AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy...

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AIR FORCE EFFECTIVE WRITING

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Transcript of AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy...

Page 1: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

AIR FORCE EFFECTIVE WRITING

Page 2: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

AF Effective WritingAF Effective Writing

Writing Fundamentals– Writing Philosophy– Recipe for Effective Writing

Writing as a Process– Planning Stage– Drafting Stage– Common Errors

Page 3: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

PhilosophyPhilosophy

Writing effectively is an

important leadership skill that can be improved through practice.

Page 4: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

PhilosophyPhilosophy

Writing effectively is an

important leadership skill that can be improved through practice.

Page 5: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

PhilosophyPhilosophy

Writing effectively is an

important leadership skill that can be improved through practice.

Page 6: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

EFFECTIVE WRITING

TAKES

FOCUS

Page 7: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

F = Focused

O = Organized

C = Clear

U = Understood/Appropriate

S = Supported

Page 8: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

#1: FOCUSED

Address the issue, the whole issue,

and nothing but the issue.

Answer the burning

questions a reader may have.

Page 9: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

#2: ORGANIZED

Organize your writing so the reader

can effectively follow the argument

or point your trying to get

across.

Page 10: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

#3: CLEAR

Write clearly. Make every

word count.

Page 11: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

#4: UNDERSTOOD/APPROPRIATE

Understand your readers and their

needs. Understand the reader’s

expectations of you. Give

them appropriate material.

Page 12: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

AFOATSCAMS

1 Class

#5: SUPPORTED

Adequately support your position

with relevant information.

Page 13: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Recipe for Success Recipe for Success

FOCUS will give you results…

Page 14: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Planning to writePlanning to write

Planning Stage includes:– Analyzing purpose– Analyzing audience– Organizing – Outlining

Page 15: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Analyze your PurposeAnalyze 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!

Page 16: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Analyze your AudienceAnalyze 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?

Page 17: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Audience Expectations:Audience Expectations:Point of View (POV)Point 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

Page 18: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

OrganizingOrganizing

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

Page 19: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

OrganizingOrganizing

Get your information together– Brainstorm– Research– Personal experience– Talk to the “experts”

Page 20: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

OutliningOutlining

Outline Information

– Introduction

– Body

– Conclusion

Page 21: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

OutliningOutlining

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

Page 22: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

DraftingDrafting

Writing structure

Editing/Rewriting

Page 23: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Drafting:Drafting:Writing Sentences and ParagraphsWriting Sentences and Paragraphs

Focus on writing structure:– Introduction

• Purpose Statement• Overview

– Body• Main Points

– Conclusion• Closure Statement• POC Information

Page 24: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Drafting the IntroductionDrafting 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

Page 25: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Drafting the BodyDrafting 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

Page 26: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Drafting the Body:Drafting the Body:

Paragraph ConstructionParagraph 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

Page 27: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

External transitions (ET) are typically– phrases or sentences located at the end of a

paragraph– designed to guide reader between paragraphs

Drafting the Body:Drafting the Body:

Functions Of TransitionsFunctions Of Transitions

Page 28: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

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…

Example: External TransitionExample: External Transition

Page 29: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

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

Drafting the Body:Drafting the Body:

Functions Of TransitionsFunctions Of Transitions

Page 30: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

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.

Example: Internal TransitionExample: Internal Transition

Page 31: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Chronological or sequential

first… second... third...

meanwhile

later

afterwards

finally

Spatial

next to

in front of

beside

between

behind

to the left/right

Logical

however

furthermore

as a result

because

in fact

yet

Page 32: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Drafting the ConclusionDrafting the Conclusion

Closure Statement (CL)– Relates back to purpose– Give sense of completeness

POC Information– Rank, Name, Duty Title and Phone Number

Page 33: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

The first rule of editing…The first rule of editing…Edit with “fresh eyes”Edit with “fresh eyes”

Page 34: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Rewriting and EditingRewriting 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

Page 35: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Common Errors in WritingCommon Errors in Writing

Word Doubling Extra Sentences/Phrases Incorrect Word Choice Passive Voice

Page 36: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Don’t 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”

Word DoublingWord Doubling

Page 37: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

““Extra” Sentences /PhrasesExtra” 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

Page 38: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Incorrect Word ChoicesIncorrect Word Choices ref: The Tongue and Quillref: The Tongue and Quill

Easily Confused Words (T&Q p.44)– than/then– accept/except– there/their/they’re– its/it’s

Subject-Verb Agreement (T&Q p.75)– plural subjects take plural verbs

Pronoun reference (T&Q p.77)– “its” versus “their”

Page 39: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Passive vs Active VoicePassive 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 guidanceThe need for formality is not an excuse

for muddy, unclear writing– Formal writing can still be clear

Page 40: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

Keep in mind...

Write in plain EnglishVary sentence and paragraph

structure for emphasisRepeat key words for emphasisBe concise, but support main ideasWrite logically

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

Page 41: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

… and remember

Writing is important!

It’s hard work.

There are no short cuts.

Everyone can improve and will improve with practice.

Resources are available to help.

Page 42: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

SummarySummary

Writing Fundamentals– Writing Philosophy– Recipe for Effective Writing

Writing as a Process– Planning Stage– Drafting Stage– Common Errors

Page 43: AIR FORCE EFFECTIVE WRITING. AF Effective Writing Writing Fundamentals –Writing Philosophy –Recipe for Effective Writing Writing as a Process –Planning.

“It is not good to know more unless we do more

with what we already know.”

~ R.K. Bergethon


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