Discovering your written voice

1. Discovering your written voice Denver Beaulieu-Hains2013 AWAG Annual Leadership and Training Seminar, May 5-9, 2013

2. -- For example, use your professional voice on the telephone as a guide --Edit what you’ve written into a voice your boss would approve of and in a way that makes you feel good --Don’t take editing personally (use 3 sets of eyes when possible) Find your voice

3. -- Put some time and distance between what you write and what you edit -- Edit every memo and letter three times Why? 1. Your mind goes into “cheerleader mode” and thinks everything you write it greate 2. Your eyes and mind automatically corrects errors – edit three times too Find your voice

4. -- Make sure what you’ve written is simple, clear and easy to understand -- Ask yourself the logical questions your readers might have For example: Did you give the reader enough information? Is it obvious to the reader what you want done, when you want it done by? Editing for meaning

5. Ask yourself: --Does my opening grab the readers attention? Is it short, simple and clear? --Are any of my paragraphs or sentences too long? The more complicated the subject the shorter the sentences should be. -- Does each point lead to the next? -- Can I replace jargon, acronym’s and cliches? Editing for power

6. Does your text contain mistakes and errors in fact? -- Is the date right? --Are names correctly spelled? -- Is the message free of all spelling, punctuation, and grammatical errors? -- Is the message consistent? Editing for correctness

7. Limit paragraphs to one topic • Vary the length of your paragraphs • Open each paragraph with the main idea Composition: the paragraph

8. When developing paragraph… -- Give specific examples of what you’re writing about. -- Support your statements with proof, and present it in ways the reader can understand and appreciate -- Use quotations or paraphrases to cite what others have to say Composition: the paragraph

9. When getting started… -- Start with the general and move to the specific -- Start from the specific to the general -- Present information according to time sequence -- Compare and contrast ideas Composition: the paragraph

10. Paragraphs should follow a logical Progression. There should always be a beginning, middle and end. Composition: the paragraph

11. Paragraph 1 Introduces the idea • Middle Paragraphs support or clarifies the tope introduced in paragraph 1 • The final paragraph draws conclusions, makes recommendations, summarizes ideas The exercise: basic structure

12. A letter of reference can be one of three things: recommendation; reference; condemnation • Paragraph 1 confirms period of employment • Paragraph 2 offers evaluation of performance • Paragraph 3 offers additional information or telephone reference if required The exercise: Reference letter

13. The letter of congratulations may be typed or handwritten – “social-business” category • Paragraph 1 expresses congratulations on [reason]; (you are thrilled and delighted) • Paragraph 2 extends wishes to whomever is celebrating with recipient and expresses willingness/extend offer to help in the future. The exercise: congratulations

14. The key is simplicity, directness and sincerity • Paragraph 1 expresses (deep) sympathy at time of loss • Paragraph 2 offers kind words about the deceased • Paragraph 3 extends an offer of help and support The exercise: condolences

15. Basic structure • Subject states the matter at hand • Paragraph 1 announces decision to act, with background included as necessary/appropriate • Paragraph 2 advises recipient(s) to take the next step and/or expedite ASAP The exercise: memo

16. How might these forums change how you communications? Other considerations: social media, images and documentation

17. Questions?