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Writing Skills

Boğazıçı University Tom Atkinson

Based on the presentation of Tom Atkinson, Boğaziçi University, May 6, 2004

Some additions/updates by Dr. Enis Karaarslan, Muğla University Computer Engineering Department, March 2014


Agenda

1. Writing an Email

a. Motivation

b. What makes a good email

2. Writing a Report

a. Planning

b. Structure

c. Style


Email and reports are the most important documents we use today.

The main topics will be for these types of reports but the main philosophy is general.

Part 1

Writing an Email

Part 1.a

Motivation


Motivation How many emails in your in-box? How much time do you spend figuring out your next

action after reading an email? How long do you spend deciphering (sökme,

yorumlama) your text books?


Example #1Hey Tom,

I can't believe it has been almost 2 weeks since you sent this e-mail. I intend to respond to you each morning, and I am back to getting in by 6:30 or 7:15 most mornings, but ... you know how busy it gets. I want to get the 8 o'clock train tonight, because the next one doesn’t leave until 10pm. I am going to see Kemal Wednesday night (he has a short stay in U.S. with regard to visiting Citi bank on-site, the client he his supporting on an offshore project). So I just wanted to ask you if you could be more specific in what you want to know about "offshore" financials. He'll provide me with the info you are interested in.

Regards,Angelo


Example #2

Tom,

In order to help you better, please explain in more detail what you mean by “offshore financials.” Are you looking for financial statements or for salary levels?

Regards,Angelo


Example #3

OK.


Example #4

Gd 2 hear fm u. The LBJ is OK. Y R U going w/o him? C u soon. M.

Part 1.b

What makes a good

email

"Everything should be made as simple as possible, but not simpler.“

- Albert Einstein


What makes a good email? Response within 36 hours To the point – short Clear Organized


Pretend you are the reader and ask: What is the point? What action am I supposed to take?

If the answers aren’t immediately obvious (apaçık), your message may just be ignored!


Organizing for the reader’s benefitThe first section summarizes key “take aways”: Make your point early Request responses up front For long emails:

Write a summary Create headings (başlık) for each major

section.


Get to the point #1

Dear Personnel Director:

On March 27, I received a

phone call from Mrs. Karen

Krane from New York, who

was once a data entry clerk

in your Ohio office. She was

under the direct supervision

of.....

Example of a hidden main point


Get to the point #2

The same example rewritten so that the main point is clear.

Dear Personnel Director:

Please verify the employment of Mrs. Karen Krane? She was a data entry clerk in your Ohio office… (fill in the details)


Avoid explosions Do not wait until the

end of the day to introduce a problem.

Avoid writing a list of concerns (şikayet) that you have been thinking about for a long period of time.


Avoid explosions Strongly worded emails

can create more conflict (anlaşmazlık) than intended

Angry emails give a negative impression

What you say cannot be taken back

When possible, call or meet in person instead


Use active and passive voice appropriately Active places blame (suçlamak):

“You are past due on your registration payment.” Passive is less confrontational (çatışmacı):

“Your registration payment is past due.”

Source: Purdue University


Proofread! (düzeltme)

Re-read to ensure: Accuracy, grammar, spelling Message clearly delivered

Rewrite or reorganize if necessary!


Finally: Take the 20-second test After a 20 second scan, what stands out most? Did your main idea come through? Will the reader know what action to take?

Source: Purdue University


When requesting help by email, etc ... They don’t have to answer (Re)search before asking Minimize their effort Be polite Ask in their proficiency

(Ferruh Mavituna, “Nasıl soru sorulur ve cevap alınır”)


Recommended reading (in Turkish)

Bilgi kaynağı: insan – Nasıl soru sorulur ve cevap alınır?

http://enisden.wordpress.com/2011/02/16/bilgi-kaynagi-insan-nasil-soru-sorulur-ve-cevap-alinir/




Part 2

Writing a Report


Report writing topics

3.a Planning

3.b Structure

3.c Style

Part 2.a

Planning


What is a Report? A structured written presentation which gives:

A response to specific request An account (muhasebesi) of something An answer to a question A solution to a problem


The report-writing process

1. Identify your audience

2. Define your purpose

3. Collect your ideas

4. Select the material and decide

how to show the significance of your facts

5. Structure your ideas


1. Identify your audience Who is your audience?

Professor Manager Client Colleagues

Helps decide level and purpose Write more persuasively (inandırıcı) Know their expectations Organize your message to address their needs


The Audience: your professor What will your professor be looking for?

