WORD COUNT
Tips for keeping to word count
Presentation by Chris Garbett
Reports and Essays
> Report - statement of facts leading to a
conclusion.
> Essay - series of arguments leading to a
considered opinion (may also be a conclusion).
> In the workplace mostly use reports. Keep to
facts, short and simple. Don’t get carried
away with fancy arguments.
1. Avoid Rhetorical Questions
> Rhetorical question - you ask a question and
answer it yourself.
> Here’s an example.
Rhetorical Question Example
> So, what are the best ways to make sure that
we are keeping quality up to standard? Well I
find that using Service Level Agreements
(SLA) and Key Performance Indicators (KPI)
are the best ways to check on quality
standards.
> 40 Words
Rhetorical Question Example 2
> So, what are the best ways to make sure that
we are keeping quality up to standard? Well I
find that using Service Level Agreements
(SLA) and Key Performance Indicators
(KPI) are the best ways to check on
quality standards.
> 18 Words
> Question adds nothing to meaning.
> Note, when using initials for the first time
write out the meaning in full.
2 Short Sentences
> When first writing “academic” papers, some
people think they have to use long sentences.
> Shorter sentences - easier to read
Sentence Length Example
> In managing property we have to think about
employees’ comfort and this includes a warm
and well-lit environment, as well as their
comfort from noise and also their physical
security and at the same time the workplace
has to be efficient and they are not walking
the length of the building to use the copier
say.
> 56 Words
Sentence Length Example 2
> In managing property we have to think about
employees’ comfort. This includes a warm and
well-lit environment, noise, and physical
security. The workplace has to be efficient
e.g. they are not walking the length of the
building to use the copier.
> 41 Words
Lists
> The previous example could be a list.
> Property Management Considerations:
> Comfort
> Warmth, Lighting, Security
> Efficiency
> Layout
9 Words.
Use lists sparingly. A report is not a list of
lists.
3 Style
> Correct style is difficult. Comes with practice.
Remember, writing a report, not an essay, or
magazine article.
> Keep audience in mind. What do they want to
read? What would you want to read in a
report?
Style Example
Adopting good practice
Following on from the two examples above, it was mentioned that “This will only be
successful if the team members, in the first place, are continuously proactive towards
problem solving and are striving for improvements on a daily basis, not as an initiative in the
forefront of everyone’s mind but as a value which underpins our whole operation.”
This statement also applies to adopting good practice in every aspect of our operation, with
every staff member. To adopt good practice we need to instil good practice as an automatic
function, not a chosen path. The only way to achieve this, in my mind, is for this automatic
function to be first followed by ***’s senior managers. The age old saying “lead by example”
is more pertinent here than anywhere else.
Psychologically as human beings we are programmed to recognise something and learn by
copying it. We do this in every aspect of our lives from the time we are borne until we die,
and instinctively learn from people whom are older and/or more experienced. Therefore by
default, the senior managers of the department should be more experienced and
competent (not necessarily older) than subordinate members of the division.
It is the responsibility of a manager to derive the best value from an employee by
developing them in to the best person they can be to perform their role. The most effective
and most natural way to achieve this is through leading by example. Leading by example
does not necessarily mean that the senior manager needs to constantly coach and train
each individual employee on a daily basis; however what it required is for the senior
manager to set the bench marks for all staff members levied against his or her own visible
standards.
296 Words
Style Example 2
> The text is from an actual student submission.
> Very well written, and correct.
> Could however, be re-written in fewer words
without losing the meaning
> Re-read the text and take out unnecessary
word and phrases.
Style Example 3
Adopting good practice
Following on from In the two examples above, it was mentioned that “This will only be
successful if the team members, in the first place, … are continuously proactive towards
problem solving and are striving for improvements on a daily basis, not as an initiative in the
forefront of everyone’s mind but … as a value which underpins our whole operation.”
This statement also applies to every staff member adopting good practice in every aspect of
our operation, with. To adopt good practice we need to instil good practice as an automatic
function, not a chosen path. The only One way to achieve this, in my mind, is for this
automatic function to be first followed by ***’s senior managers; i.e. . The age old saying
“lead by example” is more pertinent here than anywhere else.
Psychologically as human beings we are programmed to recognise something and learn by
copying it. We do this in every aspect of our lives from the time we are borne until we die,
and instinctively learn from older and/or more experienced people whom are. i.e. Therefore
by default, the department senior managers of the should be more experienced and
competent (not necessarily older) than subordinate members of the division.
It is the responsibility of a manager should get to derive the best value from an employee by
developing them in to the best person they can be to perform their role. The most effective
and most natural way to achieve this is through leading by example. Leading by example,
does not necessarily mean that the senior manager needs to constantly coach and train
each individual employee on a daily basis, however what it required is for the senior
manager to sets the bench marks for all staff members levied against his or her own visible
standards.
Style Example 4
Adopting good practice
In the examples, it was mentioned that “This will only be successful if the team members …
are continuously proactive towards problem solving and are striving for improvements on a
daily basis … as a value which underpins our whole operation.”
This also applies to every staff member adopting good practice in our operation. To adopt
good practice we need to instil good practice as an automatic function. One way to achieve
this is for this automatic function to be followed by ***’s senior managers; i.e. “lead by
example”.
Psychologically we instinctively learn from older and/or more experienced people i.e. the
department senior managers.
A manager should get best value from an employee by developing them to perform their
role. Leading by example, the senior manager sets the bench marks for all staff.
136 Words
Style Example 5
> By:
> editing out unnecessary words and phrases
> using shorter sentences,
> and some re-writing;
word count reduced from 296 to 136 words, a
54% reduction. More than halved the word
count.
PRACTICE
> The facilities team have to risk assess the
office and make suggestions on how the office
could improve on health and safety. Also the
team will regularly scour the floor to check for
any potential hazards.
> 36 words
PRACTICE PART 2
> FM undertake risk assessments, and suggest
H&S improvements. FM also check for
hazards.
> 13 words
Further Tips
> Make more than one editing pass through the
work. Go through once, bring down word
count; then go through again and bring it
down further.
> Read it out loud to yourself. It might seem
silly, but read it aloud you will hear it
differently to how you read it
RECAP
1.
2.
3.
4.
5.
No Rhetorical Questions
Short Sentences
Style
Edit twice, or more
Read Aloud
Any Questions?