White Space

As your eyes scan down this blog post, something keeps them fixed on the text and (hopefully) interested enough to read further. While the content of an article can accomplish this, so can the design. 

Using White Space Effectively

The white space around blocks of text and between sentences is often overlooked. Well, to be fair, it's meant to be subconsciously overlooked. However, that ornamentally-impaired and visually-neglected area plays a very important role in showing your eyes where to focus on an article or other piece of writing, and can even make the text more appealing, simply by being vacant space.

White space let's us know when a sentence or idea is important.

To illustrate that point, the above sentence has been given plenty of white space, an effect that carves out a special place for weighty or critical information. It's professional writing's equivalent of putting lights on a billboard; not too flashy, but will draw the eyes where they need to be. 

After all, what are bullet points, headings, and indentations except the clever use of white space (and sometimes other techniques) to make the body of text easier to read and understand?

But Let's Not Overdo It

We do have to be careful with how much white space we decide to use. While it's good technique and a fine tool to employ for the right situations, the blog WritingHood notes that “if there is too much white space, then the piece looks unprofessional.” 

If things are too broken apart, the paragraphs look unorganized and the ideas feel incomplete. But the appropriate amount of white space will likely also vary based on the type of writing.

So How Much?

For a narrative, even without a lot of dialogue, the blog WriteItSideways says it's normal to use a lot of “breathing space,” and that it “feels natural” in the context of a more relaxed narrative. When the action is fast-paced and intense, though, it is more likely that the text will be condensed in order to keep the reader's eyes moving and their mind focused on whatever the author intends. This keeps the breaks from feeling too forced or slowing down the pace of the story of body of text. Sometimes it's appropriate to fit a lot of information into a single paragraph if the information is intended to be seen together and of equal importance.

Sentences in other forms of writing, like this blog post, need a little bit more room to breathe to keep the eyes of the reader scanning down the page with ease and interest.

Final Thoughts

Author Cheryl Tardif has some interesting things to say about the use of white space. She says “our eyes tend to naturally look for white space,” and perhaps more dramatically:

“The sentences closest to the white space are the ones most remembered.”

How to Write a Memo

First, you need to consider the purpose and audience of your memo.  Memos are pieces of professional writing that may serve a multitude of purposes; therefore, it is imperative to know what purpose your memo will serve.  Knowing the audience your memo will be sent to is equally important in order to establish the right tone.  Ask yourself, “What am I trying to tell this person?”   Also ask, “What voice would best convey my purpose?”  Memos are most commonly used when writing the following pieces:

·         Informal reports “describe specific incidents, note the progress of ongoing activities or projects, or summarize the results of a completed project or investigation” (Olieu, Brusaw, and Alred 358).  Follow-up work may also be recommended (Olieu, Brusaw, and Alred 358).  Types of informal reports include progress reports, periodic reports, investigative reports, trouble reports, trip reports and test reports (Olieu, Brusaw, and Alred 361). 

·         Internal proposals “suggest a change or an improvement within an organization” (Olieu, Brusaw, and Alred 454).  Proposals are sent to superiors in the organization who can either approve or disapprove of the suggested actions (Olieu, Brusaw, and Alred 454).  When writing internal reports, ask yourself if you need to write a “routine internal report” or a “formal internal report” (Olieu, Brusaw, and Alred 454) . 

Second, you should begin to consider the format of your memo.  Most memos include some type of letterhead to make the document look official.  All memos include a general heading with four important pieces of information including:

·         The “to” line gives the name of the memo recipient and his/her title.

·         The “from” line gives the name of the memo writer and his/her title.  This line often includes the writer’s handwritten initials for authenticity.

·         The “date” line gives the day, month and/or year/season the memo is written.

·         The “subject” or “Re” line gives the recipient the first chance to see what the memo is about; thus, it must preview the purpose and tone of your memo.  This line can draw the recipient in, so use it strategically.

Next, you need an introduction to preview the main points of your memo.  In the introduction, you should inform readers of your topic, findings and/or conclusions in either a sentence or short paragraph. 