Coherent (tutarlı), cohesive (bağlı) organization Clearly articulated (bağlantılı) ideas Detailed research Compelling (ilgi uyandırıcı, dikkat çekici) arguments to

support thesis


2. Define your purpose (amaç) What is the purpose of the report?

What are you trying to prove? What question are you answering? What problem are you solving? What process or experiment are you

describing?


Collect your ideas

Collecting is: Taking notes Doing research Performing experiments


Select the material

Selecting is: Ensuring each idea

supports your main objective (amaç)

Deciding if the information relevant (ilgili), or just something you happen to know on the subject?


Structure your ideas

Structuring is: Organizing into logical blocks Creating a logical flow Enhancing clarity through charts or graphs Deciding which data should be moved to

appendices

Part 2.b

Structure


Critical success factor for life

The majority of your perceived (sezilen) ability comes from how you communicate

70% How youcommunicate it

30% What you know

Source: CGAP Direct


What makes a report effective An effective report is:

appropriate to its purpose and audience accurate logical clear and concise (az ve öz) well organized with clear section headings


Report Format

1. Title page

2. Table of contents

3. Abstract/Executive Summary

4. Introduction

5. Discussion

6. Conclusions

7. Recommendations

8. Bibliography

9. Attachments / Exhibits


1. Title Page

Title

Author's name

(position and qualifications)

Place of origin

Date


2. Table of contents Number pages starting with the Introduction Abstract usually numbered with lower case Roman

numerals (i, ii, iii, iv, etc.)


2. Table of contentsTable of Contents

Table of Contents iiiAbstract iv1. Introduction 32. Discussion 3 2.1 Subjects 3 2.2 Apparatus 3 2.3 Procedures 33. Conclusion 44. Recommendations 45. Bibliography 5 5.1 Internet Sources 66. Attachments 7Exhibit A 8Exhibit B 9Exhibit C 9


3. Abstract/Executive Summary Concise summary of the essential elements of the report

Purpose Scope Achievements Main points Conclusions Recommendations

Independent (can be read on its own) Comprehensive (covers all the main points) Clear and concise Short, only 10-15% of the length of the report Written in full sentences and paragraphs


4. Introduction States purpose, assumptions, scope, approach,

intended audience, possible benefits Defines special terms Explains why the report is necessary Gives motivation for writing the report


5. Discussion Main body of the report Headings clearly identify the content

E.g. “WebServices in the Financial Sector” Should NOT be entitled “Discussion”

May include: Theoretical basis of research Analysis of data and findings Charts and Graphs Evaluation of the methods used

Structure should reflect the analysis and objective


5. Discussion Presented in an order that leads logically towards

the conclusions and recommendations. Chronological based on your research Past, current, future technologies Problem, solution 1, solution 2, solution 3 Simple Complex

State how it is organized up front


Any volunteers?

Tell me about your project

and how it is structured


6. Conclusions Drawn from evidence, analysis, interpretation and

evaluation presented in the discussion No new material introduced Follows logically from the Discussion Conclusions section should give:

Key points Main findings NOT another Executive Summary

Overview of the research, where you've reached, and where further investigation might be warranted


7. Recommendations Suggestions for possible actions

based on the research Applications of your research in

industry Recommendations to scientific or

business community Possible improvements to your

research Areas for further research

be definite (kesin)be perceptive (anlayışlı)be imaginative (yaratıcı)be rational (makul)


8. Bibliography The bibliography lists all publications either cited or

referred to in preparing the report Give full details of all publications and web pages either

cited or used for background research while preparing the report.

e.g.1. R. Resnick, D. Halliday and K.S. Krane, (1992), Physics

4th ed. (Wiley: New York) p. 55.2. J.P. Gordon, H.J. Zeiger and C.H. Townes, "The maser -

new type of microwave amplifier, frequency standard, and spectrometer", Phys. Rev. 18, 1264-1274 (1955).

3. Sigma Pro Inc, http://www.sigmaprotraining.com/outsourcing.htm


Attention – Citation Cite the work you have benefited from. Avoid plagiarism (intihal)


Recommended Reading (Turkish) İntihal/aşırma tespit ve engelleme önerileri

http://enisden.wordpress.com/2011/02/27/intihalasirma-tespit-ve-engelleme-onerileri/




Cite like ... “The world is a dangerous place to live; not because

of the people who are evil, but because of the people who don't do anything about it. (Albert Einstein)” [5]

Border Gateway Protocol (BGP) [1], has provided interdomain routing services for the Internet’s disparate component networks since the late 1980’s [2].


