Transcript C H A P T E R 1

Writing Easy-to-Read
Documents
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Presentation Overview
• How Do You Write Clear Sentences?
• How Do You Write Effective Paragraphs?
• How Do You Write Coherent Documents?
How Do You Write Clear Sentences?
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Make actors the subjects of your sentences.
Use the active voice when appropriate.
Put the action in verbs.
Keep the actor and the action together.
Emphasize the important information in your
sentences.
Make Actors the Subjects of Your
Sentences
Actor: who or what is performing the action in
the sentence
Subject: whom or what the sentence is about
Make Actors the Subjects of Your
Sentences
Actor not the subject
Actor as the subject
A brief satisfaction survey was
taken by all customers who
purchased a vehicle from our
dealership last month. A $50
gas card was the incentive for
customers to complete the
survey.
All customers who purchased a
vehicle from our dealership
last month took a brief
satisfaction survey. They
received a $50 gas card for
completing it.
Use the Active Voice When
Appropriate
• Passive voice either moves the actor after the
verb or leaves it out altogether.
Passive voice = object of the action + “to be”
verb + past participle (+ “by” + actor)
object of the action
past participle
The results will be presented at our next meeting by
“to be” verb
the district sales manager.
actor
“by”
Use the Active Voice When
Appropriate
• Active voice keeps the actor in the subject
position.
Active voice = actor + verb + object of the
action
actor
verb
At our next meeting, the district sales manager will present
the results.
object of the action
Use the Active Voice When
Appropriate
Passive
Active
Sales representatives who
received positive feedback will
be awarded by management
with a $1000 bonus.
Management will award sales
representatives who received
positive feedback with a $1000
bonus.
Put the Action in Verbs
Nouns that contain action
Verb forms
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acceptance
analysis
commitment
consideration
discovery
discussion
evaluation
expectation
investigation
recommendation
request
accept
analyze
commit
consider
discover
discuss
evaluate
expect
investigate
recommend
request*
* Certain words are spelled the same in their noun and verb forms.
Put the Action in Verbs
Weak “to be” verbs
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am
is
are
was
were
be
being
been
Put the Action in Verbs
Action not in verb
Action in verb
A complaint mentioned by
more than one customer was
that sales representatives
seemed too pushy and rushed.
More than one customer
complained that sales
representatives seemed too
pushy and rushed.
Put the Action in Verbs
Action not in verb
Action in verb
It is the decision of
management to support the
creation of a customer service
training program.
Management has decided to
create a customer service
training program.
Keep the Actor and the Action
Together
Actor/action separated
Actor/action together
Employees with the high
scores in the survey, a solid
sales record, and at least ten
years of sales experience may
have the opportunity to help
build the customer service
training program.
Employees may have the
opportunity to help build the
customer service training
program if they have high
scores in the survey, a solid
sales record, and at least ten
years of sales experience.
Emphasize the Important Information
in Your Sentences
Poor emphasis
Improved emphasis
The program will train new
sales representatives to use
more effective, less highpressure techniques, according
to management.
According to management, the
program will train new sales
representatives to use more
effective, less high-pressure
techniques.
How Do You Write Effective
Paragraphs?
• Begin the paragraph with a topic sentence.
• Put old information near the beginning of
sentences.
• Use transitions.
• Repeat or restate key words or phrases.
Begin the Paragraph with a Topic
Sentence
Paragraph without a Topic Sentence
As water from rain and snow seeps through the ground, it
absorbs carbon dioxide produced by decaying organic matter
and forms carbonic acid. The carbonic acid eventually reaches
the limestone and penetrates it. Limestone is largely composed
of calcite, which the carbonic acid dissolves. Once the carbonic
acid holding the dissolved calcite is exposed to the air in the
cave, the carbon dioxide is released, leaving only water and
dissolved calcite. The dripping water deposits calcite on the
ceiling, which builds slowly to form a stalactite. It may also make
its way to the floor and build to form a stalagmite.
Begin the Paragraph with a Topic
Sentence
Paragraph with a Topic Sentence
According to one theory, stalactites and stalagmites are formed
through a slow process involving carbonic acid, a combination of
water and carbon dioxide. As water from rain and snow seeps
through the ground, it absorbs carbon dioxide produced by
decaying organic matter and forms carbonic acid. The carbonic
acid eventually reaches the limestone and penetrates it.
Limestone is largely composed of calcite, which the carbonic acid
dissolves. Once the carbonic acid holding the dissolved calcite is
exposed to the air in the cave, the carbon dioxide is released,
leaving only water and dissolved calcite. The dripping water
deposits calcite on the ceiling, which builds slowly to form a
stalactite. It may also make its way to the floor and build to form
a stalagmite.
Put Old Information near the
Beginning of Sentences
New information includes words or phrases
unfamiliar to the reader because the writer did
not use them in previous sentences. The first
sentence usually contains nothing but new
information.
Old information includes words or phrases used
in all previous sentences in the paragraph, not
just the one right before.
Put Old Information near the
Beginning of Sentences
Poor old/new pattern
To help them navigate, bats emit a high frequency sound wave.
