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Use APA format (See Hacker handbook or an online APA site for examples) and a signal phrase to introduce the expert(s) whose reader-centered guidelines you are promoting. Example Communication Consultants Arthur Bell and Dayle Smith (1) have developed proven communication approach to facilitate writing called . . ..(p.48). Refer to them subsequently by last names (Bell and Smith also recommend. . . . .).
1. Citations are necessary whenever you quote or summarize someones specific information or ideas within a report or paper. Even when you DO use outside sources, you will mostly summarize because quoting more than a sentence or two will bore readers and undermine your own authority as the report or paper author. Bring in the outside expert to clarify, reinforce, or justify your ideas because most people are resistant to change and confused by new approaches.
You can gain authority by introducing and quoting or summarizing the experts point at the beginning of your own point, putting the citation immediately at the end of the quoted sentence or at the end of a couple sentences of summary. Then you continue, using your own explanation, examples, and facts to promote the experts ideas within your organization or group. Try this approach with resistant readers who may question your authority and wisdom.
You can justify or clarify the points youre making by bringing in the experts to punctuate or clarify your ideas, summarizing data from the experts findings, the experts example, or the experts particularly provocative quote.
. How frequently should you list the parenthetical citations?
Citation frequency varies with the field. When youre summarizing in a humanities paper using MLA, you will cite page numbers more frequently than with APA, for example. See Hackers remark on the bottom of p. 1, for example.
With any documentation system or style, an immediate citation is necessary with any quote, even if your next sentence summarizes material from that same expert. You may introduce this continuing summary (Bell and Smith also report . . . .) or simply list the names in parenthesis at the end of their summarized ideas (Bell & Smith, 1, p.48). Leave out the parenthetical page number if youve summarized their ideas from widely scattered pages, but always include a signal phrase and page number for your initial citation. Communication consultants Arthur Bell and Dayle Smith (1) recommend blah, blah, blah (p.48).
Once youve cited an outside source, you can reference them again later Bell and Smith (1) have also mentioned. . . . , leaving out the page numbers this time unless you have quoted or included a highly specific paraphrase. Many writers leave out the date as well in subsequent APA references, which is fine for Report 1.
If you are taking examples from your Study Group, make them anonymous examples, briefly telling the writing situation, so your readers arent confused about what they represent. No citations are necessary.
Introducing YOUR OWN employees writing as a Report 1 example (If you are using an example from your own organization, please heed my warning NOT to mention names and to put the example in a positive context.) One of our own employees faced the challenge of answering an angry customer in this email message (You would quote your brief example here.) If youre including a reader-centered revision of that same example, again introduce it tactfully It would be easier to convince this customer by emphasizing the benefits (reorganizing the information, or whatever) Then follow with the revised example. NEVER criticize a current employee in public unless you want to be the most hated manager in the office and want your employees to feel paralyzed every time they write.
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