Can Do Writing

Preface xv

About the Authors xxi

Introduction Can Do Writing 1

Skillset: Analysis 9

Step 1 Analyze Purpose and Audience 13

1.1 What Result Do You Want from the Document? 16

1.2 Who Is the Audience? 17

1.3 What Does the Audience Do with the Information? 19

1.4 What Information Does the Audience Need? 20

1.5 Does the Audience Know Little or Much About the Information? 22

1.6 Does the Audience Need Proof? 23

1.7 Plan How to Write to Multiple Audiences 24

Step 2 Write Your Documentâs Five-Part Purpose Statement 27

2.1 Decide the Type of Document or Oral Communication to Use 30

2.2 Pick a Verb That Describes What the Document Does 32

2.3 Assemble the Five Parts into a Purpose Statement 33

2.4 Use the Purpose Statement to Settle Controversies 36

Purpose Statements Make History 37

Practice Steps 1 and 2 Using a Case Study 39

Step 3 Select Facts 43

3.1 Use the Purpose Statement As You Select Facts 46

Step 4 Organize Your Points in a Sentence Outline 49

4.1 Write Your Points Using Short Words in Short Sentences 53

4.2 Evaluate Points to Eliminate Irrelevancies and Redundancies 55

4.3 Order the Points 56

Practice Steps 1 through 4 Using a Case Study 59

Skillset: Composing the Draft 67

Step 5 Compose the Draft 71

5.1 Compose the Draft Body 74

5.2 Compose the Draft Conclusion 75

5.3 Compose the Draft Introduction 76

5.4 If Necessary, Compose the Draft Executive Summary 82

5.5 If Necessary, Compose the Draft Abstract 83

Skillset: Editing 85

Step 6 Review the Draft for Organization and Logic 89

6.1 Test Organization by Answering Three Questions 92

6.2 Use Sentence Outlining Techniques to Improve Organization 93

6.3 Test Logic by Answering Five Questions 95

Step 7 Edit for Coherence 99

7.1 Repeat Key Words throughout Your Document 102

7.2 Ensure That Each Paragraph Begins with a Point 105

7.3 Use Transition Words 106

7.4 Use Vertical Lists for Series of Like Items 108

7.5 Ensure Your Graphics Make a Point 111

7.6 Apply Visual Devices 115

Step 8 Edit for Clarity 117

8.1 Use Concrete and Specific Words 121

8.2 Use Active Voice 123

8.3 Simplify Tense: Stay in Present Tense When Possible 127

8.4 Avoid the Helping Verbs Would, Should, and Could 132

8.5 Identify and Replace Ambiguous Pronouns 133

8.6 Use Standard English Words 136

8.7 Check Sentences for Misplaced or Dangling Modifiers 138

Step 9 Edit for Economy 143

9.1 Cut Useless Verbs 147

9.2 Cut Useless Prepositions 149

9.3 Cut Who, Which, and That 152

9.4 Cut Useless Repetition 153

9.5 Cut Redundancy 154

9.6 Cut Useless Comments 155

9.7 Cut Useless Modifiers 157

Step 10 Edit for Readability 159

10.1 Measure Readability Using the Gunning Fog Index 162

10.2 Replace Long Words with Short Words 164

10.3 Break Long Sentences 165

Conclusion Congratulations! 167

Index 171