The size, distance, and movement of all objects in their path can
be determined by the way the sound bounces off these objects
and returns to the bat. Echolocation is the name used for their
navigation system.
Old/new pattern
To help them navigate, bats emit a high frequency sound wave.
They can determine the size, distance, and movement of all
objects in their path by the way the sound bounces off these
objects and returns to them. This navigation system is known as
echolocation.
Use Transitions
Common Transitional Words and Phrases
Addition
again, also, as well as, besides, furthermore, in addition,
likewise, moreover, similarly
Cause and effect
accordingly, as a result, consequently, for this reason, hence,
so, so then, therefore, thus
Comparison and
contrast
but, conversely, however, in contrast, instead, likewise,
nevertheless, on one hand, on the other hand, on the
contrary, otherwise, rather, yet
Emphasis
clearly, even, indeed, in fact, of course, truly
Example
for example, for instance, specifically, to illustrate
Place
above, adjacent, below, beyond, here, in front, in back,
nearby, there, etc.
Use Transitions
Common Transitional Words and Phrases
Summary/Conclusion
finally, in the end, in short, in a word, on the whole, thus, to
conclude, to summarize
Time
after, afterward, at last, before, currently, during, earlier,
immediately, later, meanwhile, now, recently, simultaneously,
then
Use Transitions
No transitions
Part of Carlsbad Caverns National Park in New Mexico,
Lechuguilla Cave is the world’s fifth longest cave known to exist,
and the deepest in the continental United States. It is so deep
that inside there are five separate geologic layers. It is famous for
its rare speleothems. Living inside the cave are rare, rock-eating
bacteria. The cave is in pristine condition. The National Park
Service limits access to protect the cave.
Use Transitions
Transitions
Part of Carlsbad Caverns National Park in New Mexico,
Lechuguilla Cave is the world’s fifth longest cave known to exist,
and the deepest in the continental United States. In fact, it is so
deep that inside there are five separate geologic layers. It is also
famous for its rare speleothems. Furthermore, living inside the
cave are rare, rock-eating bacteria. The cave is in pristine
condition; therefore, the National Park Service limits access to
protect the cave.
Repeat or Restate Key Words or
Phrases
Troglobites are cave-dwelling creatures.
Key words and phrases
These creatures have evolved to survive in the most extreme of
conditions.
Pronouns
Most of them have no eyes or skin pigmentation because these
features are unnecessary in total darkness.
Repeat or Restate Key Words or
Phrases
Summary words
Other adaptations they have developed include lengthy legs and
spiked feet that help them crawl on slick rocks; special sensory
equipment and enhanced nervous systems that give them
greater sensitivity to smells, tastes, vibrations, and changes in
pressure and temperature; and a remarkably slow metabolism
that allows them to survive extended periods of time without
sustenance.
How Do You Write Coherent
Documents?
• Use overviews to introduce readers to your
document.
• Use headings to show the organization of
your document.
• Use lists effectively.
Use Overviews to Introduce Readers
to Your Document
The three kinds of overviews:
• overviews that introduce the types of
information in the document
• overviews that identify the specific sections
of the text
• overviews that tell readers how to use the
document
Overviews That Introduce the Types
of Information in the Document
This brochure will help you understand:
•the cause and symptoms of West Nile Virus, and
•the methods for preventing and treating it.
Overviews That Identify the Specific
Sections of the Text
The instruction manual for rehab aides is divided into these
sections:
• “Section 1: Daily Duties” includes tasks performed daily such
as updating the treatment board, coordinating patient
admissions, gathering paperwork for patients, and assisting
the therapist.
• “Section 2: Weekly Duties” describes tasks performed
weekly, including auditing medical records, inputting therapy
minutes, creating a report, and presenting the report at a
case conference.
• “Section 3: Monthly Duties” details the complex procedure
for billing patients.
Overviews That Tell Readers How to
Use the Document
This newsletter provides resources for patients suffering from
terminal illness and their relatives and friends. Articles intended
for patients appear on the front, and articles intended for
relatives and friends appear on the back.
Use Headings to Show the
Organization of Your Document
Document without Headings
•Readers cannot tell easily if
the document contains the
information they need because
they have little sense of its
organization and scope.
•Readers cannot locate specific
information in the document or
in specific sections quickly
without cues.
•Readers must process the
information from top to bottom.
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Use Headings to Show the
Organization of Your Document
Document with Headings
• Readers better understand the
organization and scope of the
document, helping them
determine whether the
document contains the
information they need.
• Readers can quickly scan to locate
specific information they need
in the document and in
specific sections using headings
as cues.
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Use Lists Effectively
Sentence without a List
Sentence with a List
To log into Medisoft, doubleclick the Medisoft icon on the
desktop to get to the User Login window, type the Log-in
Name provided to you at
orientation in the blank and
press the Tab key, type your
Password provided in the
blank, and click OK.
To log into Medisoft:
1.Double-click the Medisoft
icon on the desktop to get to
the User Log-in window.
2.Type the Log-in Name
provided to you at orientation
in the blank and press the Tab
key.
3.Type the Password provided
in the blank.
4.Click OK.
Questions?