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