As you begin writing your body paragraphs, consider using headers to organize and group similar content.  The recipient of the memo will thank you. 

Body paragraphs should be short, focused and single-spaced.  No indention is needed with these paragraphs; however, you should separate them with a blank line (block format).  Bulleted lists may be appropriate and beneficial for some content but make sure the bullets are consistent in grammatical structure.

Finally, you want to consider the writing style you adapt for the memo.  Be clear, straightforward and specific in your wording in order to effectively connect with your audience regarding the purpose of your memo.  Always use active voice. 

Here are two categories of words you should avoid when writing your memo because they are meaningless and hinder your efforts to convey your purpose:

·         Throw-away words such as this, that, very, just and the.

·         Do-little verbs such as be, am, is, are, was, were and been.

As always, with any piece of professional writing, remember to proofread your memo to avoid any embarrassing errors ending up on your superiors’ desk.  Happy writing!

Sources Cited in “How to Write a Memo”

Oliu, Walter E., Brusaw, Charles T., Alread, Gerald J.  Writing That Work:

            Communicating Effectively on the Job (Tenth Edition).  Boston:

            Bedford/St. Martin’s, 2010.  Print. 

Principles of Professional Writing: Using Visuals*

Visuals are great for simplifying and clarifying ideas, as well as comparing information. They allow readers to interpret data at a glance, which makes information more memorable and accessible. However, visuals are useless unless they are used effectively. 

Here are some helpful tips for using effective visuals:

1. Use visuals only when necessary. Do not include a visual just for decoration. Using visuals that have nothing to do with the content of the document or presentation can distract or even confuse the reader. 
2. Don’t be redundant. If the visual adds nothing to the text but merely repeats the same information, it is a waste of space and the reader’s time. 
3. Make sure the visual you have chosen is the best for your purpose. The visual must be the best way to present the particular information you wish to express. Don’t use visuals where words will suffice. Here are the types of visuals: 
• Line Graphs
• Pie Charts
• Flowcharts
• Schematics
• Symbols
• Drawings
• Photographs
• Maps
• Tables
• Bar Graphs
4. Introduce, discuss, interpret, and integrate the visual into the text of the document. Raw data means nothing unless its relevance to the issue at hand is made clear. The reader should not have to figure out why the visual is included in the document, or what the significance of the data may be. 
5. Make sure the visual has a clear meaning. While it should be interpreted in the text of the document, it should also be self-explanatory and complete. 
6. Make sure the information in your visual is accurate. Gather your information from reliable sources. 
7. Number visuals consecutively (using figure or table numbers) and give them a specific, meaningful title. Remember to refer to these in the body of your text. 
8. Remember your audience. Tailor your use of visuals to their needs. 
9. Cite visuals that come from another source. This is as easy as typing “Source:” followed by the source location. 
10. If using a table, make all like elements (the factors being compared) read down, not across. 
11. Make the visual easy for your reader to find. The visual should closely follow the reference to it in the text. Format the document so that visuals do not appear on different pages from where they are mentioned in the text. The exception to this is, of course, visuals included in an appendix. 
12. Surround the visual with white space. Crowding visuals can inhibit their effectiveness. 
13. As a convention, make the visual take up at least one third of a page. This is for reasons of clarity and visibility. 
14. Position the visual in alignment with the text, for balance. 
15. Define terms and symbols in your visual, and make sure they are consistent. 
16. Make all captions and lettering in the visual easily readable. (see Typography)

Using visuals doesn't have to be hard. These basic principles will teach you which visuals work and when. Follow them, and you will learn to use visuals effectively.

* Sources:

Oliu, Walter E., Charles T. Brusaw, and Gerald J. Alred. Writing That Works: Communicating Effectively on the Job. 10th ed. Boston: Bedford/St. Martin's, 2009. Print.

"Professional Writing." skills4study.com. Palgrave, n.d. Web. 19 April 2012.

Formal vs. Informal Reports

In a professional writing, there are two types of reports: Formal reports and informal reports. The difference has nothing to do with the tone of the report, or who will be addressed in the report. The difference between a formal report and an informal report depends on the topic of the report as well as the formatting of the report.

