1. KISS PRINCIPLE TO PROFESSIONAL WRITING
BREVITY IN PROFESSIONAL CORRESPONDENCE
To view this presentation, first, turn up your volume and second, launch the self-running slide show.
Applying the:
KISS PRINCIPLE TO PROFESSIONAL WRITING

2. Keep it Short and Simple
The Principle of KISS
Keep it Short and Simple
“Simplicity is the ultimate sophistication” (Leonardo Da Vinci).
“Everything should be made as simple as possible but no simpler” (Albert Einstein).

3. Some facts about long sentences
Jonathan Coe's novel, 'The Rotters' Club', contains a sentence of 13,955 words. This is generally considered to be the longest sentence in English literature.
One of Molly Bloom's soliloquies in James Joyce's epic novel 'Ulysses' features a sentence of 4,491 words.
The Guinness Book of Records lists the longest proper sentence as one from William Faulkner's novel 'Absalom, Absalom!' (1,287 words).
Some ancient languages, such as Sanskrit and Greek, did not have any punctuation. So all their sentences were long!
A Polish novel, 'Bramy Raju', contains a 40,000-word sentence.
There is a Czech novel, by Bohumil Hrabal, called 'Dancing Lessons for the Advanced in Age' which is one long sentence.

4. BREVITY
The concise and exact use of words when speaking and writing. (Oxford).

5. The report is a masterpiece of brevity.’
‘It is far better to write a well-structured paper marked by brevity than to compose a long but poorly constructed piece.’
‘When it comes to giving a well-constructed speech or sermon, brevity is often the order of the day.’
‘Newspapers often edit letters to the editor for clarity and brevity.’
To view this presentation, first, turn up your volume and second, launch the self-running slide show.
‘Brevity is the soul of wit’
Hamlet, Act 2, Scene 2

6. Situated Professional English
First impressions (rapport building, small talk, interviews etc.)
Briefing
Pitching
Marketing message
Executive summaries
Internet presence
Correspondence

7. What Skills does Brevity Require?
Ability to reformulate, paraphrase, summarize etc.
Precision of language
Clarity of language
Ability to distil the main message to its essence
Ability to select essential information
Editing skills
Focusing in rather than out

8. The Elevator Pitch Sell a product, an idea, market yourself for a
job in as long as it takes for the elevator to get to the top floor.
…to launch products,

9. Crowd Funding
People looking for investment have to convince potential private investors with the help of a 3-minute video to invest in their product.

10. Science Slam
Present your research
in 5 minutes
• 4 slides only

11. Anyone? 140-character bursts of information called tweets
…global causes.

12. Key Characteristics of Brevity Activities
SCAFFOLDING
WORD COUNT
…global causes.
Time Limit

13. Student Responses to Tasks
Having to present complicated themes within a few minutes was a
challenging task and it helped to improve my time management.’
Students often include too many facts for brief summaries. During my
army time I learned that you often do not have much time to make
a decision or to give an order, especially in critical situations. I
expect this to be rather similar in a business context and I think
working to time and word limits should be done more often for this
reason
Even though I consider myself to have good skills, I almost find it more
difficult to write short texts like abstracts than longer papers. It
was really important for me to practice editing for smaller word counts.’
I think through these shorter presentations it was easier for me to
reflect and to work on improving my skills in a following
presentation.’
…five simple rules for creating world-changing presentations.

14. CUT, CUT
CUT
…five simple rules for creating world-changing presentations.

15. Jay BETTER HELP respond
…and you will undoubtedly find favor with the king.
respond
BETTER

16. Hi Professor,
It is me Jay. I am in your class and I think that I was unfairly awarded a C in your class this term, and I am asking you to change the grade to a B. It was a difficult term. I don’t get any money from home, and I have to work mornings at IHOP (as a cook), so I had to rush to make your class, and those two times that I missed class were because they wouldn’t let me off work because of special events at IHOP (unlike some other students who just take off when they choose). On the midterm, I originally got a 75 percent, but you said on class that there were two different ways to answer the third question and that you would change the grades for students who used the second case study approach and had been counted off 10 points for doing this. I don’t think that you took this into account, because I got 80 percent on the final, which is clearly a B. Anyway whatever you decide, I just want to tell you that I really enjoyed this class, and I thank you for making English so interesting. Unlike my other English classes before this one, I think I actually like English now.

