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Transcript of Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors...
![Page 1: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/1.jpg)
Strategies to Improve Business and Technical Writing
Francine Mahak, PhD
Utah Government Auditor’s AssociationJune 5, 2013
![Page 2: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/2.jpg)
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read
![Page 3: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/3.jpg)
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read • Understand
![Page 4: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/4.jpg)
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read • Understand• Act on (the 1st time around!)
![Page 5: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/5.jpg)
How to write faster and better1. TARGET
• Readers you are addressing
• Purpose: what you want them to DO
2. DRAFT (quickly!)
• Brainstorm content without worrying about style or grammar
• Organize in order of importance to readers
• Write the easiest parts first
3. SET ASIDE
4. REVISE
![Page 6: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/6.jpg)
We will be writing a document . . .
Think of a policy or procedure you’d like to recommend changing
![Page 7: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/7.jpg)
What kinds of actions do your readers need to take?
![Page 8: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/8.jpg)
Make good use of your time and theirs
• Your message may be buried among many, many others.
• Your readers may have only seconds to look at it!
• (By the way . . . do you read everything?)
![Page 9: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/9.jpg)
• Address your purpose• Target your audience
Basic Principle for Any Writing
![Page 10: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/10.jpg)
Basic Principle for Any Writing• Address your purpose• Target your audience
For organizational/technical writing:
Focus on what they need to DO (vs. know).
![Page 11: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/11.jpg)
Basic Principle for Any Writing• Address your purpose• Target your audience
For organizational/technical writing:
Focus on what they need to DO (vs. know)
1. Tell them what you’re going to tell them2. Then tell them3. Then tell them what you told them
![Page 12: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/12.jpg)
It will look something like thisSubject Line
Main Message + Action Needed
Highlights
Relevant Details
Recap Main Message + Action Needed
![Page 13: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/13.jpg)
In brief: What do I want my readers to . . .
Do
Feel
Know
?
![Page 14: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/14.jpg)
What do I want my readers to . . .
DO
Feel
Know
?
Action is key
![Page 15: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/15.jpg)
What do I want my readers to . . .
DO
Feel
Know
?
RespectedMotivated
![Page 16: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/16.jpg)
What do I want my readers to . . .
DO
Feel
Know
?
Only what’s needed for the DO and FEEL
![Page 17: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/17.jpg)
Let’s write a quick document
Recommendation to change a policy/procedure
![Page 18: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/18.jpg)
Template
I
Please
In brief,
(Contact info)
RE: _______________________________________
Highlights
Relevant Details
Close
Main Message
![Page 19: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/19.jpg)
Template
I
Please
In brief,
(Contact info)
RE: _______________________________________
Highlights
Relevant Details
Close
Main Message
Executive Summary
![Page 20: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/20.jpg)
Let’s take a look at a memo Date: XX/XX/XXXX
To: Xxxx XxxxxxxxSubject: Maintenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
![Page 21: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/21.jpg)
How about this as a beginning?
Subject: Maintenance
![Page 22: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/22.jpg)
How about this as a beginning?
In 1998, we had a records maintenance system that did not work well for us.
Subject: Maintenance
![Page 23: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/23.jpg)
How about this as a beginning?
In 1998, we had a records maintenance system that did not work well for us. So in 2002, we tried a new records maintenance system.
Subject: Maintenance
![Page 24: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/24.jpg)
How about this as a beginning?
In 1998, we had a records maintenance system that did not work well for us. So in 2002, we tried a new records maintenance system.That didn’t work well either. So in 2007, we….
Subject: Maintenance
![Page 25: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/25.jpg)
Where does your eye go next? Date: XX/XX/XXXX
To: Xxxx XxxxxxxxSubject: Maintenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
![Page 26: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/26.jpg)
Where does your eye go next? Date: XX/XX/XXXX
To: Xxxx XxxxxxxxSubject: Maintenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
![Page 27: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/27.jpg)
Here’s what’s at the end:
Please to not hesitate to contact me if I can answer any questions.
![Page 28: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/28.jpg)
Here’s what’s at the end:
Please to not hesitate to contact me if I can answer any questions.
!
![Page 29: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/29.jpg)
Date: XX/XX/XXXXTo: Xxxx XxxxxxxxSubject: Maintenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Have you seen anything important so farin this message?
![Page 30: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/30.jpg)
No wonder! None of the Focus Points gave you anythingimportant!
Date: XX/XX/XXXXTo: Xxxx XxxxxxxxSubject: Maitenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
![Page 31: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/31.jpg)
No wonder! None of the Focus Points gave you anything important!
Put your main messageand action needed in the top focus points.
Date: XX/XX/XXXXTo: Xxxx XxxxxxxxSubject: Maitenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Have you had enough ofthis message?