9. Attachments / Exhibits Includes detailed data or information that would

affect the coherent flow of the report For example

a long derivation of an equation a listing of a computer program written to

assist in analysis of data Supporting, yet not essential, data:

companies, addresses, pages of findings


Report Format (again)

1. Title page

2. Table of contents

3. Abstract/Executive Summary

4. Introduction

5. Discussion

6. Conclusions

7. Recommendations

8. Bibliography

9. Attachments / Exhibits

Part 2.c

Style


Effective whitespace Blank line between paragraphs Bullet points where appropriate Not right-justified


Effective whitespace2. Method

Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections:

• Subjects• Apparatus• Research Instruments/Tools • Procedures.

Method section continues on the same page after the end of the Introduction. Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections:

2.1 Subjects

This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections.

2.2 Apparatus

This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.


Ineffective whitespace

Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections: Method section continues on the same page after the end of the Introduction. Describes the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections: This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. ethod section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.

detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section. ethod section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. This sub-section is optional. the study in enough detail to permit another investigator to replicate it. The Method section is often divided into three subsections. the study in enough detail to permit another investigator to replicate it. The Method section.


Easy to read Clear, concise language Short sentences Correct grammar and spelling Pitch at appropriate level: not everyone knows what

you know (seviyeyi ayarla) Concrete (somut) examples that support, not distract


Keep it simple An example using

“impressive” words:

“Subsequent to the

passage of the subject

legislation, it is incumbent

upon you to advise your

organization to comply

with it.”

An example using simple words:

“After the law passes,

you must tell your

people to comply with

it.”

"Everything should be made as simple as possible, but not simpler.“

- Albert Einstein


Coherent (tutarlı) Obvious signposts guide your reader through the

report Follow a logical sequence

Chronological based on your research Past, current, future technologies Problem, solution 1, solution 2, solution 3 Simple Complex


Cohesive (bağlı) Every sentence supports your objective Topic sentences introduce a paragraph’s main idea:

“There are three main reasons why CORBA technology is used in web application development…”

“The advent of the Internet provided new ways for people to communicate which has caused a revolution in the fields of sociology and anthropology.”


Effective paragraphs

Place information where it will be seen: First and last paragraphs First and last sentences

Keep paragraphs simple: Short paragraphs are more likely to be read Each paragraph should contain one main point


Passive (edilgen) sentences Rare occasion (nadir fırsat) where “passive” style is

preferred Not good: "You cannot import those goods from Africa." Good : "Those goods cannot be imported from Africa."

Fix these sentences: “We will discuss the economic consequences of the

reunification of Germany.” “Solving this problem is difficult if you are renovating the

office.” “People considered him one of the best designers.”


Consistent, obvious headings Use Microsoft Word “Style” function Automatically insert Table of Contents using “TOC”

field - example


Templates from the Web In Microsoft Word

Select “File, New” Click on the templates

under the title “Templates on Microsoft office online”

(These may change but valid in different versions)

Title of Term Paper

Your Name Course Number

Date


Templates from the Web Take what is given and

customize to match your style

This IS NOT SUFFICIENT for your purposes. It must be customized.


Spread the load Not all of your ideas will come at once Spend time noting initial ideas and set the document

aside When you come back to it later, you will find that

your ideas have gelled and that you can see the way ahead more clearly.


Repeat: your professor is the audienceI am suggesting that your professor grade as follows: Coherent, cohesive organization – 33 ⅓ %

Use of standard report structure Ideas appropriately placed in each section

Clearly articulated ideas – 33 ⅓ % Use of topic sentences Simple syntax and correct grammar Correct use of bullets, whitespace Charts and graphs

Quality and depth of research – 33 ⅓ % Thesis pushes boundaries of what was learned in classroom Research from a variety of sources (web, interviews, original ideas) Compelling arguments to support thesis


Recommended Reading (in Turkish) Öneriler: Rapor Yazarken Dikkat

Edilmesi Gerekenler

http://enisden.wordpress.com/2012/03/27/oneriler-rapor-yazarken-dikkat-edilmesi-gerekenler/ Sunum Teknikleri – Dikkat Edilmesi Gerekenler

http://enisden.wordpress.com/2011/03/14/sunum-teknikleri-dikkat-edilmesi-gerekenler/

http://enisden.wordpress.com/2012/03/27/oneriler-rapor-yazarken-dikkat-edilmesi-gerekenler/

http://enisden.wordpress.com/2012/03/27/oneriler-rapor-yazarken-dikkat-edilmesi-gerekenler/



Questions?


Feedback Give an assessment of today’s session What did you like most and least? Assess (değerlendir) the verbal presentation? Assess the slides? How useful do you think this topic will be for future

classes and your life?

[email protected]

mailto:[email protected]

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