1. Objectives To apply the appropriate use of grammar, spelling and punctuation rules. To examine...

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Objectives

• To apply the appropriate use of grammar, spelling and punctuation rules.

• To examine methods of organizing information.

• To discover various avenues for research and preparation for communications.

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Table of Contents

What is Written Communication?

Organizing Information

Grammar, Spelling & Punctuation

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• Is the inscription of information • Usually includes newspapers, magazines,

journals, letters and e-mails• Requires accurate spelling, punctuation and

grammar in order for the audience to receive the correct message– an audience is people watching or listening

to a performance or reading a published work

Written Communication

Fun Fact: On April 24, 1704, the first newspaper was printed by the Boston News-Letter.

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1455The first printing press with movable type was invented by Johannes

Gutenberg

305 China invented the first wooden printing press

1455The first book, the Gutenberg Bible,

was printed

1450Europe had its

first appearance of newspapers

350 B.C. The alphabet

was created by the Phoenicians

History

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1835Samuel Morse

develops the first electric telegraph

2010Each day, 2.5

billion texts are sent in the United

States

1992The first text

message was sent

1828First American dictionary was

published

1958Chester Carlson

created the Xerox machine

History

1965 E-mailing began

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Assessment

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Assessment

1. Which of the following is NOT required for written communication?A. Accurate spellingB. Accurate punctuation C. Elaborate vocabularyD. Accurate grammar

2. When was the first wooden printing press invented?

A. In 205 B. In 305C. In 405D. In 505

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Assessment

3. When was the first book, the Gutenberg Bible, printed?

A. In 1450B. In 1490C. In 1455D. In 1475

4. When was the first American dictionary published?

A. In 1788B. In 1793C. In 1818D. In 1828

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Assessment

5. When was the first text message sent?A. In 1984 B. In 1988C. In 1992D. In 1996

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• Is important because it allows for: – efficient recognition and

retention of information– communication of the

information to be effective– the need to find further

information and to get rid of the unnecessary information


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• Involves recognizing the patterns, clusters or trends of the information given

• Helps relate unlike information to a common category or topic


Fun Fact: When organizing information just remember to LATCH: location, alphabetically, time, category and hierarchy.

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Example

When writing a paper, information is not written randomly as it is found. Instead, information is organized into logical groups or sections allowing for an easier flow of the paper.

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• Can be organized in the following ways: – concepts or ideas– hierarchically or sequentially

(usually in outline form)– order of location– problem/solution


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Hierarchically is to arrange the information through a hierarchy, a series in which each element is graded or ranked. Sequentially is a serial arrangement in which things follow in logical order or a recurrent pattern.

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• Can be organized by:– inverted pyramid – deductive reasoning– inductive reasoning– priority sequence– charts – outlines – diagrams


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• Is done by stating the most important information first, followed by the supporting and less important information

• Is also known as “front loading”

Inverted Pyramid

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Front loading is commonly seen and used in newspaper articles.

Example

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• Is characterized by listing the information by cause and effect

• Usually is used by considering when the event took place and then it is compared to other events

Deductive Reasoning

Fun Fact: Deductive reasoning, along with observation and forensics, were used by the infamous Sherlock Holmes.

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This approach is used when writing a history paper or when the writer is comparing the advancements or advantages of a product or service now to those of the past.

Example

Deduction means to reason from the general to the particular (or from cause to effect).

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• Is done by writing information from very specific to general

• Uses the topic sentence as the main theme for the paper or paragraph and the other sentences to give more details and help keep the reader’s attention

Inductive Reasoning

Induction means to reason from detailed facts to general principles.

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Example

This technique is usually seen when writing articles for a newspaper. The reporter begins with the headline, grabbing the reader’s attention and informing them of what the article is about, and then continues with writing the details of the story.

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• Is characterized by writing information based on significance or importance

• Involves ranking information from most important to least important

Priority Sequence

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This is usually done when writing a persuasive paper. As a writer, the strongest argument needs to be stated first, followed by the next strongest and so on.

Example

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• Are visual representations of the information

• Can be arranged by either main points, major events or main concepts or ideas

Charts

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When writing an essay over a novel, this strategy allows for the writer to organize their thoughts into the major events of the narrative, such as the childhood of the main character.

