Ten simple steps and forty-six techniques to help business professionals, engineers, and scientists write more effectively and efficiently Can Do Writing is the writing guide for the hundreds of millions of people who write documents as part of a job.

Preface xv About the Authors xxi Introduction Can Do Writing 1 Skillset: Analysis 9 Step 1 Analyze Purpose and Audience 13 1.1 What Result Do You Want from the Document? 16 1.2 Who Is the Audience? 17 1.3 What Does the Audience Do with the Information? 19 1.4 What Information Does the Audience Need? 20 1.5 Does the Audience Know Little or Much About the Information? 22 1.6 Does the Audience Need Proof? 23 1.7 Plan How to Write to Multiple Audiences 24 Step 2 Write Your Document’s Five-Part Purpose Statement 27 2.1 Decide the Type of Document or Oral Communication to Use 30 2.2 Pick a Verb That Describes What the Document Does 32 2.3 Assemble the Five Parts into a Purpose Statement 33 2.4 Use the Purpose Statement to Settle Controversies 36 Purpose Statements Make History 37 Practice Steps 1 and 2 Using a Case Study 39 Step 3 Select Facts 43 3.1 Use the Purpose Statement As You Select Facts 46 Step 4 Organize Your Points in a Sentence Outline 49 4.1 Write Your Points Using Short Words in Short Sentences 53 4.2 Evaluate Points to Eliminate Irrelevancies and Redundancies 55 4.3 Order the Points 56 Practice Steps 1 through 4 Using a Case Study 59 Skillset: Composing the Draft 67 Step 5 Compose the Draft 71 5.1 Compose the Draft Body 74 5.2 Compose the Draft Conclusion 75 5.3 Compose the Draft Introduction 76 5.4 If Necessary, Compose the Draft Executive Summary 82 5.5 If Necessary, Compose the Draft Abstract 83 Skillset: Editing 85 Step 6 Review the Draft for Organization and Logic 89 6.1 Test Organization by Answering Three Questions 92 6.2 Use Sentence Outlining Techniques to Improve Organization 93 6.3 Test Logic by Answering Five Questions 95 Step 7 Edit for Coherence 99 7.1 Repeat Key Words throughout Your Document 102 7.2 Ensure That Each Paragraph Begins with a Point 105 7.3 Use Transition Words 106 7.4 Use Vertical Lists for Series of Like Items 108 7.5 Ensure Your Graphics Make a Point 111 7.6 Apply Visual Devices 115 Step 8 Edit for Clarity 117 8.1 Use Concrete and Specific Words 121 8.2 Use Active Voice 123 8.3 Simplify Tense: Stay in Present Tense When Possible 127 8.4 Avoid the Helping Verbs Would, Should, and Could 132 8.5 Identify and Replace Ambiguous Pronouns 133 8.6 Use Standard English Words 136 8.7 Check Sentences for Misplaced or Dangling Modifiers 138 Step 9 Edit for Economy 143 9.1 Cut Useless Verbs 147 9.2 Cut Useless Prepositions 149 9.3 Cut Who, Which, and That 152 9.4 Cut Useless Repetition 153 9.5 Cut Redundancy 154 9.6 Cut Useless Comments 155 9.7 Cut Useless Modifiers 157 Step 10 Edit for Readability 159 10.1 Measure Readability Using the Gunning Fog Index 162 10.2 Replace Long Words with Short Words 164 10.3 Break Long Sentences 165 Conclusion Congratulations! 167 Index 171

A simple, ten-step system for mastering the art of effective, persuasive business or technical writing "The Grahams' system is the best way to transform data and ideas into meaningful information necessary to make profitable decisions. Their system works every time." —Steven Laposa, PhD, MBA, Loveland Commercial Endowed Chair in Real Estate, Colorado State University "The Grahams' straightforward program helps my teams create clear and concise reports, letters, and other documents with minimal effort. I want this program to become the standard for my teams." —Bill Walter, Senior Vice President, Government and Infrastructure Division, KBR "The Can Do Writing system made my career! I used it to write a winning business plan and proposal, and now I use it every day for all communications. Can Do Writing provides valuable insights into business and management as well as writing techniques." —Christian Robey, President, DC Progress You may be an expert at what you do, but if you can't communicate effectively in writing it may not matter. For scientists, businesspeople, and professionals in fields from engineering to public relations, the art of writing well can be a vital key to professional success. Luckily, you don't need an English degree to produce top-class writing. If you're one of the millions of people who have to write clear, persuasive, understandable documents for your job, Can Do Writing is for you. Whether you're writing a business plan, a scientific paper, a press release, or anything else, this simple, straightforward guide will show you how to do it quickly, with style and confidence. You'll learn how to: Understand your audience and subject matter Develop a simple, five-part purpose statement to keep you on track Organize your main points into a coherent, sensible order Edit your work for clarity, coherence, organization, and logic Economize your words to craft a concise, powerful document Make your documents easily readable for any audience