Nuclear Medicine Professional Development …What’s In It For Me? Basic Writing Skills 1 Goals & Objectives After attending this presentation attendees will be able to: Understand the importance of possessing good writing skills Determine the appropriate form of writing based on the intent of the communication List the different types of documents used for business writing The presenter should provide this program at a chapter meeting or at a department meeting. 2 Introduction Writing is defined as inscribing characters or symbols on a surface Writing is one of the oldest known forms of communication In today’s age of information and technology, writing has become a lost art The Merriam Webster Collegiate Dictionary. Springfield, MA: Merriam-Webster, Incorporated, 1993. Writing is a form of communication that has been documented back to early ancient times. Inscriptions have been documented as hieroglyphics and writings in tombs of Egyptian kings. A part of the curriculum in all schools today is teaching basic writing. Writing can be demonstrated through essays, term papers and reports. However, since the inception of computers, true writing forms have been lost to text messages and e-mails. 3 Introduction As a professional, it is crucial to write well The ability to write does not require a unique talent or an outstanding mental ability Everyone has the basic skills necessary to write well A basic understanding of writing and a commitment to writing well in all situations is needed as a professional Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. As a professional it is imperative to understand how to write well. The ability to write does not require a unique talent or an outstanding mental ability. Everyone has the basic skills necessary to write well. All that is required is a basic understanding of why good writing skills are important and a commitment to writing well in all situations. 4 Questions Writers Ponder How do I begin? What is my purpose? How do I make my point clear? How do I create a logical flow? How do I say what I mean? How do I avoid grammatical errors? How can I make my message brief? How can I create a visual effect? Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. One of the most difficult components of writing is choosing what to write. There are several different types of writing and the most appropriate form will depend on the situation. To assist with the decision, the author should consider the five W’s (and the H). These questions that should be asked are: • Who? – Who is this writing intended for? • What? – What is the intent of the document? • When? - When or how soon does it need to distributed? • Why? – Why or for what reason is it being composed? • Where? – Where is the document being distributed? • How? – How will the document be distributed? Knowing the answers to these questions help the writer to focus and make the best choice of what to write and how to write. Take the time to answer these questions before starting any document. 5 How to choose what to write The five W’s (and the H) should be considered: Who? What? When? Why? Where? How? Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. Knowing the answers to these questions will help the writer focus and make the best choices in what to write and how to write it. A writer should take the time to answer these questions before starting any document. 6 Elements of Writing Beginning Greeting and opening Make point of communication clear Middle Body of communication Information pertinent to the point End Conclusions Summary Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. All writing, no matter what it is, has three simple parts. These elements consist of a beginning, middle and an end. The beginning can be an introduction, greeting or opening. This is the place where the writer will state the main points of the document. The middle is considered the body of the communication. This is where the writer should provide information pertinent to the point or purpose of the document. The end, or closing, of the document is where the writer will state the conclusions and summarize all key points for the reader to understand. 7 Spelling and Grammar It is important in all business communications to use proper grammar and correct spelling What you write and how you write it could reflect a positive or negative image Sloppy and / or poorly written communications could be perceived as a lack of caring Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. Baugh,L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. In all business communications it is important to use proper grammar and correct spelling. How documents are written will reflect or demonstrate a positive or negative image on the writer. Sloppy and/or poorly written communications could be perceived by the reader as indifference on the part of the author. 8 Spelling and Grammar Proofread communications before sending Use spell and grammar check if available Make sure to have subject, verb and tense agreement Ensure proper word usage: affect/effect there/their among/between shall/will can/may than/then Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. All documents and communications should be proofread before they are sent. When using a computer, the writer should use spell and grammar check on all documents if it is available. However, this should not be depended on to correct everything! It is also important to verify that there is correct subject, verb and tense agreement. Another area that may cause problems is with the misuse of words that sound similar but have different meanings. In these cases, it is important to ensure proper word usage. Examples of words that may be used inappropriately are2-3: affect/effect discreet/discrete among/between shall/will can/may than/then These words should be clarified when the writer is unsure about the situations in which each of these is appropriate and correct. 