Writing for Impact. Overview Information on Writing Military Style How to Write an Effective Bullet...
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Transcript of Writing for Impact. Overview Information on Writing Military Style How to Write an Effective Bullet...
Writing for ImpactWriting for Impact
Overview
• Information on Writing Military Style
• How to Write an Effective Bullet
• Examples and Quiz
Writing Military Style
• Why is it so important?
– Recognition: Quarterly and annual awards, career-specific awards—helps to build careers
– Promotion: Enlisted Performance Reports (EPRs) and Officer Performance Reports (OPRs) are critical to the promotion system— they can MAKE or BREAK a career!
Writing Military Style, cont.
• Who needs to know how to write using military style?
– You do here as students
– Supervisors
– Others involved in the writing and reviewing process
Writing Military Style, cont.
• When can I use this information?
– For yourself: Promotion Recommendation Forms (PRFs), OPRs and 1206s
– For your airmen: EPRs and 1206s, other enlisted promotion packages
Basic Formatting Techniques
Definition (T&Q):
A clear, concise ‘bottom line’ of an idea or
a single accomplishment and its impact.
Basic Formatting Techniques
Definition (T&Q):
A clear, concise ‘bottom line’ of an idea or
a single accomplishment and its impact.
•NOTE: Bullet format breaks the rules of standard grammar—focuses on concise specifics rather than general information
Basic Formatting Techniques
Punctuation and Grammar• Telegraphic bullets do not have periods
• Use the double dash (--), ellipsis (…) and semicolon (;) to indicate a pause or break in thought
• Use exclamation marks sparingly
• Generally, avoid using articles (a, an, the), conjunctions (and, but, or) and pronouns (he, she, him, her)
• Avoid using negative words (isn’t, can’t)
Basic Formatting Techniques, cont.• Size of Bullets:
– One to three lines long; primary shouldn’t have more than one or two secondary (sub-) bullets
• Sub-bullets indicate result, impact or scope
• Length:
– Leave as little “white space” as possible….avoid carrying over a single word to the next line—don’t waste!
• Maximize all the “white space” in the block….
Writing Tips
• ObjectiveObjective: Describe an accurate word picture of an individual in the reader’s mind; approach this as a “top priority”
• OutcomeOutcome: This can have a direct impact on individual’s careers—you’ll have the awesome opportunity to help others obtain their goals and dreams!
Writing Tips, cont.
• Use “hard-hitting” facts, actions and phrases; start with a strong, fact-filled statement
• Each bullet should contain substance; limit fluff
• Be enthusiastic, and make your writing come alive! Use active voice….
• Use common terms everyday people can understand, instead of using job specific jargon
• Validate with comments from outside agencies (HQ USAF, MAJCOM, Wing, etc.)
Three Parts to an Effective Bullet
• Action
• Result (aka accomplishment)
• Impact
Three Parts to an Effective Bullet
• ACTION: What did the person do?
– Be specific, yet brief– Focus on what the person did and their
leadership and management abilities
• Example: Managed 49 LG block training
Examples
• Other words to begin the action:
Implemented
Spearheaded
PerformedMasterfully orchestrated
Three Parts to an Effective Bullet
• RESULT: What occurred because of the action?
– Again, specific but brief– Quantify as much as possible: use percentages,
numbers, time/money values (saved), number supervised and resource oversight
• Example: provided superb training to 350 people
Three Parts to an Effective Bullet
• IMPACT: What is the overall significance?
– Qualify and quantify here too…helps the reader know why each action and result was so important
– How did this impact the overall mission and/or bigger picture?
• Example: reduced overdues to zero
Three Parts to an Effective Bullet
• Completed bullet:
Managed 49 LG block training; provided superb training to 350 people…reduced overdues to zero
Other “Tips of the Trade”• The Last Bullets in Rating Sections
– Stratification: use to rank top personnel; show how individual stands out from peers (top x%, my #1, my best)…. hard-hitting, enthusiastic, with strong
“written recommendation” for promotion
“#3 of 89 SMSgts at USAFA”
“None better! My #1 choice for training manager”
“Best in the training business! USAF Education and Training Manager of the Year (HQs Level) for 2001!”
Other “Tips of the Trade”, cont.
• The Last Bullets in Rating Sections
– Promotion recommendations for EPRs
• “Promotion to chief this board a must!”
• No recommendation may be taken as “don’t promote” by readers, and viewed negatively by board members
– PME or “next” job recommendation for officers
– NOTE: Keep the last bullet to one line
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
Headquarters U.S. Air Force
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
CY02 Central Chief Master SergeantEvaluation Board
15 Oct 0215 Oct 02 02
Headquarters U.S. Air Force
I n t e g r i t y - S e r v i c e - E x c e l l e n c eI n t e g r i t y - S e r v i c e - E x c e l l e n c e
15 Oct 02
Observations
•STRATIFICATION IS A BIG, BIG DEAL!!!!!!• #1 of XX SMSgts
• #1 of XX SNCOs
• Top % of XX SMSgts
• Top % of XX SNCOs
• If a rater writes “top 1% of xxx SNCOs/SMSgts…make sure the XX is over 100
• Need Senior Rater Endorsement• Consistent w/TIG
• 0-10 senior rater/0-6 senior rater…carry the same weight
•Words/stratification is the key…not the grade of the senior rater
• CHIEFS HAVE LOTS OF INFLUENCE•When Chiefs write, “make this individual a chief”, the other chiefs listen!
Other “Tips of the Trade”, cont.
• For EPRs you can use additional duties and volunteer/community support activities, but use sparingly
• For 1206s, typical headings include:
– Leadership and Job Performance in Primary Duty
– Self Improvement
– Base/Community Involvement
A Word of Advice….
• Be careful using certain words that may weaken phrases that otherwise would be strong. These can make a sterling performer into an instant weak one….
one-of-the
rarely
seldom
almostusually
ExamplesExamples
Good Example
- Expertly administered the training requirements for 143 individuals and tracked 129 special operations courses; achieved a 100 percent course utilization rate--enhanced overall mobility readiness
Has an action, result and impact
Poor Example
- Truly an outstanding SNCO, leader, supervisor and manager who possesses resourcefulness, initiative and charter to accept and succeed at the most demanding of tasks--exudes the Air Force in all he does
Action has no “hard-hitting” facts or result and impact; reads more like a narrative description
QuizQuiz
Quiz
- Created a Strategic Plan for Enlisted Training; identified goals, purpose, objectives and metrics--benchmarked as model for use AF-wide
Good
Has action, result and impact
Quiz- Outstanding manager of resources--
aggressively validated and tracked more than $300M in obligations!
Good and Poor
Has the action, but still needs the result and impact
Quiz
- Developed, tested and maintained certification and accreditation of all 20th Bomb Squadron computers
Poor
No result or impact; no quantification; reads more like a duty description
Summary
• Information on Writing Military Style
• How to Write an Effective Bullet
• Examples and Quiz
“Of all those arts in which the wise excel, Nature’s chief
masterpiece is writing well.”
~ Duke of Buckinghamshire Sheffield