of sound science, risk assessment and risk management, and transparency is paramount. Communicating Europe 2014
- 35. What you will do with this training What can I apply to my job? What resources do I need? How can I further practise? What else could I benefit from learning?
- 36. Download our stuff from Slideshare
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- 40. For more information about our training courses info@communicatingeu.com http://communicatingeu.com/ www.linkedin.com/A Manasseh twitter.com/andimanas www.communicatingeu.com Communicating Europe 2014