Write and Organize for Deeper Learning

Write and Organize for Deeper Learning 28 evidence-based and easy-to-apply tactics that will make your instruction better for learning

Patti Shank, PhD

Make It Learnable Series

Copyright © 2017 by Patti Shank PhD/Learning Peaks LLC. All rights reserved v2.5.2017 All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher, except in the case of brief quotations embodied in critical reviews and certain other noncommercial uses permitted by copyright law. For permission requests, email [email protected]. Quantity discounts: This book is available in print and electronic formats on Amazon and from pattishank.com. To obtain quantity discounts for your work team, class, or workshop, contact Patti: [email protected]. Patti Shank PhD/Learning Peaks LLC Learning sPeaks Publications www.pattishank.com Write and Organize for Deeper Learning/ Patti Shank PhD —1st ed, update 1. ISBN-13: 978-1545162408 ISBN-10: 1545162409

Praise for Write and Organize for Deeper Learning Don’t you love it when a master demonstrates her knowledge and expertise? Well, Patti Shank does just that with her latest book on designing instructional materials. You can view every one of the 28 evidence-based tactics presented in her book in action—right before your eyes! This is the most practical how-to-write book on the market. Elaine Biech, Author of The Business of Consulting and The Art and Science of Training Write and Organize for Deeper Learning is a treasure trove of highvalue, on-target, evidence-based guidance. The book is packed with practical, straight-forward techniques for making your instructional prose effective, efficient and impactful. I strongly recommend this book for anyone who has to write instructional scripts, content, storyboards, job aids, or any instructional material, online or off. Karl Kapp, Ed.D., Professor, Instructional Technology, Bloomsburg University, and author of “The Gamification of Learning and Instruction.” As a career trainer and instructional designer, I found Patti Shank’s Write and Organize for Deeper Learning fascinating! I’ve cobbled my knowledge of good design from years of experience and believed I was doing the best I could. I was wrong! The strategies and tactics here did two things: confirmed what I thought was right, so I can keep doing it, and helped me correct and improve. I recommend Patti Shank’s Write and Organize for Deeper Learning for instructional writers, trainers and anyone who wants to teach for understanding and retention. My writing is already clearer. Karen Hyder, Online Event Producer and Speaker Coach, GuildMaster 2017, KarenHyder.com

Patti Shank’s book on “writing for learning” hits the bull’s eye with its lucidity and practical ideas. I love the way she has provided a scientific reasoning for why we should follow her recommended strategies. That makes a lot of sense and adds to the “learnability” of this book. Thanks, Patti, for this short and useful handbook for instructional writers. Madhavi Sardeshpande, Learning Strategist, Accenture’s Global Talent Research Team When I was notified Write and Organize for Deeper Learning was available, I was skeptical. Most of the books in the profession dip into the absurdities and myths of learning. But, when I saw it was from Patti, my first instinct was to give it a quick skim. My skimming became a thorough reading, and I am glad it did. Patti has created a gem of a book, in a treasure trove of a series. This is the first book, and she already has me looking forward to the others. Get it! Read it! Buy copies for people who ask you how to become trainers or instructional designers! Or give it to the training department within your own organization! If any training professional reads this and puts these scientifically-supported tactics into practice, they will help their organization produce better training outcomes. They will become better trainers. And they will have learners thanking them for producing an outstanding course. Bill Sawyer, Director, Global Learning Services, Seal Software

This work wouldn’t have happened without the support of two important people. With deep gratitude to Brent and Jessica. You are my personal superheroes. Thank to Bill Sawyer for his help in making this book better. When a reader is willing to help you (a lot), it’s a rare gift. Thanks to the Association for Talent Development (ATD), whose desire to offer this kind of content helped me move forward.

