Writing: Macro Issues

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Writing Macro Issues
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Objectives

• By the conclusion of this discussion you should
  be able to
• Design a document with high skim value (HATS)
• Use structural signposts to improve organization
  and flow
• Construct effective paragraphs

3
Document Design
High Skim Value

• High Skim Value (HATS)
• Headings
• Access
• Typography
• Spacing

4
Headings
High Skim Value

• Visually see structure
• Mirror image of table of contents/agenda
• All documents
• Show hierarchy

5
Access
High Skim Value

• Make important information easy to find
• Use typography to emphasize important points
• Use best means of communicating message
• Graphic
• Table
• Charts

6
Typography
High Skim Value

• Type face (font)
• Type size
• Type style
• Type alignment

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Spacing White Space
High Skim Value

• Avoid gray pages
• External
• Internal
• Benefits
• Provides visual relief
• Prevents reader fatigue
• Enhances reader friendliness
• Encourages reader to engage with content

8
Structural Signposts

• Throughout the document
• Back and forth references
• Section previews
• Document design techniques
• Opening/Closing
• Effective opening
• Agenda
• Effective closing

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Effective Paragraphs

• Topic sentence with body support
• Unity

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Effective Paragraphs
1 We cannot focus our attention on both ends of
the age spectrum. 2 In a recent survey,
two-thirds of the under-35 age group named
Collins as the first company that came to mind
for the category baby-food products. 3 For
more than 50 years we have spent millions of
dollars annually to identify our company as the
baby-food company, and market research shows that
we have been successful. 4 Last year, we
introduced Peas N Pears, our most successful
baby-food introduction ever. 5 To now seek to
position ourselves as a producer of food for
adults would simply be incongruous. 6 Our
well-defined image in the marketplace would make
producing food for adults risky.
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Effective Paragraphs
Effective Paragraphs

• Topic sentence with body support
• Unity
• Coherence
• Use transitions
• Use pronouns
• Repeat key words

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Effective Paragraphs
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Effective Paragraphs
Effective Paragraphs

• Topic sentence with body support
• Unity
• Coherence
• Parallel structure

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Not Parallel
Effective Paragraphs

• The new grade system of paper is lightweight,
  nonporous, and it is inexpensive.
• The training program will cover
• Vacation and sick leaves
• How to resolve grievances
• Managing your workstation
• One management consultant recommended either
  selling the childrens furniture division or its
  conversion into a childrens toy division.
• Jane is not only proficient in word processing,
  but also in desktop publishing.

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Effective Paragraphs
Effective Paragraphs

• Topic Sentence with body support
• Unity
• Coherence
• Parallel structure
• Paragraph length
• 60-80 words (one topic sentence and 3-4 support
  sentences)
• 6-8 sentences maximum

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Conclusion

• Use the HATS principle to improve the skim value
  of your written documents.
• Use an appropriate structural signpost to improve
  organization and flow of document.
• Write unified, coherent paragraphs utilizing
  parallel language and appropriate paragraph
  length.