9 Spelling and Grammar Use proper punctuation Avoid run-on or complicated sentences Avoid fragmented or incomplete sentences Avoid clichés If you’re not sure, LOOK IT UP! Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. Baugh, L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. There are many helpful tips that apply when developing business writings. If a situation arises that is unclear, always refer back to a reference that will provide clarification of the problem. It is better to be sure and correct rather than making inaccurate statements. 10 Types of Writing E-mail Letters and Memos Agendas Reports Academic Documents Research (scientific) manuscripts Continuing education papers There are several different types of business documents and communications a writer can create. Some of these include: •E-mail •Letters and Memos •Agendas •Reports •Academic documents (such as research manuscripts and continuing education papers) There are many occasions in which professionals could use these forms of communication in the healthcare arena. 11 E-Mails E-mail is very fast, convenient and easy Many users do not realize the potential ramifications of what is being sent Business e-mails should be concise and to the point The language used in business e-mails should not be overly colloquial Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. Baugh, L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. Many businesses today are using e-mail as the primary means of communication because it is very fast, convenient and easy to use. Due to its ease of use however, many users do not realize the potential ramifications of what is being sent. Business e-mails should be concise and to the point, and the language used in business e-mails should not be overly colloquial. 12 E-mail Etiquette Always include a subject or e-mail title Avoid the “ready, aim, fire” approach Avoid “flaming” Don’t be sloppy Consider if e-mail is the appropriate tool Make the point Make the font user-friendly Don’t use all capital or lower-case letters Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Hahn, P. The Everything Writing Well Book. Avon, MA: Adams Media Corporation, 2003. When using e-mail there are certain rules that should be followed . First, the communication should always include a subject or e-mail title. Many users will choose which e-mails to read based on the subject. By including the subject line, the reader can determine if the e-mail is a priority before it is even opened. Don’t use the “ready, aim, fire” approach to sending e-mails. Like any other document, it is important to make sure that the grammar and spelling is correct and that the e-mail makes sense. It is also important to ensure that it is being sent to the appropriate person(s). One critical issue in sending e-mails is to avoid responding to a general message by selecting the “reply all” option. This practice sends unnecessary e-mails to others that should not or do not need to read your response. Writers should remember to avoid “flaming.” E-mails should never be constructed or sent that are emotional or written in defense of an action that was unpleasant or hostile. Make sure what is written is appropriate and will not be perceived as inflammatory by the reader(s). If it is, do not send it. When composing an email, don’t be sloppy. Sloppy or poorly written e-mails will be viewed as unprofessional and could reflect negatively on the writer. It is also important to consider whether or not e-mail is the appropriate tool for the communication. In some instances e-mail may not be able to meet the needs or purpose of the communication. E-mails should make the point and be short and concise. If e-mails are too long, readers will not read it. The font should be userfriendly, and all capital or lower-case letters should not be used. 13 E-mail Test Does it sound like conversation? If you wouldn’t say it, Don’t write it! Can the reader understand what you’ve written on the first read? Is the point clear and concise? Is it short? Is it professional? Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Before any e-mail is sent, it should be tested for appropriateness. The writer should ask the following questions: Does the e-mail sound like conversation? – Conversations should be held face-toface or over the telephone. E-mail is not the appropriate form of communication. •If you wouldn’t say it, don’t write it! - Never write anything you would not say to the person(s). Can the reader understand what you’ve written on the first read? - If not, the point or purpose may be lost or misunderstood. Is the point clear and concise? – E-mails that are too complicated may not be answered or the response may not pertain to the question asked. Is it short? – E-mails that are too long do not get read or do not get read immediately. The reader may wait until there is adequate time to review the document. Is it professional? – E-mails, like any other form of writing or communication, are a reflection of the author. Poorly written e-mails will be viewed as unprofessional. If the e-mail does not pass any component of this test it should be rewritten. Otherwise, it may not be effective or achieve its purpose. 14 E-mail Attachments If sending an attachment, don’t reiterate its contents within the e-mail Make sure the attachment can be opened Proofread the attachment Don’t send if it isn’t necessary Make it easy on the reader Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. The writer should be careful when using email attachments. If one is being sent, the contents should not be reiterated in the e-mail. This will result in frustration for the reader, as well as valuable time being wasted. It is also important to make sure the receiver can open the attachment. If it cannot be opened, it will not be read and the author may be expecting a response based on the information sent. The reader should inform the sender that the attachment should be resent. The attachment should be proofread before it is sent and should only be sent if it is necessary. The writer should make attachments easy on the reader by providing all necessary information in one document. 