Transcript The Do’s and Don’ts of Writing Publications

Extension Publications
John B. Carey
Texas A&M University
PSA Student Workshop , July 24, 2009
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Print - Web
 Fact Sheets – single specific topic
 Bulletins – broader, more research orientation
 Special Reports – annual reports, short courses
 Newsletters – Broad distribution, general topics
 Information Sheets – quick response, time
sensitive
 Handbooks – lesson plans, curricula
Adapted from Univ. of Maryland, College of Ag. & Nat. Res. Document “Planning your Publication”
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Print
 Traditional – appeal depends on audience
 Static – not able to update
 Portable – can be widely distributed without
technology; easy reference
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Web
 Appeals to some audiences
 Dynamic – must be kept current
 Can be interactive
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What is the purpose of the publication?
 Answer = To Teach
Chronology – Linear narrative, How-to
Inverted Pyramid - Most Important to Least, News Story
Building Block – Step-by step, Simple … Complex
Cause & Effect – When both are germane to the objective
Classification – Categorical information, reference
Compare and Contrast – Pro and Con discussion
List – Cookbook
Question and Answer – FAQ’s
Motivational Sequence – Persuasive writing
Compartmentalization – Tables, text boxes, loosely
connected information
Adapted from J. Winn, June 2009
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Who is the publication intended for?
 Local, state, national audience
 Public, producers, consumers, youth
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What are the characteristics of audience?
 Demographics, age, education, occupation,
experience
Adapted from J. Winn, April 2009
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Why is the publication being written?
 Purpose relates to structure
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What is the primary message? – in one
sentence.
 What are you trying to teach them?
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How long will this information be of value?
 May affect print/web decision
Adapted from J. Winn, April 2009
 Based on proposed structure
 Based on answers to previous questions
Adapted from J. Winn, April 2009
 Keep sentences short
▪ 15-20 words
▪ Vary sentence length
 Prefer the simple to the complex
▪ If the right word is a big word, use it. But if a shorter
word does the job, use it.
 Prefer the familiar word
▪ Use of obscure vocabulary requires additional
explanation
Adapted from Univ. of Missouri Extension publication CM 201, 1993
 Avoid unnecessary words
▪ Organize the details in advance
 Put action in your verbs
▪ Passive = person doing the action follows the verb
▪ The man was fired by his boss
 Write like you talk
▪ Clear, concise, plain language
 Use terms your reader can picture
▪ Avoid “fuzzy” words – conditions, situations, facilities,
etc.
Adapted from Univ. of Missouri Extension publication CM 201, 1993
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Tie in with your reader’s experience
 Relates back to knowing your audience
▪ Meaning of words is based on experience, beliefs and
values.
 Make full use of variety
▪ Writing should not seem choppy or childish.
 Write to express, not impress
▪ The chance of striking awe by means of big words is
small.
Adapted from Univ. of Missouri Extension publication CM 201, 1993
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Too many levels
▪ Confuse the reader
▪ Result in lengthy explanations
 Obscure the main point
 Use no more than 2-3 levels of subordinate paragraphs.
Avoid
 Undefined abbreviations and acronyms
 Using two different terms for the same thing
 car, vehicle, auto
 Giving an obscure meaning to a word.
Adapted from J. Winn, June 2009
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Any member introducing a dog into the
Society’s premises shall be liable to a fine of
one pound. Any animal leading a blind person
shall be deemed to be a cat.
Adapted from J. Winn, June 2009
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Seek Professional Help
 Expertise is available
 Take constructive criticism constructively
 Writing, composition, layout and design are an
art.
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Ignoring these facts will undoubtedly result in
a less successful publication.
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Determine purpose of publication
Understand appropriate structure
Clear concise writing
Utilize professional resources