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Communication - Writing1 K I S S.... Communication - Writing2 What Plain English is not... Each application shall be supported by a comprehensive letter.

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Presentation on theme: "Communication - Writing1 K I S S.... Communication - Writing2 What Plain English is not... Each application shall be supported by a comprehensive letter."— Presentation transcript:

1 Communication - Writing1 K I S S...

2 Communication - Writing2 What Plain English is not... Each application shall be supported by a comprehensive letter of explanation in duplicate. This letter shall set forth all the facts required to present to this office a complete itemization of the candidate’s capabilities and officer potential.

3 Communication - Writing3 Instead... You must send us the following: one copy of your application two copies of a letter explaining your skills and abilities

4 Communication - Writing4 Plain English is effective For you: Easier to write takes less time to write uses fewer words For the Chain: Straightforward less strain on the memory takes less time to read time spent on content vs. decipher

5 Communication - Writing5 The Plain English Model zStyle zOrganization zLayout

6 Communication - Writing6 Style zWrite the way you talk zUse ordinary words zUse a variety of punctuation zUse pronouns zUse contractions To write a readable sentence...

7 Communication - Writing7 Style zWrite the way you talk zUse ordinary words zUse a variety of punctuation zUse pronouns zUse contractions To write a readable sentence... B ureaucratic S igns Better anticipate expect close proximity near in lieu of instead of limited number few in the event that if permit let prior to before terminate stop

8 Communication - Writing8 Style zWrite the way you talk zUse ordinary words zUse a variety of punctuation zUse pronouns zUse contractions To write a readable sentence... using only periods is like speaking in monotone

9 Communication - Writing9 Style zWrite the way you talk zUse ordinary words zUse a variety of punctuation zUse pronouns zUse contractions To write a readable sentence... More likely to use active voice Easier to write Removes artificiality Engages the reader

10 Communication - Writing10 Style zWrite the way you talk zUse ordinary words zUse a variety of punctuation zUse pronouns zUse contractions To write a readable sentence... More likely to use plain English If you must, write contractions in the draft…then uncontract in the final.

11 Communication - Writing11 Some rules are meant to be broken zNever begin a sentence with and or but. zNever end a sentence with a preposition. zNever split an infinitive. zNever write a single sentence paragraph. zNever use pronouns. Basic Grammar

12 Communication - Writing12 Some rules are meant to be broken zWe must recognize that assuring naval access forward will remain a prerequisite... zBut structuring the Naval Service to continue this contribution in the future...And improvements in networking and communications... z... permits effects-based planning to disrupt his operational design. zThe next step is to clearly define the overarching Operational Concepts... from Navy Strategic Planning Guidance April, 2000

13 Communication - Writing13 The Plain English Model zStyle zOrganization zLayout

14 Communication - Writing14 Organization zUp front... before the reasons why zTell what you found, not what you’ll cover zAsk for action early zDon’t delay bad news Make your point easy to find...

15 Communication - Writing15 Organization zUp front... before the reasons why zTell what you found, not what you’ll cover zAsk for action early zDon’t delay bad news Make your point easy to find... This POM-02 Training and Education BAM assesses the ability of Navy training and education to meet this responsibility....

16 Communication - Writing16 Organization zUp front... before the reasons why zTell what you found, not what you’ll cover zAsk for action early zDon’t delay bad news Make your point easy to find... Over 80% of recruits tell us they plan to work on a college degree while in the Navy.... Our investment in education leads directly to attracting more of our country’s best and brightest...

17 Communication - Writing17 Organization zUp front... before the reasons why zTell what you found, not what you’ll cover zAsk for action early zDon’t delay bad news Make your point easy to find... Request your approval to transfer two billets from... to... to service as...

18 Communication - Writing18 Organization zUp front... before the reasons why zTell what you found, not what you’ll cover zAsk for action early zDon’t delay bad news Make your point easy to find... This BAM identifies unfunded program requirements, the impacts of insufficient funding on the Navy’s ability to meet this core responsibility,...

19 Communication - Writing19 The Plain English Model zStyle zOrganization zLayout

20 Communication - Writing20 Layout zShows the reader -- visually -- your organization zHelps you -- the writer -- be organized A good layout...

21 Communication - Writing21 Layout  Use short paragraphs  Use headings  Use bullets and lists The three keys to layout TITLE Heading

22 Communication - Writing22 Layout Maintaining our new direction In the two years since…From the Sea was published, we have expanded on and capitalized upon its traditional expeditionary focus. “Expeditionary” implies a mind set,a culture, and a commitment to forces that are designed to be deployed forward and to respond swiftly. Our new direction provides the nation: Naval Expeditionary Forces Shaped for Joint Operations Tailored for National Needs Operating Forward … From the Sea from Forward … From the Sea Different font style Bold Attached to the paragraph Bullet facts/lists Number steps or procedures

23 Communication - Writing23 Not That English Stuff zPassive voice zPunctuation

24 Communication - Writing24 Passive Voice 8 Flags am is are was were be being been...and requires a past participle -ed or -en

25 Communication - Writing25 Passive Voice Real-time awareness of the battlespace is required to support an accurate common tactical picture. form of be past participle An accurate common tactical picture requires real- time awareness of the battlespace.

26 Communication - Writing26 Passive Voice Try this one. Because of the assured knowledge provided by networked operations, less effort is required for unit self-protection. Because of the assured knowledge provided by networked operations, unit self-protection requires less effort.

27 Communication - Writing27 Passive Voice One more. RDT&E funds must be spent as efficiently and effectively as possible. The Navy must spend RDT&E funds efficiently and effectively.

28 Communication - Writing28 Passive Voice Is Passive Voice really all that bad? Leaves out important information Asks the reader to guess Prevents use of pronouns

29 Communication - Writing29 Punctuation zColon zDash zSemicolon

30 Communication - Writing30 Colon An arrow which points to more useful information The mission succeeded because: The Design Team worked efficiently. The Commanding Officer supported the project. The Action Officer conducted thorough research.

31 Communication - Writing31 Dash Similar to the colon, but more informal The mission failed for one reason-poor planning.

32 Communication - Writing32 Semicolon Separates equal grammatical units: phrases or clauses In FY00, the budget was signed; in FY01, the money is spent.

33 Communication - Writing33 In Summary Good writing is worth the effort. Think about: S tyle O rganization L ayout

34 Communication - Writing34 For a little more practice Plain English Please : A Rhetoric Plain English Please : A Rhetoric by Elisabeth McPherson, Gregory Cowan, September 1, 1986 Plain English at Work: A Guide to Business Writing and Speaking by Edward Bailey, or Check out the links on The AO Web Site-AO Skills


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