15 Letters and Memos Letters and memos are the basic vehicles of business communication They should be brief and make a single point (no more than 2 pages) Letters are for external communications Memos are for internal communications Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Baugh, L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. Letters and memos are the basic vehicles of business communication.They should be brief and make a single point (no more than 2 pages). Letters should be used for external communications and memos should be used for internal communications. The presenter should ask the audience how often they receive letters and memos vs. how often they create them. The next slide provides several tips to help in both situations. 16 Letters and Memos All business letters should include: Heading or letterhead Date Subject line Body Inside address Closing and signature Salutation Enclosures or ‘CC’ Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Baugh, L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. The presenter should ask the audience to be more cognizant as they read the letters and memos that pass by their desks. Check to determine if the elements described here are shown on those documents. 17 Letters and Memos All business memos should include: TO: (To whom is the memo directed?) FROM: (Who wrote the memo?) DATE: SUBJECT: or RE: Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Baugh, L. Handbook for Business Writing. Lincolnwood, IL: NTC Business Books, 1994. 18 Types of Letters and Memos Letters of request Sales letters Response letters Cover letters, recommendations Letters of collection Letters to vendors and suppliers Memos that deal with employee issues Memos that make announcements Memos for policies and procedures As professionals you will receive or create many types of documents that support your work. There are only a few listed here but the list is endless based on your work environment and position within your place of employment. 19 Agendas When preparing an agenda it is important to: Remember your timeline Prioritize the topics Match the topics to the group Schedule old business before new business Agendas are used to keep a meeting on schedule and organized. These documents give the chair, or individual who is running the meeting, a timeline and list of topics to follow in order to keep the meeting effective and meaningful. Agendas also provide the meeting schedule to participants so they can formulate questions. Following this format will result in an effective agenda and meeting. 20 Reports Define the main point Define the goals and objectives Collect the evidence needed to support the main point Organize the report State the conclusions and recommendations Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. Reports may be one of the longest and most time-consuming documents produced in business. They may be written in as little as a few days or up to several months. These documents are generally used to report on the status of situations or operations and can be the vehicle for making recommendations for change or corrective actions. Addressing and including these items will organize the report and ensure that the document will be more effective. 21 Organization of Reports Title Executive summary Introduction Materials and methods Results and discussions Conclusions Recommendations Worth, R. Webster’s New World Business Writing Handbook. Indianapolis, IN: Wiley Publishing Incorporated, 2002. 22 Academic Documents Academic documents may include: Research proposals Scientific manuscripts Scientific abstracts Continuing education articles Many of the common writing rules apply to academic writing If the academic document is for publication in a scientific journal, the rules for submission must be followed In the medical profession, some healthcare workers may be called upon or expected to prepare academics documents. The most common types of academic documents are research proposals, scientific manuscripts, scientific abstracts and continuing education articles. When preparing these documents, it is important to follow the same rules and principles that apply to other types of written communication. If the the academic document is for a specific scientific journal or other type of publication, it is necessary to follow the specific rules for submission for that particular publication. 23 Scientific Manuscripts Introduction Purpose or objective Study design Methods and materials Results Summary Conclusion When constructing academic documents, these elements are usually the required parts of the document. However, each document is different and the format should follow the recommendations of the scientific journal. 24 Summary What you write will ultimately define you as a professional to your colleagues and superiors Match the appropriate communication method to the recipient Eliminating excessive or unnecessary communication will improve your workflow Mastering these skills will improve your ability and enhance your career When preparing any type of written communication it is important to remember that what you write will ultimately define you as a professional to your colleagues and superiors. It is necessary to match the appropriate communication method to the recipient and the situation. Eliminating excessive or unnecessary communication will improve your workflow, and mastering these skills will improve your overall writing ability and enhance your career. 25
