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Professional Writing Refresher

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Title: Professional Writing Refresher


1
Professional Writing Refresher
  • A Public Service Workshops Programworkshop for
    PST Unit employees

2
Module 1 Foundation
  • Identify the actor and action in a sentence
  • Write complete and active sentences
  • Write sentences with introductory words and word
    groups
  • Write clear statements, commands, and questions

3
Module 1 FoundationSentencesSubjects and
Predicates
  • All sentences have two parts
  • Subject - topic of a sentence
  • Predicate - what is told about the subject

4
Module 1 FoundationSentencesSubjects and
Predicates
  • Example
  • The piston warped in the engine block.

5
Module 1 FoundationSentencesAction Statements
  • Example
  • The piston warped in the engine block.

6
Module 1 FoundationSentencesExercise 1.1
  • Example
  • Cars move in and out of the facility.
  • Who or what is being written about?
  • What does the subject do or has done?

Cars
move in and out of the facility
7
Module 1 FoundationSentencesCondition
Statements
  • When the predicate tells what condition the
    subject is, was, or will be in.
  • The condition can be logically matched with the
    subject.

8
Module 1 FoundationSentencesCondition
Statements
  • Example
  • The piston warped in the engine block.

Logically matched warped piston
9
Module 1 FoundationSentencesExercise 1.2
  • Example
  • The transmission case lost its fluid.
  • Who or what is being written about?
  • What is the condition of the subject?

transmission case
lost (?)
Not logically matched lost transmission case
10
Module 1 FoundationSentencesExercise 1.2
  • Example, cont.
  • The transmission case was empty.
  • Who or what is being written about?
  • What is the condition of the subject?

transmission case
empty
Logically matched empty transmission case
11
Module 1 Structure
  • Identify and write direct object sentences
  • Identify phrases
  • Identify verb phrases
  • Identify and write prepositional phrases

12
Module 1 StructureDirect Objects
  • The direct object of a sentence answers the
    question what about a verb and its subject
  • What received the subject/verb action?
  • What resulted from the subject/verb action?

13
Module 1 StructureDirect Objects
  • Example
  • The technician built a transmission.
  • Who or what is being written about?
  • What action did the subject perform?
  • What was the outcome or result?

The technician (subject)
built (verb)
transmission (direct object)
14
Module 1 StructureDirect ObjectsDirect Object
Pattern
  • The most important pattern in business
    documentation and reports.
  • SUBJECT ACTION VERB DIRECT OBJECT

Keep your sentences simple and active
15
Module 1 StructureDirect ObjectsDirect Object
Pattern
  • Example
  • The technician soldered the wire.

(S) technician (V) soldered (DO) wire
16
Module 1 StructureDirect ObjectsExercise 2.1
  • Example
  • The catalog listed the required parts.
  • Who or what is being written about?
  • What action did the subject perform?
  • What was the outcome or result?

The catalog (subject)
listed (verb)
parts (direct object)
17
Module 1 StructurePhrases
  • A meaningful group of words that does not contain
    a subject and a predicate.
  • Verb phrases
  • Prepositional phrases
  • The most important types of phrases to consider
    when writing business documentation and reports.

18
Module 1 StructurePhrasesVerb Phrases
  • Contain one or more helping verbs in addition to
    the action verb.
  • Helping verbs add meaning to other verbs.

19
Module 1 StructurePhrasesVerb Phrases
  • Example
  • The technician had soldered the wire.

Verb phrase had soldered
20
Module 1 StructurePhrasesExercise 2.2
  • Example
  • The technician moved the alternator.
  • What is the action?
  • What helps the verb indicate time, intent, etc?

moved (verb)
?? (no helping verb)
21
Module 1 StructurePhrasesPrepositional Phrases
  • Contain a preposition and a noun or pronoun that
    is the object of the preposition.
  • Prepositional phrases are fragments that usually
    do not stand alone.

22
Module 1 StructurePhrasesPrepositional Phrases
  • Example
  • The car idled for 20 minutes.

Prepositional phrase for 20 minutes
23
Module 1 StructurePhrasesExercise 2.3
  • Example
  • The transistor was damaged in the test.
  • What is the action?
  • What phrase gives the action relation?

damaged (verb)
in the test (prepositional phrase)
24
Module 2 Action
  • Edit sentences for verb problems
  • Identify and use correct verb tense
  • Write simple active sentences

25
Module 2 ActionPlain Language
  • Good business reports are written in clear,
    deliberate, and concise language.
  • The active verb is at the heart of this writing.

26
Module 2 Action Plain Language
  • An active verb allows the subject of a sentence
    to act (rather than the subject being acted
    upon).
  • Example
  • David Cone pitched a perfect game.