17. They’re there to see you. To be inspired by your message…
Think before you write!

18. They’re there to see you. To be inspired by your message…

19. The following short correspondences suffer from redundancies and long-windedness. Revise them to eliminate unnecessary fillers and hedges and make them more concise. Be sure to include ALL important details.
This is a short note to let you know that I made an investigation of our competitor’s websites. Attached hereto is a summary of my investigation. I was really interested in making a comparison of the employment of strategies for marketing as well as the use of navigational graphics use to guide visitors through the sites. In view of the fact that we will be revising our web site in the near future I was extremely intrigued by the organization, kind of marketing tactics and navigation at each and every site I visited.
…five simple rules for creating world-changing presentations.

20. Revisions
As you requested I investigated several of our competitor’s Web sites. Attached is a summary of my findings. I was most interested in comparing marketing strategies as well as navigational graphics to guide visitors through the sites. Because we will be revising our own website soon, I was intrigued by the organization, marketing tactics, and navigation of every site.
You are not giving your presentation to have another meeting. You are there to covey meaning.

21. I am writing this message because, pursuant to your request, I attended a seminar about the use of PowerPoint in business presentations. You suggested that there might be tips that I would learn that we could share with other staff members, many of whom make presentations that almost always include PowerPoint. You suggested that there might be tips that I could learn about using PowerPoint presentations. We could share this information with other staff members. The speaker, Gary Dixon, made some very good points and shared very helpful things on the subject of PowerPoint presentations. There were several points of an important nature that are useful in avoiding what he called a “PowerPoint slumber party” as well as points to avoid.

22. As you requested, I attended the seminar on PowerPoint in business presentations. I learned several tips that I am sure would benefit our staff members who make such presentations. Gary Dixon, the speaker, offered important suggestions to avoid what he termed “a PowerPoint slumber party.”

23. We have received your request for information
We have received your request for information. As per your request, the undersigned is transmitting to you the attached documents with regard to the improvement of security in your business. To ensure the improvement of your after-hours security, you should initially make a decision with regard to exactly what you contemplate must have protection. You are, in all probability, apprehensive not only about your electronic equipment and paraphernalia but also about your company records, information and data.
…five simple rules for creating world-changing presentations.

24. I have attached the following documents involving the improvement of security in your business. To improve your after-hours security you should decide what you want to protect. You are probably apprehensive about your electronic equipment but also about your company records, information and data.
You are not giving your presentation to have another meeting. You are there to covey meaning.

25. To opt out of these changes, call or write us by the date of March 31
To opt out of these changes, call or write us by the date of March 31. It is absolutely essential for you to include your name, address, and account number in the letter that you write. Should you decide to opt out of these changes, you may use your account under the current terms until the ultimate end of your current membership year or the expiration date on your card. We will close your account at that point in time. You must then repay the balance under the current terms.
…and you will undoubtedly find favor with the king.

26. To opt out of these changes, call or write to us by March 31
To opt out of these changes, call or write to us by March 31. Include your name, address and account number. If you decide to opt out, you may use your account under the current terms until your membership expires as the date on your card indicates. We will then close your account, and you will be responsible for payment of the remaining balance under the current terms.

27. Some Exemplars from your scripts…

28. A degree in business is applicable almost anywhere, it can open many doors because there are many career paths to choose from like: finance, accounting, management, economics, marketing and so on. My name is Jane Doe, and I am currently pursuing my bachelors in degree in business management at the University of Belize. Everyone has their own reason for pursing a certain Career, upon pursuing my degree it truly seemed like the best possible choice because business is in touch with every aspect in society. I have seen how my studies has developed my management and organizational skills and have now become I passion of my own. I am hopeful that after completing my studies I could get a job as a human resource manager. The idea of not only influencing a person to be the driving force behind an organization is a real passion of mine because it is so unlike me, and I want to challenge myself, and bring my ethical qualities to an organization.

29. This memo serves to introduce myself, Jane Doe, to you as the teacher
This memo serves to introduce myself, Jane Doe, to you as the teacher. I am currently employed at … for 3.5 years. I started as a Cashier in the Customer Service Department. Thereafter, I was promoted to Cash Collection Representative in the same Department. Prior to being employed at … I was employed at a … as a logistic Assistance. My current job has thought me that in order for you to grow as a person you must always strive for better. I believe that is what I am currently pursuing. I am currently a student at the University of Belize completing my Bachelor degree. I am enrolled in the Business Management program and plan to be completed within 2 years’ time. I am both employed and also a student. I have always been interested in the Business world in a workplace which is why I chose Business management as my area of studies.

30. THE END
Thank you for your attention!