Post on 27-Mar-2015
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AIR FORCE EFFECTIVE WRITING
AF Effective WritingAF Effective Writing
Writing Fundamentals– Writing Philosophy– Recipe for Effective Writing
Writing as a Process– Planning Stage– Drafting Stage– Common Errors
PhilosophyPhilosophy
Writing effectively is an
important leadership skill that can be improved through practice.
PhilosophyPhilosophy
Writing effectively is an
important leadership skill that can be improved through practice.
PhilosophyPhilosophy
Writing effectively is an
important leadership skill that can be improved through practice.
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
EFFECTIVE WRITING
TAKES
FOCUS
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
F = Focused
O = Organized
C = Clear
U = Understood/Appropriate
S = Supported
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
#1: FOCUSED
Address the issue, the whole issue,
and nothing but the issue.
Answer the burning
questions a reader may have.
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
#2: ORGANIZED
Organize your writing so the reader
can effectively follow the argument
or point your trying to get
across.
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
#3: CLEAR
Write clearly. Make every
word count.
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
#4: UNDERSTOOD/APPROPRIATE
Understand your readers and their
needs. Understand the reader’s
expectations of you. Give
them appropriate material.
Recipe for Success Recipe for Success
AFOATSCAMS
1 Class
#5: SUPPORTED
Adequately support your position
with relevant information.
Recipe for Success Recipe for Success
FOCUS will give you results…
Planning to writePlanning to write
Planning Stage includes:– Analyzing purpose– Analyzing audience– Organizing – Outlining
Analyze your PurposeAnalyze your Purpose
Multiple purposes:– to direct, to inform, to persuade, or to inspire
In all situations, get clear on your purpose, then communicate it clearly!
Analyze your AudienceAnalyze your Audience
At AFROTC:– Level of formality? (point of view, tone)– Appropriate amount/quality of support?– Other expectations? (page length, format)
In your job:– Background, education and rank?– Existing beliefs, views and attitude?– What expectations (if any) do they have of
you?
Audience Expectations:Audience Expectations:Point of View (POV)Point of View (POV)
1st person and 2nd person narrative: – Uses the pronoun “I” to denote the writer– Uses the pronoun “you” to denote the reader– Common in informal writing (e-mails, memos)
3rd person narrative:– Uses “he/she” or “they” to denote who is written about– Common in formal or academic writing
At AFROTC:– Requirements: 1 & 2 PPOV required five places
• Purpose Statement, Overview, two Topic Sentence(s) and Closure Statement
OrganizingOrganizing
Pick organizational pattern– Topical– Chronological– Spatial or Geographical– “Reason” (Position/ Support)– Cause/effect– Problem/solution
OrganizingOrganizing
Get your information together– Brainstorm– Research– Personal experience– Talk to the “experts”
OutliningOutlining
Outline Information
– Introduction
– Body
– Conclusion
OutliningOutlining
Arrange concepts/material visually – Show flow of main points or logic – Ensure nothing is left out
Format/level of detail may vary
Rework as needed
DraftingDrafting
Writing structure
Editing/Rewriting
Drafting:Drafting:Writing Sentences and ParagraphsWriting Sentences and Paragraphs
Focus on writing structure:– Introduction
• Purpose Statement• Overview
– Body• Main Points
– Conclusion• Closure Statement• POC Information
Drafting the IntroductionDrafting the Introduction
Purpose Statement (PS)– Specifically states purpose– Sets tone or theme
Overview (OV)– Clearly presents main points– Previews paragraph sequence– Ties main points to purpose
Drafting the BodyDrafting the Body
The body ...typically consists of one or more paragraphs
…addresses main points in same order as overview
Things to consider:– Paragraph construction – Transitions
Drafting the Body:Drafting the Body:
Paragraph ConstructionParagraph Construction
Each paragraph should have one main point, captured in a Topic Sentence (TS) – TS should be the first sentence of the paragraph
– Use key words from the Overview
Supporting Ideas (SI) – Prove, clarify, illustrate,
develop main point
– Provide specifics to support a generality
External transitions (ET) are typically– phrases or sentences located at the end of a
paragraph– designed to guide reader between paragraphs
Drafting the Body:Drafting the Body:
Functions Of TransitionsFunctions Of Transitions
Project CARE proved successful for a variety of reasons. The project enabled the base population to identify much-needed work in the local community…. Project CARE team leaders matched these needs with base residents having the right skills to lead team members and complete specific projects. Although our project provided benefits to the local community, the project was not without cost.