Formal reports

Formal reports tend to inform readers about major happenings. Formal reports can be written about new developments in a field, explorations of the feasibility of a new product, or an organization's end of the year review.

Formatting

Formal reports are made up of three components:

1. Front Matter

2. Body

3. Back Matter

Front Matter

Front matter includes an explanation of the topic, the purpose of the report, it indicates whether the report contains the kind of information that the audience is looking for, and lists where specific chapters, headings, illustrations, and tables can be found throughout the report.

Front Matter includes the:

•  Title Page

•  Abstract

•  Table of Contents

•  List of Figures

•  List of Tables

•  Foreword

•  Preface

•  List of Abbreviations and Symbols

Body

The body includes  the descriptions of the methods and procedures used to generate the report, how results were obtained, describes the results, draws conclusions, and make recommendations (optional).

The Body includes the:

•  Executive summary

•  Introduction

•  Text (including headings, tables, illustrations, and references)

•  Conclusions and recommendations

Back Matter

The back matter contains additional information that the reader may want.

The Back Matter includes:

•  Bibliography

•  Appendixes

•  Glossary

•  Index

Informal Reports

Informal reports often describe specific events, note the progress of ongoing activities or projects, or summarize the results of a completed project or investigation. 

Formatting

Informal reports have simple formatting. They are usual formatted like a memo and include a(n):

•  Introduction

•  Body

•  Conclusion and Recommendation

Types of Informal Reports

Informal reports can cover almost every subject. The most frequently used informal reports are:

•  Progress Reports

•  Periodic Reports

•  Investigative Reports

•  Trouble Reports

•  Trip Reports

•  Test Reports

Be aware of what type of report you need. Be sure to use correct tone, whether it is business formal or friendly casual based on your audience. 

Good luck!

Sources:

• Oliu, Walter E., Charles T. Brusaw, and Gerald J. Alred. Writing That Works: Communicating Effectively on the Job. New York, NY: Bedford/St. Martin's, 2010. Print.
•  "Reports." Writing Guidelines for Engineering and Science Students. Web. 19 Apr. 2012. <http://www.writing.engr.psu.edu/workbooks/reports.html>.

Brochure Writing 101

Oh, you need to create a Brochure? Here’s how!

                One of the easiest ways to disseminate information is to create a brochure. Brochures provide a broad overview of a specific subject that is easy for anyone to pick up and browse. However, when writing a brochure, there are several different things to keep in mind.

Purpose and Audience

The most important element of a brochure is to establish the purpose of the entire document. What exactly is this being used for? Why is this information so important? Purpose is absolutely essential in creating an effective and efficient brochure. The purpose will carry throughout all of the selected visuals and included articles.

The second most important element that correlates with purpose is audience. Who is the audience that your brochure is targeted towards? Purpose is important, but if a target audience is missing the brochure does not serve its informative intention. Audience should guide the purpose, in order to tie the brochure together.

What to Include:

Only include the most pertinent information in a brochure. Brochures typically serve as an informational overview, not a lengthy resume that includes every minor detail. Brochures should be informative, not persuasive. This is not the place to pitch a sale, a brochure should enlighten. A unique aspect about brochures is that there is a way to provide website addresses, phone numbers, and e-mail addresses to link to additional sources and materials.

Design and Visuals:

A brochure’s design needs to be intentional. There should be a proper usage of white space and typography. Brochures should be uniformed. A uniformed brochure with a simple font allows for readers to quickly and easily navigate and understand the content. With that being said, white space must be utilized in the document. It is very difficult and often intimidating to be bombarded with text without separation.

Make sure that the information is equally spaced and divided. A way to do this is to include visuals. Visuals can be very effective and connective. Using proper visuals can leave a lasting impression on a reader. With that being said, make sure the visuals are appropriate to the subject matter. Random visuals that do not pertain to the brochure’s content should not be included.

