Guide 3 Write in an Efficient, Action-Oriented Style

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Guide 3Write in an Efficient, Action-Oriented
Style
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Definitions

• Writing in an efficient style means saying
  everything that needs to be said and nothing
  more.
• Writing in an action-oriented style means writing
  in a strong, lively style that gives a sense of
  movement or emphasizes action.
• BUTbeing too blunt or gruf often is interpreted
  as being rude.

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Condense Written Copy

• Use a direct style present information in a
  logical, straightforward manner.
• Eliminate repetitive material Information should
  be repeated only when it is necessary for
  emphasis
• Avoid Hidden Verbs Avoid hiding verbs in a noun
  form.

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Examples

• (Hidden verb)Please call if I can be of
  assistance to you.
• (Active verb) Please call if I can assist you.
• (Hidden verb) We must make a decision on this
  issue today.
• (Active verb) We must decide this issue today.
• (must be an action verbassist, decide,
  something you can do)

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Examples

• (Hidden Verb)Please take all alternatives into
  consideration.
• (Active Verb) Please consider all alternatives.
• (Hidden Verb) Please make the announcement that
  lunch will be served at noon.
• (Active Verb) Please announce that lunch will be
  served at noon.

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Replace Wordy Phrases

• Phrases are often used when one word would convey
  the message adequately.
• For example
• At the present time now

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Replace Wordy Phrases

• Examples
• In the amount of
• for
• In the near future
• soon
• During the time that
• while

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Use Only Necessary Modifiers

• Repeat again again
• Maximum possible maximum
• New innovation innovation
• Merge together merge
• Cooperate together cooperate
• (The first set of words mean the same thing so
  only use one of them.)

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Use Only Necessary Descriptive Words

• In some cases descriptive words are necessaryin
  other cases they simply occupy space.
• We must say either New York City or New York
  State (to clarify which place)
• We dont need to say the City of Chicago
• (theres only one Chicago)

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Examples of Descriptive Words

• The box was square in shape.
• (better) The box was square
• (everyone knows a square is a shape)
• The dog weighed 50 pounds in weight
• (better) The dog weighed 50 pounds
• The report was 20 pages in length.
• (better) The report was 20 pages.

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Use Only Necessary Alternatives

• Thank you for your kindness and hospitality.
• (better) Thank you for your hospitality.
• (use one or the other, but not both)
• Call if you have questions or concerns
• (better) Call if you have questions.
• Let me know if you need my help or assistance.
• (better) Let me know if you need help.

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Use Active Voice in Most Situations

• Active verbs are used when the subject does the
  action that is described by the verb.
• Terri was presented with the award by the
  President. (passive)
• The President presented the award to Terri.
  (active)

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Use Active Verbs

• The dog was saved by Tom. (passive)
• Tom saved the dog. (active)
• The announcement of the winner will be made by
  the mayor. (passive)
• The mayor will announce the winner. (active)
• Your check was mailed on May 10 (passive)
• The accountant mailed your check on May
  10.(active)

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Use Active Voice

• Sentences using passive voice are difficult to
  correct.
• However, when you are using MS Word, the spell
  check fixes these for you.
• If the sentence is underlined in green, click on
  the section underlined.
• The computer will say use of Passive Voice and
  give a suggestion.
• Have the computer change to the suggested
  correction, and you will usually be correct.