Writing for Impact

2. Writing for Impact

3. Overview • Information on Writing Military Style • How to Write an Effective Bullet • Examples and Quiz

4. Writing Military Style • Why is it so important? • Recognition: Quarterly and annual awards, career-specific awards—helps to build careers • Promotion: Enlisted Performance Reports • (EPRs) and Officer Performance Reports • (OPRs) are critical to the promotion system— • they can MAKE or BREAK a career!

5. Writing Military Style, cont. • Who needs to know how to write using military style? • You do here as students • Supervisors • Others involved in the writing and reviewing process

6. Writing Military Style, cont. • When can I use this information? • For yourself: Promotion Recommendation Forms (PRFs), OPRs and 1206s • For your airmen: EPRs and 1206s, other enlisted promotion packages

7. Basic Formatting Techniques Definition (T&Q): A clear, concise ‘bottom line’ of an ideaor a single accomplishment and its impact.

8. Basic Formatting Techniques Definition (T&Q): A clear, concise ‘bottom line’ of an ideaor a single accomplishment and its impact. • NOTE: Bullet format breaks the rules of standard grammar—focuses on concise specifics rather than general information

9. Basic Formatting TechniquesPunctuation and Grammar • Telegraphic bullets do not have periods • Use the double dash (--), ellipsis (…) and semicolon (;) to indicate a pause or break in thought • Use exclamation marks sparingly • Generally, avoid using articles (a, an, the), conjunctions (and, but, or) and pronouns (he, she, him, her) • Avoid using negative words (isn’t, can’t)

10. Basic Formatting Techniques, cont. • Size of Bullets: • One to three lines long; primary shouldn’t have more than one or two secondary (sub-) bullets • Sub-bullets indicate result, impact or scope • Length: • Leave as little “white space” as possible….avoid carrying over a single word to the next line—don’t waste! • Maximize all the “white space” in the block….

11. Writing Tips • Objective: Describe an accurate word picture of an individual in the reader’s mind; approach this as a “top priority” • Outcome: This can have a direct impact on individual’s careers—you’ll have the awesome opportunity to help others obtain their goals and dreams!

12. Writing Tips, cont. • Use “hard-hitting” facts, actions and phrases; start with a strong, fact-filled statement • Each bullet should contain substance; limit fluff • Be enthusiastic, and make your writing come alive! Use active voice…. • Use common terms everyday people can understand, instead of using job specific jargon • Validate with comments from outside agencies (HQ USAF, MAJCOM, Wing, etc.)

13. Three Parts to an Effective Bullet • Action • Result (aka accomplishment) • Impact

14. Three Parts to an Effective Bullet • ACTION: What did the person do? • Be specific, yet brief • Focus on what the person did and their leadership and management abilities • Example: Managed 49 LG block training

15. Examples • Other words to begin the action: Spearheaded Masterfully orchestrated Performed Implemented

16. Three Parts to an Effective Bullet • RESULT: What occurred because of the action? • Again, specific but brief • Quantify as much as possible: use percentages, numbers, time/money values (saved), number supervised and resource oversight • Example: provided superb training to350 people

17. Three Parts to an Effective Bullet • IMPACT: What is the overall significance? • Qualify and quantify here too…helps the reader know why each action and result was so important • How did this impact the overall mission and/or bigger picture? • Example: reduced overdues to zero

18. Three Parts to an Effective Bullet • Completed bullet: Managed 49 LG block training; provided superb training to 350 people…reduced overdues to zero

19. Other “Tips of the Trade” • The Last Bullets in Rating Sections • Stratification: use to rank top personnel; show how individual stands out from peers (top x%, my #1, my best)…. hard-hitting, enthusiastic, with strong “written recommendation” for promotion • “#3 of 89 SMSgts at USAFA” • “None better! My #1 choice for training manager” • “Best in the training business! USAF Education • and Training Manager of the Year (HQs Level) for 2001!”

20. Other “Tips of the Trade”, cont. • The Last Bullets in Rating Sections • Promotion recommendations for EPRs • “Promotion to chief this board a must!” • No recommendation may be taken as “don’t promote” by readers, and viewed negatively by board members • PME or “next” job recommendation for officers • NOTE: Keep the last bullet to one line

21. Headquarters U.S. Air Force Headquarters U.S. Air Force CY02 Central Chief Master SergeantEvaluation Board 15 Oct 02 15 Oct 02 02 I n t e g r i t y - S e r v i c e - E x c e l l e n c e I n t e g r i t y - S e r v i c e - E x c e l l e n c e

22. Observations • STRATIFICATION IS A BIG, BIG DEAL!!!!!! • #1 of XX SMSgts • #1 of XX SNCOs • Top % of XX SMSgts • Top % of XX SNCOs • If a rater writes “top 1% of xxx SNCOs/SMSgts…make sure the XX is over 100 • Need Senior Rater Endorsement • Consistent w/TIG • 0-10 senior rater/0-6 senior rater…carry the same weight • Words/stratification is the key…not the grade of the senior rater • CHIEFS HAVE LOTS OF INFLUENCE • When Chiefs write, “make this individual a chief”, the other chiefs listen! 15 Oct 02 I n t e g r i t y - S e r v i c e - E x c e l l e n c e I n t e g r i t y - S e r v i c e - E x c e l l e n c e

23. Other “Tips of the Trade”, cont. • For EPRs you can use additional duties and volunteer/community support activities, but use sparingly • For 1206s, typical headings include: • Leadership and Job Performance in Primary Duty • Self Improvement • Base/Community Involvement

24. A Word of Advice…. • Be careful using certain words that mayweaken phrases that otherwise would be strong. These can make a sterling performer into an instant weak one…. rarely almost usually seldom one-of-the

25. Examples

26. Good Example • Expertly administered the training requirements for 143 individuals and tracked 129 special operations courses; achieved a 100 percent course utilization rate--enhanced overall mobility readiness Has an action, result and impact

27. Poor Example • Truly an outstanding SNCO, leader, supervisor and manager who possesses resourcefulness, initiative and charter to accept and succeed at the most demanding of tasks--exudes the Air Force in all he does Action has no “hard-hitting” facts or result and impact; reads more like a narrative description

28. Quiz

29. Quiz • Created a Strategic Plan for Enlisted Training; identified goals, purpose, objectives and metrics--benchmarked as model for use AF-wide Good Has action, result and impact

30. Quiz - Outstanding manager of resources--aggressively validated and tracked more than $300M in obligations! Good and Poor Has the action, but still needs the result and impact

31. Quiz - Developed, tested and maintained certification and accreditation of all 20th Bomb Squadron computers Poor No result or impact; no quantification; reads more like a duty description

32. Summary • Information on Writing Military Style • How to Write an Effective Bullet • Examples and Quiz

33. “Of all those arts in which the wise excel, Nature’s chief masterpiece is writing well.” ~ Duke of Buckinghamshire Sheffield