1 Technical Communication A Reader-Centred Approach First Canadian Edition Paul V. Anderson Kerry Surman

2 Developing an Effective Style Chapter 4

3 (c) 2007 Nelson, a division of Thomson Canada Limited Learning Objectives Create a reader-centred voice for your communication Create a reader-centred voice for your communication Construct usable and persuasive sentences Construct usable and persuasive sentences Use clear, meaningful, and inclusive language Use clear, meaningful, and inclusive language

4 (c) 2007 Nelson, a division of Thomson Canada Limited The Importance of Using Effective Style Style is Style is – Features that make a person’s writing unique – Writing characteristics shared by groups of people – Communication’s readability and impact – A judgment made about the writer Style affects your communication’s usability and persuasiveness Style affects your communication’s usability and persuasiveness

5 (c) 2007 Nelson, a division of Thomson Canada Limited Select a Style that Suits Your Communication Blend the style components of Blend the style components of – Individuality – Conventions of profession – Conventions of organization Make the reading easy for your readers Make the reading easy for your readers Create the impact your desire Create the impact your desire

6 (c) 2007 Nelson, a division of Thomson Canada Limited Components of Style Creation of voice Creation of voice Construction of sentences Construction of sentences Use of words Use of words

7 (c) 2007 Nelson, a division of Thomson Canada Limited Create Your Voice Find out what’s expected Find out what’s expected Consider the roles your voice creates Consider the roles your voice creates Consider how your attitude will affect your readers Consider how your attitude will affect your readers Say things in your own words Say things in your own words Avoid stereotypes Avoid stereotypes

8 (c) 2007 Nelson, a division of Thomson Canada Limited Find Out What’s Expected Match your voice to your readers’ expectations of formality, objectivity, and “distance” Match your voice to your readers’ expectations of formality, objectivity, and “distance” Many factors influence readers’ expectations Many factors influence readers’ expectations Expectations are different in other cultures Expectations are different in other cultures Sometimes an ineffective style is expected Sometimes an ineffective style is expected

9 (c) 2007 Nelson, a division of Thomson Canada Limited Consider the Roles Your Voice Creates Your voice indicates the role you see yourself playing Your voice indicates the role you see yourself playing Your voice also assigns a role to your readers Your voice also assigns a role to your readers Voice can come across in a single sentence Voice can come across in a single sentence

10 (c) 2007 Nelson, a division of Thomson Canada Limited Consider How Your Attitude Will Affect Your Readers Your voice communicates an attitude towards your subject Your voice communicates an attitude towards your subject Feelings are contagious Feelings are contagious Review the attitude you want to convey if your feelings are strong Review the attitude you want to convey if your feelings are strong Take care with voice in messages Take care with voice in messages

11 (c) 2007 Nelson, a division of Thomson Canada Limited Say Things in Your Own Words Even when using a formal style, let your style sound like you Even when using a formal style, let your style sound like you Read your draft aloud to check phrasing or work choice Read your draft aloud to check phrasing or work choice However, sometimes you need to suppress your own voice However, sometimes you need to suppress your own voice

12 (c) 2007 Nelson, a division of Thomson Canada Limited Ethics Guideline: Avoid Stereotypes Avoid describing people in terms of stereotypes Avoid describing people in terms of stereotypes Mention a person’s gender or race only when it is relevant Mention a person’s gender or race only when it is relevant Avoid humour that relies on stereotypes Avoid humour that relies on stereotypes

13 (c) 2007 Nelson, a division of Thomson Canada Limited Construct Usable and Persuasive Sentences Simplify your sentences Simplify your sentences Put the action in your verbs Put the action in your verbs Use the active voice Use the active voice Emphasize what’s most important Emphasize what’s most important Smooth the flow of thought Smooth the flow of thought Vary your length and structure Vary your length and structure

14 (c) 2007 Nelson, a division of Thomson Canada Limited Simplify Your Sentences Eliminate unnecessary words Eliminate unnecessary words Substitute one word for several Substitute one word for several Keep modifiers next to the words they modify Keep modifiers next to the words they modify Combine short sentences to clarify meaning Combine short sentences to clarify meaning