Example

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• Are summaries or rough drafts of what information is being presented

• Include the introduction, body and conclusion of the paper

• Usually list the major ideas or concepts of a paper

• Can either be done in sentences or by using key words

Outlines

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• Are visual representations of information• Help in the first stages of finding

information • Can be web diagrams or Venn diagrams

Diagrams

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• Can be web diagrams which have the topic as the main bubble with other smaller bubbles being the points or details

• Could also be Venn Diagrams which are best used when finding similarities and differences between two topics– each topic gets its own portion, listing details

and where the bubbles overlap the information shared is placed there

Diagrams

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Use a Venn diagram when comparing and contrasting two topics or ideas. A web diagram is used to provide the main points with the details and can be helpful when writing a research paper

Example

Fun Fact: The Venn diagram was created in 1800 by John Venn.

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Effective Communication

• Is important in all aspects of communication, whether it is through e-mail or text messaging

• Means making sure spelling, grammar and punctuation are used correctly

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Effective Communication

• Requires spell check, because it is extremely important especially when it comes to e-mails and text messaging – without proper spelling it will be difficult to

maintain the reader’s respect or attention

• Does NOT use abbreviations, such as “lol,” or emoticons even in e-mails unless they are for personal use

Emoticons are sideways facial glyphs used in e-mail to indicate an emotion or attitude, as to indicate humor [ :-) ].

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Assessment

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Assessment

1. Which of the following ways of organizing information requires arranging the information in logical order or a recurrent pattern?

A. With concepts or ideasB. With order of location C. HieraticallyD. Sequentially

2. Which of the following organizational patterns is also known as “front loading”?

A. Priority sequence B. Inductive reasoningC. Deductive reasoningD. Inverted pyramid

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Assessment

3. Which of the following organizational patterns is characterized by listing the information by cause and effect?


4. Which of the following organizational patterns involves ranking information from most important to least important?


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Assessment

5. Which of the following organizational patterns is commonly seen and used in newspaper articles?


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Grammar, Spelling & Punctuation

Fun Fact: “Schoolhouse Rock” created a whole video with catchy songs about grammar, such as “Conjunction Junction.”

• Is important because without the correct use of it, the ideas communicated might not be conveyed correctly

• Could additionally cause a loss of credibility for a writer or speaker if incorrect

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• Used incorrectly and correctly:– incorrect: The picnic passed quickly,

eating food and playing softball. – correct: The picnic passed quickly as

we ate food and played softball.

Grammar & Punctuation

Clarification: In the first sentence, eating food and playing softball do not clearly refer to any other word in the sentence. The second sentence clearly refers to what helped pass the time quickly at the picnic.

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– comma– semicolon– colon– period– exclamation point– question mark

– parentheses– brackets– quotation– slash– dash– hyphen

Punctuation

•Involves the following punctuation marks:

; ! ( ) /[ ]

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• Goes between elements in a series of three or more items when using APA style

• Is used to set off a nonessential clause• Separates two independent clauses joined

by a conjunction

A Comma

A nonessential clause is a phrase of the sentence which can be left out of the sentence and the sentence still makes sense. An independent clause is a clause in a sentence that can stand alone as a complete sentence and make sense.

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• Sets off the year in exact dates• Sets off the year in parenthetical

reference citations • Separates groups of three digits

in most numbers of 1,000 or more

A Comma

, ,, ,

,

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• Please bring pencils, pens, paper and a notebook to class tomorrow.

• Adam, my brother, is turning five today. • We’re going to the park, and you can see

the ducks.• June 22, 1996• 1,525,687

Examples

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• Separates two independent clauses not joined by a conjunction

• Separates elements in a series which already contain commas

A Semicolon

; ; ; ; ;

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• Call me tomorrow; I will give you my answer then.

• You can have ham, muffins and fried eggs; sausage, toast and scrambled eggs; or bacon, waffles and an omelet.

Examples

Fun Fact: The semicolon can be traced back to the Italian elder Aldus Manutius.

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• Is used in ratios or proportions• Is used when stating time of day or

the amount of time elapsed• Is used in reference between place

of publication and publisher• Can be used to begin a list

A Colon

: : : : :

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• When Ray mixes concrete he uses a 1:4 water

to cement ratio.• We’ll meet at 4:35 at my house.• He finished the race in under three hours, but

the winner’s time was 1:46:24. • When packing for the camping trip please make

sure to include the following: tent, lantern,

sleeping bag, food, toiletries and fishing pole.

