How to Not Suck at
Writing Minutes, Notices,
and other Communication
Danica Schieber, ISU
July 30, 2015
Introduction
ISU, RPC PhD
Research Interests- Business Communication Pedagogy,
Transfer Theory
Technical Communication
Overview
Common communication issues
Document Design
Revision techniques
Minutes
Notices
Miscommunication
What are some of the most common
miscommunication issues that occur?
How can we avoid them?
Basics of Good Writing
Clear
Complete
Correct
Saves the reader’s time
Builds goodwill
Basic Document Design
1.
Use white space- use lists/bullets
2.
Use headings- be specific, keep them parallel
(p. 164 and 165)
Cluttered Space
Improved
#3 Limit the use of all caps
WHEN PEOPLE READ TEXT IN ALL CAPS, IT
LOOKS AS THOUGH IT IS SHOUTING AT YOU!
ALSO, NEVER DO THIS! EVER!!!
#4 No more than 2 fonts
Serif fonts- Times New Roman, Palatino
Sans Serif fonts- Tahoma, Arial
Fonts can influence how the reader
responds to your document.
#5 Decide whether to justify
margins
Full justification- type lines up evenly on both and
right and left margins
More formal
Uses fewer pages
Ragged right- margins line up only on the left, but the
right lines up in different places
More informal
Very short line lengths
#6 Important stuff in top left
and lower right
We read in a “Z” pattern (left to right)
#7 Use a grid to unify graphic
elements
2-3 imaginary columns
The graphic elements have to line up
#8 Use decoration in
moderation
Highlighting
Decorative Devices
Color!!!!
Revision Techniques
Revision Techniques
1.
Stamp out and abolish redundancy (cut it down, cut it down, cut it
down).
2.
As getting to the point more quickly is a preferable quality from
the perspective of readers, utilization of grammatical subjects that
are as brief as possible within each sentence and the elimination
of long introductory clauses shall be encouraged.
3.
Depiction of the main action through the utilization of descriptive
verbs is also a characteristic preferred by readers, so it too shall be
encouraged.
Technique #1
Stamp out and abolish redundancy (cut it down, cut it
down, cut it down).
Cut it down
Phrases
Wordy phrases
Due to the fact that → because
Under circumstances where → if
Regardless of the fact that → although
A sufficient number of → enough
We are in receipt of → we have received
Cut it down
Before
This section covers and
policies, rules, and procedures
for renting the city park. This
includes:
Explanation of amenities
Explanation of
reservations
Explanation of clean up
rules
After
This section covers the
policies for renting the city
park, including:
Amenities
Reservations
Clean up
Technique #2
As getting to the point more quickly is a desirable
quality from the perspective of readers, utilization of
grammatical subjects that are as brief as possible within
each sentence and the elimination of long introductory
clauses shall be encouraged.
(Get to the point).
Grammatical subjects
Subject does the action:
We ate donuts.
The clerk typed up the minutes.
She paid her water bill.
•
Or the subject has the action done to it (passive):
•
•
•
Donuts were eaten by us.
The minutes were typed up by the clerk.
The water bill was paid by her.
Determine an appropriate
subject
Whatever goes in the subject position should be an
important character, concept, or thing.
Highlights of the four features that provide you with the
necessary support to perform your review are provided in
the following sections.
Determine an appropriate
subject
Whatever goes in the subject position should be an important
character, concept, or thing.
Highlights of the four features that provide you with the
necessary support to perform your review are provided in the
following sections.
↓
The following sections highlight the four features that help you
perform your review.
Technique #3
Depiction of the main action through the utilization of
descriptive verbs is also a characteristic preferred by
readers, so it too shall be encouraged.
Use descriptive verbs for the main actions.
Avoid
To be verbsClerks are responsible for writing notices.
Empty verbs and nominalizationsThe Iowa Code contains the requirement…
Passive Voice
When is it appropriate to use this?
What are nominalizations?
Turning actions into abstract nouns
Investigate → investigation
Protect → protection
Require → requirement
Identify → identification
Develop → development
Technique #3
Before
There is an Iowa
requirement for taxpayers to
supply documentation of
any requested deductions.
The city clerk is
responsible for ongoing
maintenance and
operation of the XYZ
network.
AFter
Iowa requires taxpayers to
document any requested
deductions.
The city clerk maintains
and operates the XYZ
network.
Technique #4
Old to new information flow- start with information
the audience already knows. Then move to the new
information.
This creates better cohesion between sentences.
Example
Lately, most movies I've seen
have been merely second-rate
entertainment, but
occasionally there are some
with worthwhile themes. The
rapid disappearance of the
Indian culture (new) is the
topic of a recent movie (old) I
saw.
Lately, most movies I've seen
have been merely second-rate
entertainment, but
occasionally there are some
with worthwhile themes. One
recent movie (old) I saw was
about the rapid
disappearance of the Indian
culture. (new)
Practice #4
The city’s water was tested last week. Some citizens had
insisted that testing was needed. The fluoride levels are
normal. The water testing company, WaterCo, came in
from Des Moines to do the testing. The chlorine levels
are also normal. There were no violations. For the full
water report, please see the city newsletter that was sent
out. Also, it is posted on our website.
Revision Techniques
Sample documents
Let’s discuss
Finishing Up
Questions?