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Writing 101 revisited

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Title: Writing 101 revisited


1
Writing 101 (revisited)
  • Patty McDaniels UTIA Marketing and Communications

2
Step 1 - Understand your audience.
  • Who are you writing for?
  • 4-H participants
  • Volunteers
  • Colleagues and administrators
  • Media
  • Other

3
Step 2 Identify the medium.
  • E-mail
  • Traditional letter or memo
  • Flyer or announcement
  • Newsletter
  • News article
  • Personal Column
  • Other

4
Step 3 Rough out your message.
  • Dont try to reinvent the wheel.
  • Follow a template or update an old file.
  • Sources include
  • The UT Extension Marketing Resources Web site
    http//www.agriculture.utk.edu/news/extension
  • (Choose newspapers under Working with
    Media)
  • The UTIA news releases site
  • http//agriculture.tennessee.edu/news/releases
  • The Web Packet site
  • http//agriculture.tennessee.edu/WebPacket

5
Step 4 (cont.) Rough out your message.
  • Who, what, where, when, how and why are the
    classic questions to address.
  • The order of these elements matters. Place the
    most important elements to communicate in the
    first paragraph.
  • Remaining elements should be included in their
    order of importance.
  • Remember to include standing messages tailored
    for specific audiences.

6
Step 5 Review and revise your message.
  • Review your work for content and grammar. Be
    brutal with yourself. Your readers will not
    tolerate bad prose. They dont have time for it.
  • For help with writing and grammar consult
    William Strunks The Elements of Style. This
    little book is a quick read, but deserves reading
    again and again. Online at http//www.write-better
    -english.com
  • Also try http//www.AskOxford.com

7
Step 5 (cont.) Review and revise your message.
  • Let the draft sit for a while, 24 hours if
    possible. Then read it again aloud.
  • Make whatever changes are necessary.

8
Step 6 Deliver your message.
  • Send your e-mail or submit your copy by FAX or
    snail mail. Follow the requested format for
    media or follow standard guidelines for
    correspondence.
  • Most media outlets accept only unformatted
    e-mail. Dont send attachments unless they
    expect them.
  • Be respectful of other news. Stories like the
    Virgnia Tech. tragedy deserve coverage first.

9
These tips can improve your writing regarding UT
and 4-H.
  • Identity UT Extension correctly.
  • First reference should read University of
    Tennessee Extension not the University of
    Tennessee Extension.
  • Unless its at the beginning of a sentence or in
    display copy, we are not The University of
    Tennessee.
  • Use UT Extension or simply Extension the
    next time the name is needed.

10
These tips can improve your writing regarding UT
and 4-H. (cont.)
  • Dont assume your readers are familiar with 4-H.
  • Use a standing message to identify your
    programs Davidson Co. 4-H delivers youth
    development programs throughout the county. 4-H
    is offered statewide to some 320,000 youth (watch
    out, this number can change!) as part of the
    outreach programs available through UT
    Extension.

11
These tips can improve your writing regarding UT
and 4-H. (cont.)
  • Write using active verbs not passive verbs.
  • okay
  • The ribbon was cut by 4-H volunteers.
  • better
  • 4-H volunteers cut the ribbon.

12
These tips can improve your writing regarding UT
and 4-H. (cont.)
  • Keep articles and e-mails short.
  • Say it in the media with pictures, when its
    possible and the photos are interesting!
  • Use Google or other Internet engines to
    research questions of style and grammar. Watch
    out for Wikipedia, and concentrate on sources
    that are familiar, especially Associated Press
    (AP) style.

13
Look or ask for help.
  • Writing well requires a lifelong pursuit of
    excellence.
  • Lots of sources are available online or at the
    bookstore or by picking up the phone.

14
Contact information
  • Patricia (Patty) Clark McDaniels
  • UTIA Marketing and Communications
  • (865) 974-7141
  • pclark_at_utk.edu
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