Communication - Writing 1

K I S S . . .

Communication - Writing 2

What Plain English is not . . .

Each application shall be supported by a comprehensive letter of explanation in duplicate. This letter shall set forth all the facts required to present to this office a complete itemization of the candidate’s capabilities and officer potential.

Communication - Writing 3

Instead . . .

You must send us the following:

• one copy of your application

• two copies of a letter explaining your skills and abilities

Communication - Writing 4

Plain English is effective

For you: Easier to write• takes less time to write• uses fewer words

For the Chain: Straightforward • less strain on the memory• takes less time to read• time spent on content vs. decipher

Communication - Writing 5

The Plain English Model

StyleOrganizationLayout

Communication - Writing 6

Style

Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions

To write a readable sentence . . .

Communication - Writing 7

Style

Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions

To write a readable sentence . . .BureaucraticSigns Betteranticipate expectclose proximity nearin lieu of instead oflimited number fewin the event that ifpermit letprior to beforeterminate stop

Communication - Writing 8

Style

Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions

To write a readable sentence . . .

using only periods is like speaking in monotone

Communication - Writing 9

Style

Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions

To write a readable sentence . . .

• More likely to use active voice• Easier to write • Removes artificiality• Engages the reader

Communication - Writing 10

Style

Write the way you talkUse ordinary wordsUse a variety of punctuationUse pronounsUse contractions

To write a readable sentence . . .

• More likely to use plain English• If you must, write contractions in the draft…then uncontract in the final.

Communication - Writing 11

Some rules are meant to be broken

Never begin a sentence with and or but.

Never end a sentence with a preposition.

Never split an infinitive.Never write a single

sentence paragraph.Never use pronouns.

BasicGrammar

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Some rules are meant to be broken

We must recognize that assuring naval access forward will remain a prerequisite . . .

But structuring the Naval Service to continue this contribution in the future . . .And improvements in networking and communications . . .

. . . permits effects-based planning to disrupt his operational design.

The next step is to clearly define the overarching Operational Concepts . . .

from Navy Strategic Planning Guidance April, 2000

Communication - Writing 13

The Plain English Model

StyleOrganizationLayout

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Organization

Up front . . . before the reasons whyTell what you found, not what you’ll

coverAsk for action earlyDon’t delay bad news

Make your point easy to find . . .

Communication - Writing 15

Organization

Up front . . . before the reasons whyTell what you found, not what you’ll

coverAsk for action earlyDon’t delay bad news

Make your point easy to find . . .

This POM-02 Training and Education BAM assesses the ability of Navy training and education to meet this responsibility. . . .

Communication - Writing 16

Organization

Up front . . . before the reasons whyTell what you found, not what you’ll

coverAsk for action earlyDon’t delay bad news

Make your point easy to find . . .

Over 80% of recruits tell us they plan to work on a college degree while in the Navy. . . . Our investment in education leads directly to attracting more of our country’s best and brightest . . .

Communication - Writing 17

Organization

Up front . . . before the reasons whyTell what you found, not what you’ll

coverAsk for action earlyDon’t delay bad news

Make your point easy to find . . .

Request your approval to transfer two billets from . . . to . . . to service as . . .

Communication - Writing 18

Organization

Up front . . . before the reasons whyTell what you found, not what you’ll

coverAsk for action earlyDon’t delay bad news

Make your point easy to find . . .

This BAM identifies unfunded program requirements, the impacts of insufficient funding on the Navy’s ability to meet this core responsibility, . . .

Communication - Writing 19

The Plain English Model

StyleOrganizationLayout

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Layout

Shows the reader -- visually -- your organization

Helps you -- the writer -- be organized

A good layout . . .

Communication - Writing 21

Layout

Use short paragraphs Use headings Use bullets and lists

The three keys to layout TITLE

Heading

Heading

Heading

Communication - Writing 22

LayoutMaintaining our new directionIn the two years since…From the Sea was published, we have expanded on and capitalized upon its traditional expeditionary focus. “Expeditionary” implies a mind set,a culture, and a commitment to forces that are designed to be deployed forward and to respond swiftly. Our new direction provides the nation:

•Naval Expeditionary Forces•Shaped for Joint Operations•Tailored for National Needs•Operating Forward … From the Sea

from Forward … From the Sea

• Different font style• Bold• Attached to the paragraph

• Bullet facts/lists• Number steps or procedures

Communication - Writing 23

Not That English Stuff

Passive voicePunctuation

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Passive Voice

8 Flagsamisarewaswere

bebeingbeen

. . .and requires a past participle

-ed or -en

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Passive Voice

Real-time awareness of the battlespace is required to support an accurate common tactical picture.

form of be

past participle

An accurate common tactical picture requires real-time awareness of the battlespace.

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Passive Voice

Try this one.

Because of the assured knowledge provided by networked operations, less effort is required for unit self-protection.

Because of the assured knowledge provided by networked operations, unit self-protection requires less effort.

Communication - Writing 27

Passive Voice

One more.

RDT&E funds must be spent as efficiently and effectively as possible.

The Navy must spend RDT&E funds efficiently and effectively.

Communication - Writing 28

Passive Voice

Is Passive Voice really all that bad?

• Leaves out important information • Asks the reader to guess • Prevents use of pronouns

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Punctuation

ColonDashSemicolon

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Colon

An arrow which points to more useful information

The mission succeeded because:

• The Design Team worked efficiently.• The Commanding Officer supported the project.• The Action Officer conducted thorough research.

Communication - Writing 31

Dash

Similar to the colon, but more informal

The mission failed for one reason-poor planning.

Communication - Writing 32

Semicolon

Separates equal grammatical units: phrases or clauses

In FY00, the budget was signed;in FY01, the money is spent.

Communication - Writing 33

In Summary

Good writing is worth the effort.

Think about:

• Style

• Organization

• Layout

Communication - Writing 34

For a little more practice

Plain English Please : A Rhetoric by Elisabeth McPherson, Gregory Cowan, September 1, 1986Plain English at Work: A Guide to Business Writing and Speaking by Edward Bailey, 1996.

orCheck out the links onThe AO Web Site-AO Skills