27
Module 2 Action Active Voice
  • When you write in an active voice, you use active
    verbs.
  • The subjects of your sentences perform the
    actions expressed in the active verbs.

28
Module 2 Action Passive Voice
  • When you write in a passive voice, you use
    passive verbs.
  • The subjects of your sentences receive the
    actions expressed in the verbs.

29
Module 2 Action Active and Passive Voice
  • Examples
  • (Active) The technician soldered the wire.
  • (Passive) The wire was soldered by the
    technician.
  • (Active) Quality analysts have completed hours of
    training.
  • (Passive) Hours of training were completed by the
    quality analysts.

30
Module 2 Action Changing Passive to Active
  • Start with by the
  • Example
  • The manual is being read by most of the
    technicians.

Most of the technicians
are reading
the manual.
31
Module 2 Action Verb Problems
  • The verb is the heart of the active, clear,
    concise sentence.
  • Incorrect verb tense can bog down the reader or
    change the meaning of a sentence.

32
Module 2 Action Verb Problems
  • Tense indicates time distinctions.
  • Past Present Future
  • closed closes/closing will close
  • fixed fixes/fixing shall fix
  • increased increases/increasing will
    increase

33
Module 2 Action Verb ProblemsExercise 3.1
  • Example
  • When the technician removes the cable, the
    connector cracked.
  • What is the tense of the first verb?
  • What is the tense of the second verb?

removes (present)
cracked (past)
34
Module 2 Action Awkward Sentences
  • Reasons for awkward sentences
  • No noun/verb agreement
  • Passive voice
  • Tense problems

35
Module 2 Action Awkward SentencesExercise 3.2
  • Example
  • It is believed that each and every technician
    will complete the training over the course of the
    month.

All technicians
Each and every technician
will complete
the training
this month.
36
Module 3 Observations
  • Identify subjective observations
  • Identify objective observations
  • Write object observations

37
Module 3 ObservationsPerspective
  • Five types of writing
  • Persuasive
  • Creative
  • Expressive
  • Expository
  • Professional (Business and Technical)

38
Module 3 ObservationsPerspectiveProfessional
Writing
  • A specialized type of writing.
  • Conveys specific information about a subject to a
    specific audience for a specific purpose.
  • Objectivity is the difference.

39
Module 3 ObservationsMaking Observations
  • Recognizing and noting facts and occurrences
  • Relating with detail
  • Must be verifiable or testable

Business reports have to be detailed, verifiable,
and objective
40
Module 3 ObservationsSubjectivity
  • Personal impressions
  • Speculations
  • Judgments
  • Feelings
  • Examples
  • In my opinion, the process failed because
  • I feel the component is poorly designed.

41
Module 3 ObservationsSubjectivity
Recommendations
  • Draw conclusions and make recommendations of
    action.
  • Makes objectivity difficult to maintain
  • Based on what the author knows, thinks, and feels
    about the subject

Most business reports DO NOT contain
recommendations.
42
Module 3 ObservationsObjectivity
  • Objective reports do not contain
  • Opinion, judgment, speculation
  • Evaluations that cannot be tested or verified
  • Objective report do contain
  • Descriptions of how something works (it does or
    it doesnt)
  • Descriptions of how something happened.

43
Module 3 ObservationObjectivityExercise 5.1
  • Example
  • The superior performance of the generic part
    indicates we spend too much on brand-name parts.

The generic parts
performed
better than
the brand-name parts.
The generic
parts are less expensive than the brand-name
parts.
44
Module 3 Descriptions
  • Write an object description
  • Write a process description
  • Identify simple and complex descriptions
  • Write an explanation

45
Module 3 DescriptionsTwo Types
  • Simple a category of objects or processes
  • (cars, engines, sawing)
  • Specific a specific object
  • (Jetta, 4-cylinder, manual sawing)

46
Module 3 DescriptionsDescribing Objects
  • Details about
  • design
  • function (of parts and the whole)

47
Module 3 DescriptionsDescribing
ObjectsDimensions
  • Units of measure
  • Allow the reader to create a mental image
  • Examples
  • length, width, height, depth, thickness,
    diameter, area, volume, and capacity.

48
Module 3 DescriptionsDescribing Processes
  • How something works
  • How an outcome occurred
  • Describing actions, not parts
  • Not describing how to do something

49
Module 3 DescriptionsSimple Descriptions
  • Four steps
  • Definition
  • General shape/size
  • Material
  • Dimensions

50
Module 3 DescriptionsExplanations
  • State the purpose of each functional part of and
    object
  • Three steps
  • Define the object
  • Describe the object
  • Explain how it works
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