15 (c) 2007 Nelson, a division of Thomson Canada Limited Put the Action in Your Verbs Avoid sentences that use some form of “to be” Avoid sentences that use some form of “to be” Avoid sentences that begin with “It is” or “There are” Avoid sentences that begin with “It is” or “There are” – Exception: topic sentences, forecasting Avoid sentences that use nominalizations Avoid sentences that use nominalizations

16 (c) 2007 Nelson, a division of Thomson Canada Limited Use the Active Voice Place the actor in the subject position Place the actor in the subject position Active voice increases usability Active voice increases usability – Speeds comprehension – Avoids vagueness and ambiguity However, passive voice occasionally has good uses However, passive voice occasionally has good uses

17 (c) 2007 Nelson, a division of Thomson Canada Limited Emphasize What’s Most Important Place the key information at the end of the sentence Place the key information at the end of the sentence Place the key information in the main clause Place the key information in the main clause Emphasize key information typographically Emphasize key information typographically Tell readers explicitly what the key information is Tell readers explicitly what the key information is

18 (c) 2007 Nelson, a division of Thomson Canada Limited Smooth the Flow of Thought Avoid needless shifts in topic Avoid needless shifts in topic Use transitional words Use transitional words Use echo words Use echo words Place transitional and echo words at the beginning of the sentence Place transitional and echo words at the beginning of the sentence

19 (c) 2007 Nelson, a division of Thomson Canada Limited Vary Your Sentence Length and Structure Avoid monotony and loss of emphasis Avoid monotony and loss of emphasis Vary your sentence length Vary your sentence length – Use short sentences for emphasis Vary your sentence structure Vary your sentence structure – Begin with an introductory clause

20 (c) 2007 Nelson, a division of Thomson Canada Limited Use Clear, Meaningful, and Inclusive Language Use concrete, specific words Use concrete, specific words Use specialized terms when appropriate Use specialized terms when appropriate Use words accurately Use words accurately Choose words with appropriate associations Choose words with appropriate associations Choose plain words Choose plain words Use inclusive language Use inclusive language

21 (c) 2007 Nelson, a division of Thomson Canada Limited Use Concrete, Specific Words Increase clarity, and therefore usability Increase clarity, and therefore usability Use precise language so that readers can make decisions and take action Use precise language so that readers can make decisions and take action Abstract and general terms can be used Abstract and general terms can be used – To make general points – To describe general features – To provide general guidelines

22 (c) 2007 Nelson, a division of Thomson Canada Limited Use Specialized Terms When Appropriate Wisely use the specialized terms of your profession when your readers will understand them Wisely use the specialized terms of your profession when your readers will understand them Consider all specialized terms from your readers’ point of view Consider all specialized terms from your readers’ point of view Define terms if readers are unfamiliar with them Define terms if readers are unfamiliar with them

23 (c) 2007 Nelson, a division of Thomson Canada Limited Use Words Accurately Consult a dictionary if you are uncertain Consult a dictionary if you are uncertain – Thesauruses can be misleading Take care if you are using words outside of your usual vocabulary Take care if you are using words outside of your usual vocabulary Pay attention to the way words are used by others Pay attention to the way words are used by others Watch for the literal or dictionary meaning of words Watch for the literal or dictionary meaning of words

24 (c) 2007 Nelson, a division of Thomson Canada Limited Choose Words with Appropriate Associations Also, watch for the meanings or associations your words have for your readers Also, watch for the meanings or associations your words have for your readers Two kinds of associations Two kinds of associations – Connotation – Register

25 (c) 2007 Nelson, a division of Thomson Canada Limited Choose Plain Words Over Fancy Ones Plain words promote efficient reading Plain words promote efficient reading Plain words reduce your risk of creating a bad impression Plain words reduce your risk of creating a bad impression

26 (c) 2007 Nelson, a division of Thomson Canada Limited Ethics Guideline: Use Inclusive Language Use gender-neutral nouns and pronouns Use gender-neutral nouns and pronouns Use plural pronouns Use plural pronouns Refer to individuals in a parallel manner Refer to individuals in a parallel manner Revise salutations Revise salutations Refer to the person first, then the disability Refer to the person first, then the disability

27 (c) 2007 Nelson, a division of Thomson Canada Limited In Summary Create a reader-centred voice for your communication Create a reader-centred voice for your communication Construct usable and persuasive sentences Construct usable and persuasive sentences Use clear, meaningful, and inclusive language Use clear, meaningful, and inclusive language