Writing: Macro Issues

1. MACRO Writing: Macro Issues

2. Objectives • By the conclusion of this discussion you should be able to: • Design a document with high skim value (HATS) • Use structural signposts to improve organization and flow • Construct effective paragraphs

3. High Skim Value Document Design • High Skim Value (HATS) • Headings • Access • Typography • Spacing

4. High Skim Value Headings • Visually see structure • Mirror image of table of contents/agenda • All documents • Show hierarchy

5. High Skim Value Access • Make important information easy to find • Use typography to emphasize important points • Use best means of communicating message • Graphic • Table • Charts

6. High Skim Value Typography • Type face (font) • Type size • Type style • Type alignment

7. High Skim Value Spacing – White Space • Avoid “gray pages” • External • Internal • Benefits • Provides visual relief • Prevents reader fatigue • Enhances reader friendliness • Encourages reader to engage with content

8. Structural Signposts • Throughout the document • Back and forth references • Section previews • Document design techniques • Opening/Closing • Effective opening • Agenda • Effective closing

9. Effective Paragraphs • Topic sentence with body support • Unity

10. Effective Paragraphs [1] We cannot focus our attention on both ends of the age spectrum. [2] In a recent survey, two-thirds of the under-35 age group named Collins as the first company that came to mind for the category “baby-food products.” [3] For more than 50 years we have spent millions of dollars annually to identify our company as the baby-food company, and market research shows that we have been successful. [4] Last year, we introduced Peas ‘N Pears, our most successful baby-food introduction ever. [5] To now seek to position ourselves as a producer of food for adults would simply be incongruous. [6] Our well-defined image in the marketplace would make producing food for adults risky.

11. Effective Paragraphs Effective Paragraphs • Topic sentence with body support • Unity • Coherence • Use transitions • Use pronouns • Repeat key words

12. Relationship Transitional Expressions addition also, besides, furthermore, in addition, moreover cause and effect as a result, because, consequently, hence, so, therefore, thus comparison in the same way, likewise, similarly contrast although, but, however, in contrast, nevertheless, on the other hand, still, yet illustration for example, for instance, in other words, to illustrate, sequence first, second, third, then, next, finally summary/conclusion at last, finally, in conclusion, to summarize, therefore time meanwhile, next, since, soon, then Effective Paragraphs

13. Effective Paragraphs Effective Paragraphs • Topic sentence with body support • Unity • Coherence • Parallel structure

14. Effective Paragraphs Not Parallel • The new grade system of paper is lightweight, nonporous, and it is inexpensive. • The training program will cover: • Vacation and sick leaves • How to resolve grievances • Managing your workstation • One management consultant recommended either selling the children’s furniture division or its conversion into a children’s toy division. • Jane is not only proficient in word processing, but also in desktop publishing.

15. Effective Paragraphs Effective Paragraphs • Topic Sentence with body support • Unity • Coherence • Parallel structure • Paragraph length • 60-80 words (one topic sentence and 3-4 support sentences) • 6-8 sentences maximum

16. Conclusion • Use the HATS principle to improve the skim value of your written documents. • Use an appropriate structural signpost to improve organization and flow of document. • Write unified, coherent paragraphs utilizing parallel language and appropriate paragraph length.