AIR%20FORCE%20EFFECTIVE%20WRITING

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AIR FORCE EFFECTIVE WRITING
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AF Effective Writing

• Writing Fundamentals
• Writing Philosophy
• Recipe for Effective Writing
• Writing as a Process
• Planning Stage
• Drafting Stage
• Common Errors

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Philosophy

• Writing effectively is an
• important leadership skill that can be improved
  through practice.

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Philosophy

• Writing effectively is an
• important leadership skill that can be improved
  through practice.

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Philosophy

• Writing effectively is an
• important leadership skill that can be improved
  through practice.

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Recipe for Success
EFFECTIVE WRITING TAKES FOCUS
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Recipe for Success
F Focused O Organized C Clear
U Understood/Appropriate S Supported
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Recipe for Success
1 FOCUSEDAddress the issue, the whole issue,
and nothing but the issue.
Answer the burning questions a reader may have.
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Recipe for Success
2 ORGANIZEDOrganize your writing so the
readercan effectively follow the argumentor
point your trying to getacross.
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Recipe for Success
3 CLEARWrite clearly. Make every word
count.
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Recipe for Success
4 UNDERSTOOD/APPROPRIATEUnderstand your
readers and theirneeds. Understand the
readersexpectations of you. Give them
appropriate material.
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Recipe for Success
5 SUPPORTEDAdequately support your
positionwith relevant information.
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Recipe for Success
FOCUS will give you results
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Planning to write

• Planning Stage includes
• Analyzing purpose
• Analyzing audience
• Organizing
• Outlining

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Analyze your Purpose

• Multiple purposes
• to direct, to inform, to persuade, or to inspire
• In all situations, get clear on your purpose,
  then communicate it clearly!

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Analyze your Audience

• At AFROTC
• Level of formality? (point of view, tone)
• Appropriate amount/quality of support?
• Other expectations? (page length, format)
• In your job
• Background, education and rank?
• Existing beliefs, views and attitude?
• What expectations (if any) do they have of you?

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Audience ExpectationsPoint of View (POV)

• 1st person and 2nd person narrative
• Uses the pronoun I to denote the writer
• Uses the pronoun you to denote the reader
• Common in informal writing (e-mails, memos)
• 3rd person narrative
• Uses he/she or they to denote who is written
  about
• Common in formal or academic writing
• At AFROTC
• Requirements 1 2 PPOV required five places
• Purpose Statement, Overview, two Topic
  Sentence(s) and Closure Statement

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Organizing

• Pick organizational pattern
• Topical
• Chronological
• Spatial or Geographical
• Reason (Position/ Support)
• Cause/effect
• Problem/solution

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Organizing

• Get your information together
• Brainstorm
• Research
• Personal experience
• Talk to the experts

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Outlining

• Outline Information
• Introduction
• Body
• Conclusion

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Outlining

• Arrange concepts/material visually
• Show flow of main points or logic
• Ensure nothing is left out
• Format/level of detail may vary
• Rework as needed

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Drafting

• Writing structure
• Editing/Rewriting

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DraftingWriting Sentences and Paragraphs

• Focus on writing structure
• Introduction
• Purpose Statement
• Overview
• Body
• Main Points
• Conclusion
• Closure Statement
• POC Information

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Drafting the Introduction

• Purpose Statement (PS)
• Specifically states purpose
• Sets tone or theme
• Overview (OV)
• Clearly presents main points
• Previews paragraph sequence
• Ties main points to purpose

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Drafting the Body

• The body
• ...typically consists of one or more paragraphs
• addresses main points in same order as overview
• Things to consider
• Paragraph construction
• Transitions

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Drafting the BodyParagraph Construction

• Each paragraph should have one main point,
  captured in a Topic Sentence (TS)
• TS should be the first sentence of the paragraph
• Use key words from the Overview
• Supporting Ideas (SI)
• Prove, clarify, illustrate, develop main
  point
• Provide specifics to support a generality

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Drafting the Body Functions Of Transitions

• External transitions (ET) are typically
• phrases or sentences located at the end of a
  paragraph
• designed to guide reader between paragraphs

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Example External Transition

• Project CARE proved successful for a variety of
  reasons. The project enabled the base population
  to identify much-needed work in the local
  community. Project CARE team leaders matched
  these needs with base residents having the right
  skills to lead team members and complete specific
  projects. Although our project provided benefits
  to the local community, the project was not
  without cost.
• A large factor in any project is cost. The
  material to support the project

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Drafting the Body Functions Of Transitions

• Internal transitions (IT) are typically
• words showing relationship between ideas
• designed to guide reader within paragraphs and
  sentences
• use as needed to enhance flow of paragraph
• do not overuse internal transitions in a 1-page
  letter

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Example Internal Transition

• A good, solid paragraph has two to three
  distinct parts a main idea, support ideas and
  transitions. First, the main idea should be
  specific and be found in the topic sentence.
  Next, you must remember to properly back your
  main idea through development of supporting
  ideas. Finally, use transitions, both internal
  and external, as necessary to ensure your
  paragraph flows smoothly.

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Chronological or sequential first second...
third... meanwhile later afterwards finally
Spatial next to in front of beside between behi
nd to the left/right
Logical however furthermore as a
result because in fact yet
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Drafting the Conclusion

• Closure Statement (CL)
• Relates back to purpose
• Give sense of completeness
• POC Information
• Rank, Name, Duty Title and Phone Number

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The first rule of editingEdit with fresh eyes
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Rewriting and Editing

• When time permits, rewrite/edit in multiple steps
• Big picture and flow
• Paragraph structure
• Sentences, phrases, and words
• Always edit, but tailor process to time allotted

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Common Errors in Writing

• Word Doubling
• Extra Sentences/Phrases
• Incorrect Word Choice
• Passive Voice

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Word Doubling

• Dont use word pairs unless both add
  significant value
• Draft We must comply with the standards and
  criteria for controlling and reducing
  environmental pollution
• Better We must comply with the standards for
  reducing environmental pollution

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Extra Sentences /Phrases

• Each sentence should support your claim
• Keep yourself and your reader focused (Answer
  nothing but the question)
• Avoid unnecessary words or expressions
• Using big words when small ones work
• circumvent vs. avoid
• Using big phrases when single words work
• for the purpose of vs. to

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Incorrect Word Choices ref The Tongue and Quill

• Easily Confused Words (TQ p.44)
• than/then
• accept/except
• there/their/theyre
• its/its
• Subject-Verb Agreement (TQ p.75)
• plural subjects take plural verbs
• Pronoun reference (TQ p.77)
• its versus their

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Passive vs Active Voice

• Passive voice is sometimes appropriate
• Tolerated, sometimes expected, (mostly in formal
  writing)
• Sometimes used to soften bad news, or when the
  actor is unknown, unimportant or better left
  unnamed
• If unsure, ask your instructor for guidance
• The need for formality is not an excuse for
  muddy, unclear writing
• Formal writing can still be clear

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Keep in mind...

• Write in plain English
• Vary sentence and paragraph structure for
  emphasis
• Repeat key words for emphasis
• Be concise, but support main ideas
• Write logically

When in doubt, ask your instructor for guidance
on specific assignments!
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and remember

• Writing is important!
• Its hard work.
• There are no short cuts.
• Everyone can improve and will improve with
  practice.
• Resources are available to help.

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Summary

• Writing Fundamentals
• Writing Philosophy
• Recipe for Effective Writing
• Writing as a Process
• Planning Stage
• Drafting Stage
• Common Errors

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It is not good to know more unless we do more
with what we already know. R.K. Bergethon