Quick Tips to Keep in Mind:

• Brochures are typically scanned. Because of this, it is important to make sure information is strategically placed. For example, headings and titles are very important. The title is what makes the reader decide if he or she is going to read the entire article.
• Include pertinent contact information (if necessary). This includes phone numbers, office hours, addresses, e-mail addresses, etc.
• Visuals are important—if they are appropriate for the brochure. Avoid using unnecessary and distracting visuals.
• Uniformity. Uniformity. Uniformity. It’s very difficult to read a document that changes every page. This makes a document easy to read and skim without the reader getting distracted or sidetracked. 

Brainstorming

The writing process begins long before one sits down to write a completed work. To start, a writer, or group of writers, must determine their intention and purpose for their writing from which they can generate content. A useful technique to do so is called brainstorming, otherwise known as a process in which one interviews him or herself with the intent to “obtain additional content” (Oliu, Brusaw, Alred 9).

Why Brainstorm?

            Brainstorming allows for the writer to more accurately pinpoint the topics and ideas that best support the task at hand. It creates a relaxed forum in which one can physically document ideas, regardless of how outlandish those ideas might seem. According to MindTools.com, the intention in creating such a document “is that some of these ideas can be crafted into original, creative solutions” for the sake of completing a task in addition to possibly generating more ideas.

            Due to the informality of this process, one should never critique an idea. The intent of brainstorming is to explore any and all possible approaches to addressing the subject matter. Therefore, any analysis or critique is preemptive and can “stunt idea generation” (MindTools.com). That is to say, brainstorming is simply meant for the addition of possibilities for problem solving.

Brainstorming as a Group or Individual

             

As a group, brainstorming allows for a number of individuals to informally layout ideas through discussion of the subject. It is import to ensure that each member feels comfortable with their group so that they may contribute ideas freely. Such works in order to best develop a unified approach toward completing the task and creates a venue for each group member to develop and play off of the ideas of on another.

 Brainstorming as an individual can be difficult because the process is limited solely to one idea-generating source. Nevertheless, an individual can brainstorm by creating a list of topics and ideas that address the fundamental purpose of their topic as well as the needs of the audience as readers. As suggested in Writing That Works, the individual can then evaluate their documented content and arrange the ideas in accordance to relevance to purpose or audience. Such allows for one to clearly note a mutual relationship between the purpose and the needs of the audience.

Genres of Brainstorming

Within the categories of individual and group brainstorming, there are many techniques that one can apply to accommodate the generation and development of ideas. For a thorough and explicative list of these techniques, visit the University of North Carolina Writing Center.  

Collaborative Writing

Collaborative writing is “working with other people on a team to produce a single document” (Writing that Works). Collaborative writing is generated by team members working together to produce one single document. In ENW 3570, half of the class assignments will be done collaboratively. Because collaborative writing is a crucial component in both this class, and in professional writing, here are basic principles that will ensure your success when writing in a group setting.

· Establish specific roles for each team member (Ex: Project Manager, Communications Director, Final Editor)

· Develop a schedule for team meetings and a timeline for draft due dates

· Discuss expectations for how the team will function and communicate (phone, email, meeting times)

· Establish consistency in tone, style, purpose, and audience through revision

How to Write Collaboratively (Writing That Works)

1. Plan the document (decide on purpose, audience, and scope as a team)

2. Research the subject/topic

3. Write the draft

4. Review drafts of each team member

5. Revise the draft based on work of the team

Plan the Document: Take time as a team to review the assignment sheet, and decide how to best complete the document. In this planning period, assign specific roles for each team member, and designate which team member will write which portion of the document.

Research the subject/topic: It is important that all team members have a good understanding of the goal of the project, and have the appropriate information in order to complete their portion of the assignment. Communication is crucial in the research process.

Write the Draft: Take time individually to write your portion of the assignment.

Reviewing Drafts of Team Members: Reading the draft of each team member will allow all team members to understand each others portion of the draft, and to understand how the document will fit together as a whole.

Revise the Draft: The revision process is the most important part of collaborative writing. In the revision process, tone and style are matched, to ensure consistency through the entire document. While there should be a team member with the role of editing the document, the entire team should be involved in the revision process.