TECHNICAL WRITING November 1, 2013

Today Procedures for policies Improving writing: Noun-verb agreement errors

Instructions and Procedures Instructions explain how to perform a task in a step-by-step manner. They vary in length, complexity, and format. i.e., How to install a printer for a computer. Procedures for policies describe a set of established rules of conduct to be followed within an organization. i.e., Workplace dress code, employee vacation guidelines

Writing procedures for policies and regulations Procedures: - Found in employee handbooks and other internal corporate communications (i.e., websites, memos).

Example procedures - Accessing a company files or database. - Preparing for an audit, a transition, a merger. - Applying for medical leave. - Reserving a company vehicle. - Requesting travel expense reimbursement. - Requesting a transfer within a company.

Procedures Have a major impact on a company and its workers; - Affect schedules, payrolls, behaviors, etc. - Help the company run smoothly.

Procedures Use similar strategies for writing procedures as for writing instructions: - plan carefully, - spell out exactly what is expected of employees – be specific. how, when, where, and why employees are to perform or follow a certain policy.

In memo format. Introduction Tells reader of new policy and states purpose of the memo. States exactly how the company defines the policy. Provides a helpful example. Stresses employee responsibilities and rules.

Carefully outlines what is acceptable according to new policy. Numbered points make policy easier to understand and follow. Stipulates what new policy will not allow in a SEPARATE section. Explains steps to begin the new policy. Encourages feedback and questions.

A note about grammar Too many professional, proper grammar are important. Especially in writing (but not on speaking). Because they are think proper grammar show competence. To many professionals, proper grammar is important, especially in writing (but not in speaking) because they think proper grammar shows competence.

Agreement Errors One of the most common grammar errors for speakers of English as a second language. Also one of the most noticeable errors (along with article use). Mastering agreement helps your writing seem more natural.

What do you mean, “Agreement” ?!?! I is writing to apply for this job. A memo are for giving information to colleagues.

Agreement Errors Result when: a) Pronouns (I, he, she, they, it, etc.) do not correspond in number (singular vs. plural). b) Verbs used to modify a subject do not correspond in number (singular or plural), or with person (first, second, or third) with the subject’s “head”.  “Head” = the word the verb modifies. c) Demonstrative adjectives (this/that/these/those) used to modify a noun do not correspond in number.

Agreement Rules 1. A pronoun must agree in number and gender with its antecedent (the noun or phrase it represents). i.e., An accountant presents us with information they deem correct. - They does not agree with the antecedent (an accountant).  Accountants present us with information they deem correct. Note: In situations like this, use the plural subject if possible.

Agreement Rules 2. A verb must agree in number and person with the subject’s head i.e., Few studies on income smoothing has directly investigated changes in firms’ reported earnings. - Has investigated does not agree in number with the head (studies).  Few studies on income smoothing have directly investigated changes in firms’ reported earnings.

Agreement Rules She frequently cite external reports in board meetings.  She frequently cites external reports in board meetings.

Agreement Rules 3. A demonstrative adjective (this/that/these/those) must agree in number with the noun it modifies. i.e., When the political situation changes, this goods will lose their scarcity value. - This does not agree in number with the noun (goods).  When the political situation changes, these goods will lose their scarcity value.

Fixing agreement errors Step 1: Make sure that the subject’s head agrees with the verb, even when the subject follows the verb. i.e., There are 13 members in the committee.

Fixing agreement errors Step 2: Identify the subject’s head. Do not get confused by long subjects. Make the verb agree with the head, not with the words between the head and the verb. i.e., The premiums paid under the new contract is $2,727,000 less than those under the existing contract. - The verb is does not agree with the subject’s head (premiums).  The premiums paid under the new contract are $2,727,000 less than those under the existing contract.

Fixing agreement errors Step 3: Treat a “collective subject” (company, board of directors, team, etc.) as a singular noun. i.e., F & N Computers increased the scope of their business. - Their does not agree with the collective subject (F & N Computers)  F & N Computers increased the scope of its business.

Fixing agreement errors Step 4: Treat most indefinite pronouns as singular: anybody, anyone, anything, each, either, everybody, everyone, everything, neither, nobody, no one, nothing, somebody, someone, something. i.e., Everyone in this company work a double shift, but they do not receive extra pay. - Everyone does not agree in number with work, they, or do not receive.  Everyone in this company works a double shift, but no one receives extra pay.

Note about all, any, more, none,, most, some May be plural or single, depending on the noun/pronoun modified. i.e., Some of the employees have complained about the company’s compensation system. - some refers to employees; therefore, the verb is plural. Some of the equipment is broken. - some refers to equipment; therefore, the verb is singular.

Fixing agreement errors Step 5: Treat subjects with plural forms, such as politics, statistics, mathematics, economic, news, as singular words. i.e., Statistics is a science. The news is sad. Mathematics is difficult.

Fixing agreement errors Step 6: For compound subjects joined by either/or, or neither/nor, use: a) A singular verb if both subjects are singular b) A plural verb if both subjects are plural. i.e., a) Neither Igor nor John is responsible for your company’s income loss. b) Either SGG’s suppliers or its managers are responsible for the company’s income loss.

Fixing agreement errors Step 7: For compound subjects joined by either/or, or neither/nor: - make the verb agree with the CLOSEST subject if one subject is plural and the other is singular. i.e., Either Igor or SGG’s managers are responsible for the company’s income loss. Either SGG’s managers or Igor is responsible for the company’s income loss. NOTE: Try to mention the plural subject last. It sounds/looks better.

Worksheet - Fix the errors Complete the worksheet available on the course website and bring your answers to next class.

Assignment Work with a PARTNER. You will write a policy for a work procedure: - See information sheet for choices. 1 st Draft due Next Wednesday (Nov. 6 th ) subject: procedure draft Final draft due: Monday Nov. 11 th subject: procedure final Check website for details.