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Table of Contents Introduction ................................................................................. 1 Helping People Learn ....................................................................... 1 Writing for Instruction ......................................................................2 Using This Book ................................................................................. 5 How to improve your skills using this book ............................ 5 When should you use these strategies and tactics? .............6 The Science .................................................................................. 7 Learnability .........................................................................................9 Readability ......................................................................................9 Usability......................................................................................... 12 Try It ............................................................................................... 14 Prior Knowledge .............................................................................. 14 Try It ............................................................................................... 15 Memory ............................................................................................. 16 Try It ............................................................................................... 18 Mental Effort (Cognitive Load) .................................................... 18 Try It ............................................................................................... 21 Deep Learning .................................................................................. 21 Metacognition .................................................................................. 23 Plan learning goals ......................................................................24 Monitor progress .........................................................................24 Evaluate strategies and outcomes .......................................... 25 Try It ........................................................................................ 25 In Your Own Words .....................................................................26

Strategy 1: Understand Your Audience’s Needs .................. 29 Tactic 1: Analyze Your Audience’s Needs ................................. 32 Tactic 2: Write for the Right Level of Prior Knowledge ......... 35 Tactic 3: Make the Purpose Obvious .......................................... 36 Tactic 4: Answer Audience Questions........................................ 38 Try It ................................................................................... 40 Strategy 2: Write for Clarity ..................................................... 43 Tactic 5: Determine Your Key Points ......................................... 44 Tactic 6: Use Shorter Sentences ................................................. 47 Resource: Number of Words Using Microsoft Word (Windows)..................................................................................... 48 Tactic 7: Remove Less-Valuable Sentences.............................. 49 Tactic 8: Use Simpler, More Common Words and Phrases .. 51 Resource: Plain Language Word and Phrase Substitution List .................................................................................................. 53 Resource: Wordiness List .......................................................... 54 Tactic 9: Talk Directly to Your Reader or Listener .................. 56 Tactic 10: Prefer Active Voice ...................................................... 57 Resource: Passive Sentences Finder, Microsoft Word (Windows)..................................................................................... 59 About Using Grammar Checkers (and Spell-Check) .......... 60 Resource: Pro Writing Aid ........................................................ 61 Tactic 11: Be Direct About What People Need to Do ............. 62 Tactic 12: Make Long Descriptions Easier to Understand ..... 64 Try It........................................................................................ 70 Strategy 3: Make Text Readable and Legible ....................... 73 Tactic 13: Test Readability ............................................................ 74

Resource: Readability Statistics in Microsoft Word (Windows) ..................................................................................... 74 There Are Many Readability Scores........................................ 75 Readability Scores Can Be Problematic................................. 76 Tactic 14: Use Readable Fonts ..................................................... 77 Tactic 15: Use Readable Type Sizes ............................................ 79 Tactic 16: Left-Align Body Text.................................................... 81 Tactic 17: Use Adequate White Space ........................................82 Tactic 18: Space Lines of Text for Ease of Reading ................. 83 Tactic 19 Use Readable Line Lengths .........................................84 Resource: Microsoft Word Count ............................................86 Tactic 20: Offer Adequate Contrast Between Text and Background ....................................................................................... 87 Try It ........................................................................................89 Strategy 4: Organize for Memory and Use ........................... 91 Tactic 21 Connect to What People Already Know ...................92 Tactic 22: Design for Scanning ..................................................... 95 Lists and Tables ...........................................................................96 Resource: Microsoft Word Insert Caption .............................99 Tactic 23: Write Clear, Reader-Friendly Objectives .............. 101 Tactic 24: Tell People Where They Are Going ........................ 105 Introduction to the Topic ........................................................ 105 Planner......................................................................................... 107 Tactic 25: Use Signals ................................................................... 108 Tactic 26: Make Content Job-Ready ......................................... 111 Decide which training materials are likely to be useful on the job .......................................................................................... 112

Put those elements in a format ready for job usage .........114 Use these materials in training just as they will be used on the job...........................................................................................114 Tactic 27: Write Helpful Headings and Sub-headings .......... 116 Describe the content in reader-friendly language ............ 116 Use the correct heading level ................................................. 117 Tactic 28: Move Less-Essential Content to Non-Prime Space ........................................................................................................... 120

Try It...................................................................................... 122 Now What?................................................................................ 125 Retrieval Practice ...........................................................................127 Write and Organize for Deeper Learning Checklist ...............135 Want More? .....................................................................................141 What Is the Readability of This Book? ................................. 142 References .......................................................................................143 Adult Skills ...................................................................................143 Learning .......................................................................................143 Learnability ................................................................................ 144 Memory, Cognitive Load ........................................................ 144 Reading/Readability/Writing.................................................. 146 Usability, User Experience, Information Design ................147 Index ..................................................................................................... 149 Notes .....................................................................................................153 About the Author .............................................................................. 159