strategies to improve business and technical writing francine mahak, phd utah government auditors...
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Strategies to Improve Business and Technical Writing
Francine Mahak, PhD
Utah Government Auditor’s AssociationJune 5, 2013
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read • Understand
Two Overall Goals
1. Write faster and better.
2. Produce messages that people
• Read • Understand• Act on (the 1st time around!)
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
We will be writing a document . . .
Think of a policy or procedure you’d like to recommend changing
What kinds of actions do your readers need to take?
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?)
• Address your purpose• Target your audience
Basic Principle for Any Writing
Basic Principle for Any Writing• Address your purpose• Target your audience
For organizational/technical writing:
Focus on what they need to DO (vs. know).
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
It will look something like thisSubject Line
Main Message + Action Needed
Highlights
Relevant Details
Recap Main Message + Action Needed
In brief: What do I want my readers to . . .
Do
Feel
Know
?
What do I want my readers to . . .
DO
Feel
Know
?
Action is key
What do I want my readers to . . .
DO
Feel
Know
?
RespectedMotivated
What do I want my readers to . . .
DO
Feel
Know
?
Only what’s needed for the DO and FEEL
Let’s write a quick document
Recommendation to change a policy/procedure
Template
I
Please
In brief,
(Contact info)
RE: _______________________________________
Highlights
Relevant Details
Close
Main Message
Template
I
Please
In brief,
(Contact info)
RE: _______________________________________
Highlights
Relevant Details
Close
Main Message
Executive Summary
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
How about this as a beginning?
Subject: Maintenance
How about this as a beginning?
In 1998, we had a records maintenance system that did not work well for us.
Subject: Maintenance
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
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
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
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
Here’s what’s at the end:
Please to not hesitate to contact me if I can answer any questions.
Here’s what’s at the end:
Please to not hesitate to contact me if I can answer any questions.
!
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?
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
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?
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?
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?
OH NO!
What if this was in the middle paragraph of that memo?
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.
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.
So, what should the Subject line be?
Subject: Maintenance
The Subject line should be a Purpose line
Subject: Request for Records Maintenance Presentation at Tuesday staff meeting
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
Let’s look at some real documents - yours
Let’s look at some real documents - yours
• See them as if they were in your Inbox• Identify authors’ good choices• Formulate suggestions
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.
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.
Again: here’s the formulaSubject Line
Main Message + Action Needed
Highlights
Relevant Details
Recap Main Message + Action Needed
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
Quick Debrief
Let’s Practice
Thank you!
Francine Mahak, PhD(801) 953-4735
University of Utah Career Services