Workplace Writing Style Review

1
Workplace Writing Style Review
2
Find the Exact Word

• Dont replace technically precise words with
  vague, general words. Dont replace central
  processing unit with a part that makes the
  computer run.
• Dont use technical words if the text can be
  simplified. Dont use Acoustically attenuate
  the food consumption area. Use Soundproof the
  cafeteria.
• Dont use three syllables when one will do.
  Generally use less aggregate total or
  endeavor effort or try.

3
Find the Exact Word (cont.)

• Choose words you hear and use in everyday
  speaking words that are universally familiar.
• However, if a complex word can sharpen your
  meaning and replace several simpler words, use
  it.
• Not Six rectangular grooves around the outside
  edge of the steel plate are needed for the
  pressure clamps to fit into.
• Instead Six rectangular grooves on the steel
  plate perimeter accommodate the pressure clamps.

4
Be Specific and Concrete

• The more specific the word, the clearer the
  meaning
• General Structure
• Dwelling
• Vacation home
• Log cabin
• Log cabin in Tennessee
• Specific Three-room log cabin in
• Monteagle
  
  
  

5
Be Specific and Concrete (cont.)

• Informative writing tells and shows.
• General One of our workers was injured by a
  piece of equipment recently.
• Specific Alan Hill suffered a broken thumb
  while working on a lathe yesterday.
• Even words listed as synonyms can carry different
  shades of meaning. Be precise. The words
  slender or slim mean the same as lean or
  scrawny but choosing the wrong word could be
  disastrous.

6
Writing for Conciseness

• Every word should advance meaning. Concise
  writing delivers the most meaning in the fewest
  words without omitting words necessary for
  clarity.
• Dont be wordy
• At a rapid rate rapidly
• Readily apparent obvious
• Aware of the fact that know
• Eliminate redundancy
• A dead corpse
• Basic essentials
• End result
• http//home.comcast.net/garbl/stylemanual/redunda
  nt.htm

7
Conciseness (cont.)

• Avoid opening the sentence with there.
• Not There is a coaxial cable connecting the
  antenna to the receiver.
• Use A coaxial cable connects the antenna to
  the receiver.
• Do not begin with it unless necessary to relate
  to the previous sentence.
• Not It is necessary to complete both sides of
  the form.
• Use Please complete both sides of the form.

8
Conciseness (cont.)

• Avoid needless to be constructions.
• Not Your product seems to be superior.
• Use Your product is superior.
• Avoid excessive prepositional phrases
• In the near future soon
• At the present time now
• In the course of during

9
Conciseness (cont.)

• Avoid nouns manufactured from verbs
  (nominalizations)
• Conduct an investigation of investigate
• Provide a description of describe
• Make a discovery of discover
• Clean out the clutter words such as very,
  actually, really, somewhat.
• Use the positive rather than the negative
• Did not prevent allowed
• Not absent present

10
Jargon, Acronyms, and Euphemisms

• Every profession has its shorthand and economical
  ways to communicate. In medicine stat means
  drop everything and deal with this emergency.
• Avoid useless jargon. Dont replace cooperate
  with interface.
• Jargon sounds pretentious.
• Not Unless all parties interface
  synchronously within given parameters, the
  project will be rendered inoperative.
• Say Unless we coordinate our efforts, the
  project will fail.

11
Jargon (cont.)

• Acronyms are formed from the first letters of a
  phrase. URL is Uniform Resource Locator.
  These can be helpful, but ONLY if the audience
  knows their meaning. The first time the acronym
  is used, the entire phrase should be written out.
• Avoid words that are trite or worn out from
  overuse such as hard as a rock or over the
  hill.
• Euphemisms are an attempt to make an unpleasant
  subject less offensive. People pass away
  rather than die. When a euphemism becomes
  deceptive, it is unethical. The language loses
  all meaning when mistakes become teachable
  moments and when instead of wars and civilian
  casualties, we have conflicts and collateral
  damage.

12
Fluency

• Fluent sentences are easy to read because they
  contain clear connections and emphasis.
• Combine a series of short disconnected sentences
  into a clear concise sentence.
• Not Jogging can be healthful. You need the
  right equipment. Most necessary are well-fitting
  shoes. Without this equipment you take the
  chance of injuring your legs. Your knees are
  especially prone to injury.
• Use Jogging can be healthful if you have the
  right equipment. Shoes that fit well prevent
  injury to your legs, especially your knees.

13
Fluency (cont.)

• The way sentences are combined will change the
  emphasis of the content! Make sure the
  relationship of the ides is clear.
• Use active voice verbs whenever possible.
• Use subject-verb sentence structure.

14
Format for Paper

• Size 12 Times New Roman font
• Title Page that includes a running head (1st 1-2
  words of your title and the page number in the
  upper right hand corner), title, your name, class
  and instructor, and date (centered)
• Body of paper should include a running head,
  headings, and visuals.
• References (if used) on a separate page in APA
  documentation style