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Effective Writing and Communication Tutorial

Jul 23, 2024

Effective Writing and Communication Tutorial

Introduction

  • Focus: Communication, challenges in written communication, principles of effective writing
  • Main reference: On Writing Well by William Zins
  • Supporting resources: Book discussion by Betty Miles Holman, and book review by Trent Hamm

Communication Basics

  • Communication models (since 1960s): Sender, receiver, message, feedback loop
  • Face-to-face: Verbal and nonverbal feedback for message adjustment
  • Written communication lacks feedback; needs to be clear and simple
  • Writing is critical, especially in a geographically dislocated world

Basic Word Types

  • Noun: Identifies a class of people, places, or things
  • Verb: Describes an action, state, or occurrence
  • Adverb: Modifies/qualifies an adjective, verb, or phrase
  • Adjective: Names an attribute added to a noun
  • Pronoun: Substitutes for nouns with a general reference
  • Example sentence: "The busy children worked diligently until they went to the canteen for lunch."

Principles of Effective Writing

  1. Simplicity

    • Strip sentences to the cleanest components
    • Use words that contribute to the message
    • Avoid complex words when simple ones suffice
    • Ask: "What am I trying to say?"
    • Example: WWII blackout order simplified by Theodore Roosevelt
  2. Avoid Clutter

    • Most adverbs and adjectives are unnecessary
    • Remove small, unnecessary words
    • Examples:
      • "At the present time we are experiencing precipitation" → "It is raining"
      • "The old man smiled happily as he looked up at the tall skyscraper" → "The old man smiled as he looked at the skyscraper"
    • Prune clutter ruthlessly
  3. Develop Your Own Style

    • Reduce style to bare essentials
    • Be careful with punctuation; misuse can change meaning
    • Avoid overstating situations
    • Reflect gender-neutral ownership
    • Keep sentences and paragraphs short and on point
  4. Deliberate Use of Words

    • Improve vocabulary and word choice
    • Prefer active verbs over passive verbs
    • Examples:
      • Active: "The man must have eaten five hamburgers"
      • Passive: "Five hamburgers must have been eaten by the man"
    • Read sentences aloud to check clarity
  5. Unity

    • All sentences should contribute to a single main idea
    • Ask questions to test unity:
      • Does the paragraph have the right tone, level, and style?
      • Consistent perspective and tense?
      • Attitude conveyed as intended?
    • Plan paragraphs around central ideas

Structure and Process for Effective Writing

  • Planning

    • Central theme/key idea
    • Supporting ideas for logical progression
    • Use paragraphs to capture single trains of thought
    • Lead paragraph: Introduce topic and get attention
    • Ending: Present all facts and leave a final thought
    • Topic sentence: Overview of the paragraph
    • Concluding sentence: Tie evidence together and provide a bridge to next paragraph
  • Reviewing

    • Simplify, prune, and strive for order
    • Self-review: Read aloud, check flow and clarity, prune unnecessary words
    • Rewriting is essential
    • External review: Peer/supervisor for feedback on clarity and simplicity
    • Use comments and highlighters for feedback and suggestions
    • Sensitivity in offering feedback

Conclusion

  • Writing is a critical skill that requires practice
  • Principles to remember: Keep it simple, avoid clutter, develop style, be deliberate, and ensure unity
  • Structure writing with clear paragraphs and logical progression
  • Review thoroughly with self and peer review