![Page 32: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/32.jpg)
No wonder! None of the Focus Points gave you anythingimportant!
Put your main messageand action needed in the top focus points.
Then repeat them at the end.
Date: XX/XX/XXXXTo: Xxxx XxxxxxxxSubject: Maitenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Have you had enough ofthis message?
![Page 33: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/33.jpg)
So maybe you’ve justdeletedthis message . . .
Date: XX/XX/XXXXTo: Xxxx XxxxxxxxSubject: Maitenance XXxxxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxxxxxx xxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx Xxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxx .
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxx xxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxx xxxxxxxx xxxxxx xxxx xxxxxxxx xxxx xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxx xxxxxx x xxx-xxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxx xx xxxxxx xxxxxxxxx’ xxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxx xxx Xxxxxxxxxxxxx xxxxxxx xxxxxxxxxxx. Xxxxxxxx xxxxxxxxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxx xxxxx xx xxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxx xxxxxxxxxxxxx
Xxxx xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxx xxxxxxxxxxxxx xxxxxxxxxx Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Xxxxxxxxxx xxxxxxx xxxxxxxxxxxxxxxx xxxx xxxxx Xxx xxxxx xxxxxxx xxxxx xxxxxxxxxx xxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxx
Have you had enough ofthis message?
![Page 34: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/34.jpg)
OH NO!
![Page 35: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/35.jpg)
What if this was in the middle paragraph of that memo?
![Page 36: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/36.jpg)
What if this was in the middle paragraph of that memo?
Xxxxxxxxxxxxxxxxxx xxxx xxxxxx, xxxxxxxxxx xxxxxxxxxxxx, xxx xxxxx, xxxxxxxxxxx xxxxxx xxxxxx. Please deliver a 15-minute presentation on your group’s records-maintenance system at Tuesday’s staff meeting. Xxxx xxx xxxxxxx xxxxxxxxxx xx xx xxxxxxxx xxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxx xxxxxxxxxxxx.
![Page 37: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/37.jpg)
Middle: best place to bury your point!
Xxxxxxxxxxxxxxxxxx xxxx xxxxxx, xxxxxxxxxx xxxxxxxxxx xxxxxxxxxxxx, xxx xxxxx, xxxxxxxxxxx xxxxxx. Please deliver a 15-minute presentation on your groups records-maintenance system at Tuesday’s staff meeting. Xxxx xxx xxxxxxx xxxxxxxxxx xx xx xxxxxxxx xxxxxxxxxx xxxxxxxxxx. Xxxxxxxxxx xxxxxxxxxxxx.
R.I.P.
![Page 38: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/38.jpg)
So, what should the Subject line be?
Subject: Maintenance
![Page 39: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/39.jpg)
The Subject line should be a Purpose line
Subject: Request for Records Maintenance Presentation at Tuesday staff meeting
![Page 40: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/40.jpg)
The Subject line should be a Purpose line
Subject: Request for Records Maintenance Presentation at Tuesday staff meeting
• Think of the Subject line as a Purpose line.
• Capitalize on the subject line, so they ‘get the message’ even if they don’t open it
![Page 41: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/41.jpg)
Let’s look at some real documents - yours
![Page 42: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/42.jpg)
Let’s look at some real documents - yours
• See them as if they were in your Inbox• Identify authors’ good choices• Formulate suggestions
![Page 43: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/43.jpg)
Summary: Capitalize on your Subject line Put key information up front
1. Start with the purpose and action needed.
2. Give the gist, then add relevant details.
3. Recap the gist and action needed.
![Page 44: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/44.jpg)
Summary: Capitalize on your Subject line Put key information up front
1. Start with the purpose and action needed.
2. Give the gist, then add relevant details.
3. Recap the gist and action needed.
Use a tone that is respectful and motivating.
![Page 45: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/45.jpg)
Again: here’s the formulaSubject Line
Main Message + Action Needed
Highlights
Relevant Details
Recap Main Message + Action Needed
![Page 46: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/46.jpg)
How to write faster and better1. TARGET
• Readers you are addressing
• Purpose: what you want them to DO
2. DRAFT (quickly!)
• Brainstorm content without worrying about style or grammar
• Organize in order of importance to readers
• Write the easiest parts first
3. SET ASIDE
4. REVISE
![Page 47: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/47.jpg)
Quick Debrief
![Page 48: Strategies to Improve Business and Technical Writing Francine Mahak, PhD Utah Government Auditors Association June 5, 2013.](https://reader036.fdocuments.in/reader036/viewer/2022062618/55150bd3550346a80c8b58e9/html5/thumbnails/48.jpg)
Let’s Practice
Thank you!
Francine Mahak, PhD(801) 953-4735
University of Utah Career Services