A large factor in any project is cost. The material to support the project…
Example: External TransitionExample: External Transition
Internal transitions (IT) are typically
– words showing relationship between ideas
– designed to guide reader within paragraphs and sentences
– use as needed to enhance flow of paragraph• do not overuse internal transitions in a
1-page letter
Drafting the Body:Drafting the Body:
Functions Of TransitionsFunctions Of Transitions
A good, solid paragraph has two to three distinct parts: a main idea, support ideas and transitions. First, the main idea should be specific and be found in the topic sentence. Next, you must remember to properly back your main idea through development of supporting ideas. Finally, use transitions, both internal and external, as necessary to ensure your paragraph flows smoothly.
Example: Internal TransitionExample: Internal Transition
Chronological or sequential
first… second... third...
meanwhile
later
afterwards
finally
Spatial
next to
in front of
beside
between
behind
to the left/right
Logical
however
furthermore
as a result
because
in fact
yet
Drafting the ConclusionDrafting the Conclusion
Closure Statement (CL)– Relates back to purpose– Give sense of completeness
POC Information– Rank, Name, Duty Title and Phone Number
The first rule of editing…The first rule of editing…Edit with “fresh eyes”Edit with “fresh eyes”
Rewriting and EditingRewriting and Editing
When time permits, rewrite/edit in multiple steps– Big picture and flow– Paragraph structure– Sentences, phrases, and words
Always edit, but tailor process to time allotted
Common Errors in WritingCommon Errors in Writing
Word Doubling Extra Sentences/Phrases Incorrect Word Choice Passive Voice
Don’t use word pairs unless both add significant value
Draft: “We must comply with the standards and criteria for controlling and reducing environmental pollution”
Better: “We must comply with the standards for reducing environmental pollution”
Word DoublingWord Doubling
““Extra” Sentences /PhrasesExtra” Sentences /Phrases
Each sentence should support your claim– Keep yourself and your reader focused
(“Answer nothing but the question…”)
Avoid unnecessary words or expressions – Using big words when small ones work
• circumvent vs. avoid
– Using big phrases when single words work• for the purpose of vs. to
Incorrect Word ChoicesIncorrect Word Choices ref: The Tongue and Quillref: The Tongue and Quill
Easily Confused Words (T&Q p.44)– than/then– accept/except– there/their/they’re– its/it’s
Subject-Verb Agreement (T&Q p.75)– plural subjects take plural verbs
Pronoun reference (T&Q p.77)– “its” versus “their”
Passive vs Active VoicePassive vs Active Voice
Passive voice is sometimes appropriate– Tolerated, sometimes expected, (mostly in
formal writing) – Sometimes used to soften bad news, or when
the “actor” is unknown, unimportant or better left unnamed
If unsure, ask your instructor for guidanceThe need for formality is not an excuse
for muddy, unclear writing– Formal writing can still be clear
Keep in mind...
Write in plain EnglishVary sentence and paragraph
structure for emphasisRepeat key words for emphasisBe concise, but support main ideasWrite logically
When in doubt, ask your instructor for guidance on specific assignments!
… and remember
Writing is important!
It’s hard work.
There are no short cuts.
Everyone can improve and will improve with practice.
Resources are available to help.
SummarySummary
Writing Fundamentals– Writing Philosophy– Recipe for Effective Writing
Writing as a Process– Planning Stage– Drafting Stage– Common Errors
“It is not good to know more unless we do more
with what we already know.”
~ R.K. Bergethon