Examples

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• Is used at the end of a complete sentence• Is used with abbreviations • Is also used at the end of a command• Is also used at the end of an indirect

question

A Period

.

...

.

An indirect question is a sentence which reports a question not directed to one person in particular. For example: He asked who ate his cookie.

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• The dog ran home.• T.J. Smith• U.S. Army • Turn in your assignment at the end of

class.• He wonders why you’re angry.

Examples

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• Is used at the end of an interjection or command

• Is also used to convey emotion• Is rarely used in writing and is virtually

nonexistent in newspaper writing

An Exclamation Mark

! ! !!

!

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• Ouch! • Stop what you are doing! • Awesome!

Examples

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• Is used at the end of a direct question• Is not used at the end of an indirect

question• Should not be used in addition to another

punctuation mark (?!)

A Question Mark

?

A direct question is a sentence which asks a question that requires an answer from the message receiver. For example: Who ate his cookie?

? ?

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• Does he care who takes him fishing?• They are not doing very well, are they?• What are you talking about?• Can you believe it?

Examples

? ?

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• Are used to set off independent elements• Are used to introduce abbreviations• Are used to enclose reference citations

Parentheses

If the material inside parentheses is a fragment, place a period outside (such as this). (If the material inside parentheses is independent, place a period inside the closing parentheses.) If the material inside the parentheses (this is an example) relies on the surrounding text, do not capitalize or end with a period.

( )

( )

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• The figures were correctly calculated (see Figure 2).

• The Food and Drug Administration (FDA) plays a role in the food we consume.

• She stated, “Never forget to support those who have helped you” (Alejandro, 2007, p. 431), when referring to her husband, John.

Examples

( )( )

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• Are used to include inserted words from a quote

• Are used to include parenthetical words which are already in parentheses

• Are used to enclose words which are independent from the sentence

Brackets

[ ][ ]

[ ]

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• “They [the Springtown Bobcats] have the

best chance to win,” said Tom.• He wants sweets (candy, cookies [chocolate

chip only] and ice cream) for dinner.• Even though the weather was horrible she

[Kyra] had a positive attitude about the

vacation.

Examples

[ ] [ ]

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• Are used to set off quoted material• Are used to set off a title of an article,

book, chapter, etc. • Are used to set off ironic or slang

language

Quotation Marks

“ ”“ ”

“ ”“ ”

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• My mom always said, “Be careful what you wish for.”

• Sarah’s favorite book is “To Kill a Mockingbird” by Harper Lee.

Examples

Fun Fact: “To Kill a Mockingbird” was published in 1960 and received a Pulitzer Prize.

“ ”

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• Is used to indicate a choice between the two words it separates

• Is usually translated to mean or, but should not be used in its place

• Does not require a space on either side of it

A Slash

Fun Fact: A slash is also known as a virgule, solidus or shill.

//

/

/

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• Bianca used the pass/fail option on her art class.

• Make sure the student knows lunch money is needed to pay for his/her lunch today.

Examples

///

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• Is used to set off parenthetical elements added to emphasize or wander from the main clause

• Can either be a en dash or an em dash– an en dash is shorter than an em dash

• Can also be used instead of a bullet point in lists

A Dash

‒‒ ‒

‒ –

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• A man – the one with the blue coat –

asked me to take a picture of him.• Even though the food was bad – not the

service – the waiter paid for our meal.• Read these chapters:

– The History of London– Economics in England– England’s Role in World War II

Examples

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• Is shorter than a dash• Is used to join words together including:

– nouns with more than one word– compound adjectives– multi-digit numbers which are spelled out

• Is also used when reporting scores

A Hyphen

--

-

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Examples

• Joe is an Italian-American, but he’s never been to Italy.

• The quarterback scored an amazing fourth-quarter touchdown to win the game 21-14.

• Fifty-three people came to my party.Fun Fact: Hyphens do not need spaces on either side, but spaces are needed before and after dashes. To help distinguish the two remember dashes separate words and hyphens join words together.

