How to Not Suck at Writing Minutes, Notices, and other Communication

Danica Schieber, ISU

July 30, 2015

Introduction

ISU, RPC PhD

Research Interests- Business Communication Pedagogy, Transfer Theory

Technical Communication

Overview

Common communication issues

Document Design

Revision techniques

Minutes

Notices

Miscommunication

What are some of the most common miscommunication issues that occur?

How can we avoid them?

Basics of Good Writing

Clear

Complete

Correct

Saves the reader’s time

Builds goodwill

Basic Document Design

1. Use white space- use lists/bullets

2. Use headings- be specific, keep them parallel

(p. 164 and 165)

Cluttered Space

Improved

#3 Limit the use of all caps

WHEN PEOPLE READ TEXT IN ALL CAPS, IT LOOKS AS THOUGH IT IS SHOUTING AT YOU!

ALSO, NEVER DO THIS! EVER!!!

#4 No more than 2 fonts

Serif fonts- Times New Roman, Palatino

Sans Serif fonts- Tahoma, Arial

Fonts can influence how the reader responds to your document.

#5 Decide whether to justify margins

Full justification- type lines up evenly on both and right and left margins

More formal

Uses fewer pages

Ragged right- margins line up only on the left, but the right lines up in different places

More informal

Very short line lengths

#6 Important stuff in top left and lower right

We read in a “Z” pattern (left to right)

#7 Use a grid to unify graphic elements

2-3 imaginary columns

The graphic elements have to line up

#8 Use decoration in moderation

Highlighting

Decorative Devices

Color!!!!

Revision Techniques

Revision Techniques1. Stamp out and abolish redundancy (cut it down, cut it

down, cut it down).

2. As getting to the point more quickly is a preferable quality from the perspective of readers, utilization of grammatical subjects that are as brief as possible within each sentence and the elimination of long introductory clauses shall be encouraged.

3. Depiction of the main action through the utilization of descriptive verbs is also a characteristic preferred by readers, so it too shall be encouraged.

Technique #1

Stamp out and abolish redundancy (cut it down, cut it down, cut it down).

Cut it down

Phrases

Wordy phrases

Due to the fact that → because

Under circumstances where → if

Regardless of the fact that → although

A sufficient number of → enough

We are in receipt of → we have received

Cut it downBefore

This section covers and policies, rules, and procedures for renting the city park. This includes:

Explanation of amenities

Explanation of reservations

Explanation of clean up rules

After

This section covers the policies for renting the city park, including:

Amenities

Reservations

Clean up

Technique #2

As getting to the point more quickly is a desirable quality from the perspective of readers, utilization of grammatical subjects that are as brief as possible within each sentence and the elimination of long introductory clauses shall be encouraged.

(Get to the point).

Grammatical subjects

Subject does the action:We ate donuts.

The clerk typed up the minutes.

She paid her water bill.

• Or the subject has the action done to it (passive):• Donuts were eaten by us.• The minutes were typed up by the clerk.• The water bill was paid by her.

Determine an appropriate subject

Whatever goes in the subject position should be an important character, concept, or thing.

Highlights of the four features that provide you with the necessary support to perform your review are provided in the following

sections.

Determine an appropriate subject

Whatever goes in the subject position should be an important character, concept, or thing.

Highlights of the four features that provide you with the necessary support to perform your

review are provided in the following sections.

↓

The following sections highlight the four features that help you perform your review.

Technique #3

Depiction of the main action through the utilization of descriptive verbs is also a characteristic preferred by readers, so it too shall be encouraged.

Use descriptive verbs for the main actions.

Avoid

To be verbs-Clerks are responsible for writing notices.

Empty verbs and nominalizations-The Iowa Code contains the requirement…

Passive Voice

When is it appropriate to use this?

What are nominalizations?

Turning actions into abstract nouns

Investigate → investigation

Protect → protection

Require → requirement

Identify → identification

Develop → development

Technique #3Before

There is an Iowa requirement for taxpayers to supply documentation of any requested deductions.

The city clerk is responsible for ongoing maintenance and operation of the XYZ network.

AFter

Iowa requires taxpayers to document any requested deductions.

The city clerk maintains and operates the XYZ network.

Technique #4

Old to new information flow- start with information the audience already knows. Then move to the new information.

This creates better cohesion between sentences.

Example

Lately, most movies I've seen have been merely second-rate entertainment, but occasionally there are some with worthwhile themes. The rapid disappearance of the Indian culture (new) is the topic of a recent movie (old) I saw.

Lately, most movies I've seen have been merely second-rate entertainment, but occasionally there are some with worthwhile themes. One recent movie (old) I saw was about the rapid disappearance of the Indian culture. (new)

Practice #4

The city’s water was tested last week. Some citizens had insisted that testing was needed. The fluoride levels are normal. The water testing company, WaterCo, came in from Des Moines to do the testing. The chlorine levels are also normal. There were no violations. For the full water report, please see the city newsletter that was sent out. Also, it is posted on our website.

Revision Techniques

Sample documents

Let’s discuss

Finishing Up

Questions?