STEPS FOR EFFECTIVE WRITING
1. Considering your audience for the proper angle.
Decide how your readers will use your information and narrow you massage to their interests.
Choose details to be included on the basis of the audience's experience and knowledge of your subject.
- what are the interests of your audience?
- How will the reader use your information?
- How much does the reader know about the subject?
2. Anticipate special problems in your reader's reaction.
If you think your reader will be skeptical of data you cite or policies you advocate, or if you foresee a personality or situation problem in the general acceptance of your massage, deal with the problem up front. Usually this means refuting alternatives and purporting your conclusions with additional evidence and authority.
3. Outline your message functionally.
Think before you write. Summarize your entire message in two or three sentences at most. Describe what action your reader need to take or what action you plan to take. Answer who, what, where, why, and how details. Then expand this basic outline into some logical format.
4. Develop the first draft.
Start writing your draft at the computer if is available. Do not stop to edit and polish grammar, but rather concentrate on the logical flow of ideas. Collect and assemble data.
5. Edit for content, grammar, clarity, conciseness, and style.
Use the following as guides to polish, well writen final draft:
Is the angle narrow and consistent? Does proportion match emphasis? Check accuracy and completeness; add authority. Eliminate repetitious details. Paragraph by idea for eye appeal. Use informative heading and adequate white space.
Do not write fragments for sentences. Punctuate collectly. Use appropriate words. Spell collectly. Do not capitalize without a reason.
Measure readability. Position to indicate emphasis. Use clear transitions. Use clear references.
Use concrete words and phrases. Use a consistent viewpoint.
prefer active voice verbs. Avoid wordy sentences. Cut out cliches, redundancies, sentence padding, etc.
Vary sentence structure and length. Revise weak verbs. Prefer a personal conversational tone.