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• Are used to correct errors in a piece of writing

• Allow one to effectively communicate the correction to the writer without any confusion

Editor’s Marks

Editor’s marks are abbreviations or symbols used to correct grammar, spelling and punctuation mistakes.

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Editor’s Marks

• Include the following symbols:

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Example

some times people make mistakes silly

but if you you have others check your

Work before your finished they can

helpmake your writing more pollashed e# SP

.

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Assessment

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Assessment

1. Which of the following sentences uses grammar and punctuation correctly?

A. The picnic passed quickly, eating food and playing softball

B. The picnic passed quickly as we ate food and played softball

C. The picnic passed quickly. Eating food and playing softball.

D. Eating food and playing softball, the picnic passed quickly.

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Assessment

2. Which of the following punctuations separates two independent clauses which cannot be joined by a conjunction?

A. A comma B. A question markC. A semicolonD. A hyphen

3. Which of the following punctuations is used to join nouns with more than one word?

A. A comma B. A question markC. A semicolonD. A hyphen

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Assessment

4. Which of the following expressions is correct?

A. The quarterback scored an amazing fourth-quarter touchdown.

B. The quarterback scored an amazing fourth quarter touchdown.

C. The quarterback scored in the fourth-quarter.

D. In the fourth-quarter, a touchdown was scored.

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Assessment

5. A slash is usually translated to mean which of the following?

A. Or B. AndC. NotD. About

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Assessment

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Assessment

1. _______ information involves recognizing patterns, clusters or trends of the given information.

A. WritingB. ResearchingC. OrganizingD. EvaluatingE. Copying

2. Sarah is creating a project over World War II. She would like to discuss the reasons behind why the war began. ______ is the type of reasoning Sarah should use, showing cause and effect.

A. DeductiveB. InductiveC. RationalD. IntelligentE. Priority

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Assessment

3. Marcus has a long list of things which need to be done today. Instead of accomplishing the tasks randomly, he

rearranges the list to begin with the most important to the least important task. This list is an example of a _______ sequence.

A. HierarchyB. NumericalC. EventD. DeductiveE. Priority

4. ______ marks are used to offset quoted material.A. ExclamationB. QuestionC. QuotationD. Editor’s E. Apostrophe

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Assessment

5. Sasha received a paper back from her teacher with comments. The paper showed marks to correct grammar, spelling and punctuation. Sasha’s teacher used ______ marks to correct Sasha’s paper.

A. QuestionB. ExclamationC. Editor’sD. ApostropheE. Quotation

6. _______ communication is the inscription of information.

A. VerbalB. WrittenC. NonverbalD. OralE. Open

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Assessment

7. ______ is characterized by stating the most important information first, followed by the

supporting information.

A. Inverted pyramidB. Priority sequence

C. ChartsD. Deductive reasoning

E. Inductive reasoning

8. A presentation of the information through a summary or rough draft is called a(n) _______.

A. DiagramB. Chart

C. OutlineD. Sequence

E. Inverted pyramid

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Assessment

9. Travis, Brandon’s brother, is leaving for college this weekend. Which punctuation mark is used to set off the nonessential clause?

A. PeriodB. Dash

C. ColonD. Semicolon

E. Comma

10. After an interjection or command, a(n) _______ would be used.

A. Question markB. Dash

C. Exclamation markD. Period

E. Slash

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Resources

• Besen, Linda. “Proofreader’s and Editor’s Symbols”. Retrieved from http://www.colorado.edu

• Blake, Gary. (2002). “How to Organize Information”. Retrieved from http://www.irmi.com

• “ The Information Universe”. (2003) Alverno College. Retrieved from http://depts.alverno.edu

• Publication Manual of the American Psychological Association. Washington,D.C.: American Psychological Association

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Resources

• “Purdue Online Writing Lab”. (2010) Purdue OWL. Retrieved from http://owl.english.purdue.edu

• “The Research Process”. University Library. University of Illinois. Retrieved from http://www.library.illinois.edu

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Acknowledgements

Production Coordinator

Mai Lee Holmes

Amy Hogan

Technical Writer

Jessica Odom

Graphics Designer

Melody Rowell

Daniel Johnson

Production Manager

Maggie Bigham

Brand Manager

Megan O’Quinn

Executive Producers

Gordon W. Davis

Jeff Lansdell

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