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The Do’s and Don’ts of Writing Publications

Extension Publications John B. Carey Texas A&M University. The Do’s and Don’ts of Writing Publications. PSA Student Workshop , July 24, 2009. Types of Extension Publications. Print - Web Fact Sheets – single specific topic Bulletins – broader, more research orientation

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The Do’s and Don’ts of Writing Publications

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  1. Extension Publications John B. Carey Texas A&M University The Do’s and Don’ts of Writing Publications PSA Student Workshop , July 24, 2009

  2. Types of Extension Publications • Print - Web • Fact Sheets – single specific topic • Bulletins – broader, more research orientation • Special Reports – annual reports, short courses • Newsletters – Broad distribution, general topics • Information Sheets – quick response, time sensitive • Handbooks – lesson plans, curricula Adapted from Univ. of Maryland, College of Ag. & Nat. Res. Document “Planning your Publication”

  3. Print vs. Web Media • Print • Traditional – appeal depends on audience • Static – not able to update • Portable – can be widely distributed without technology; easy reference • Web • Appeals to some audiences • Dynamic – must be kept current • Can be interactive

  4. First Important Step • What is the purpose of the publication? • Answer = To Teach

  5. Specific answer will affect structure Chronology – Linear narrative, How-to Inverted Pyramid - Most Important to Least, News Story Building Block – Step-by step, Simple … Complex Cause & Effect – When both are germane to the objective Classification – Categorical information, reference Compare and Contrast – Pro and Con discussion List – Cookbook Question and Answer – FAQ’s Motivational Sequence – Persuasive writing Compartmentalization – Tables, text boxes, loosely connected information Adapted from J. Winn, June 2009

  6. Next steps - Questions • Who is the publication intended for? • Local, state, national audience • Public, producers, consumers, youth • What are the characteristics of audience? • Demographics, age, education, occupation, experience Adapted from J. Winn, April 2009

  7. Next steps - Questions • Why is the publication being written? • Purpose relates to structure • What is the primary message? – in one sentence. • What are you trying to teach them? • How long will this information be of value? • May affect print/web decision Adapted from J. Winn, April 2009

  8. Prepare an outline • Based on proposed structure • Based on answers to previous questions Adapted from J. Winn, April 2009

  9. Clear Concise Writing • Keep sentences short • 15-20 words • Vary sentence length • Prefer the simple to the complex • If the right word is a big word, use it. But if a shorter word does the job, use it. • Prefer the familiar word • Use of obscure vocabulary requires additional explanation Adapted from Univ. of Missouri Extension publication CM 201, 1993

  10. Clear Concise Writing • Avoid unnecessary words • Organize the details in advance • Put action in your verbs • Passive = person doing the action follows the verb • The man was fired by his boss • Write like you talk • Clear, concise, plain language • Use terms your reader can picture • Avoid “fuzzy” words – conditions, situations, facilities, etc. Adapted from Univ. of Missouri Extension publication CM 201, 1993

  11. Clear Concise Writing • Tie in with your reader’s experience • Relates back to knowing your audience • Meaning of words is based on experience, beliefs and values. • Make full use of variety • Writing should not seem choppy or childish. • Write to express, not impress • The chance of striking awe by means of big words is small. Adapted from Univ. of Missouri Extension publication CM 201, 1993

  12. Additional Suggestions • Too many levels • Confuse the reader • Result in lengthy explanations • Obscure the main point • Use no more than 2-3 levels of subordinate paragraphs. • Avoid • Undefined abbreviations and acronyms • Using two different terms for the same thing • car, vehicle, auto • Giving an obscure meaning to a word. Adapted from J. Winn, June 2009

  13. Oxford Union Society Rules • Any member introducing a dog into the Society’s premises shall be liable to a fine of one pound. Any animal leading a blind person shall be deemed to be a cat. Adapted from J. Winn, June 2009

  14. Another Important Step • Seek Professional Help • Expertise is available • Take constructive criticism constructively • Writing, composition, layout and design are an art. • Ignoring these facts will undoubtedly result in a less successful publication.

  15. Let’s Review • Determine purpose of publication • Understand appropriate structure • Clear concise writing • Utilize professional resources

  16. Questions?

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