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From Confused to Confident: Mastering APA Format in 10 Easy Steps

person writing on a notebook beside macbook
Photo by Judit Peter on Pexels.com

Students in my PRCM 1000 Public Relations and Media Relations Fundamentals course have just completed their first papers using American Psychological Association (APA) format. In our course, I provided them with a variety of helpful resources. While most of the students caught on quickly to using APA format, there were still quite a few who struggled with this new (to them) way of writing.

Here are some of the most common errors that these students made, with links to resources for additional information and help.

  1. Getting the Format Just Right: APA has its own style for how your paper should look. Remember to double-space, keep those margins at one inch, and use a readable font like 12-point Times New Roman. Also, don’t forget about the running head and page numbers – they’re important too.
  2. Citation Confusions: When you mention someone else’s ideas, APA wants you to include the author’s last name and the year the work was published right there in your text. It’s easy to miss one of these or get the format a bit mixed up, but with a bit of practice, you’ll get the hang of it.
  3. Reference List Hiccups: At the end of your paper, you’ll list all your sources. This part can be tricky. Each entry needs to follow APA’s rules for things like authors, titles and publication details. It’s all about getting the details right – like getting names and dates in order and using italics where needed.
  4. Title Page Troubles: Your title page is like the welcome mat of your paper. It should have your paper’s title, your name, and where you study. Sometimes there’s an author note, too. Make sure this page is neatly organized as per APA’s layout.
  5. Heading Hang-ups: APA uses specific styles for headings to organize your paper. It’s easy to get these mixed up or forget them, but they really help make your paper clear and easy to follow. (NOTE: Headings were not required for this first paper.)
  6. Abstract Angles: If you need an abstract, keep it short and sweet (150-250 words). It’s like a mini-version of your paper, highlighting the key points. (NOTE: An abstract was not required for this first paper.)
  7. Quote Quirks and Paraphrasing Pitfalls: Using quotes? Make sure you don’t overdo it and follow APA’s rules for formatting them. When you’re putting things in your own words (paraphrasing), be sure it’s really in your own words to avoid plagiarism.
  8. Plagiarism Pointers: Always give credit where it’s due. Make sure you’re citing all your sources to avoid any plagiarism pitfalls.
  9. Technical Term Tangles: APA likes it when you use the right technical terms but in a clear way. It’s about striking a balance between being accurate and being understandable.
  10. Consistency is Key: Stick to the same formatting, style and voice all through your paper. It helps in making your paper look professional and well-thought-out.

Remember, mastering APA style is a learning curve, and it’s perfectly fine to take your time to get familiar with it. Use resources like the APA manual, online guides or your campus writing center. And always, always proofread your work. You’ve got this! ?

What questions do you have about APA style? Please let me know. I’m happy to help!

Signature Block: Barbara is Listening

NOTES

The framework of this article was inspired by ChatGPT.

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Common Grammar Errors in Public Relations Writing (and How to Avoid Them)

Hello future public relations mavens! It’s time for more writing insights specifically for you. In the dynamic world of PR, your writing needs to be impeccable. A single grammatical error can mar an otherwise brilliant press release or social media post.

Fear not! Here’s a list of common grammar errors often seen in public relations writing, and tips on how to avoid them:

1. It’s vs. Its

  • Error: Confusing “it’s” (it is) with “its” (possessive form of it).
  • Fix: Remember, “it’s” is a contraction for “it is.” If you can’t replace “it’s” with “it is,” then you should use “its.”

2. Your vs. You’re

  • Error: Mixing up “your” (possessive) and “you’re” (you are).
  • Fix: Test your sentence by replacing “you’re” with “you are.” If it doesn’t make sense, use “your.”

3. Passive Voice Overuse

  • Error: Using passive voice, making sentences weak.
  • Fix: Write in active voice to make your statements more direct and engaging. Instead of “The product was launched by the company,” say “The company launched the product.”

4. Comma Splices

  • Error: Connecting two independent clauses with just a comma.
  • Fix: Use a semicolon, conjunction, or break into two sentences. “We unveiled the new product, it was a success” should be “We unveiled the new product; it was a success.”

5. Dangling Modifiers

  • Error: Placing a modifier too far from the word it’s describing.
  • Fix: Keep modifiers close to the words they modify. Change “Walking into the room, the product caught everyone’s eye” to “As she walked into the room, the product caught everyone’s eye.”

6. Redundancy

  • Error: Repeating ideas unnecessarily.
  • Fix: Be concise. Instead of “free gift,” just say “gift.”

7. Incorrect Use of “That” and “Which”

  • Error: Using “that” and “which” interchangeably.
  • Fix: Use “that” for essential clauses and “which” for non-essential clauses. “The campaign that succeeded” vs. “The campaign, which succeeded.”

8. Wordiness

  • Error: Using too many words.
  • Fix: Be clear and concise. Instead of “due to the fact that,” simply use “because.”

9. Apostrophe Misuse

  • Error: Adding an apostrophe to plural words.
  • Fix: Remember, apostrophes usually show possession or contractions, not plurals. It’s “FAQs,” not “FAQ’s.”

10. Incorrect Parallel Structure

  • Error: Misaligning items in a list or series.
  • Fix: Make sure all items in your list follow the same structure. “Our strategy is innovative, exciting, and inspires action” should be “Our strategy is innovative, exciting, and inspiring.”

These errors might seem small, but in public relations, precision matters. Keep these common mistakes in mind as you draft and edit, and you’ll enhance both the clarity and professionalism of your writing.

Keep striving for excellence, and may your PR writing be error-free!

What questions do you have about writing? Or maybe you have some tips to share?

NOTES

The framework of this article was inspired by ChatGPT. Images were created using Adobe Firefly.

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Reservations for Learning: Booking a Table at the Journal Article Café

I remember the first time I was asked (told) to use a “peer-reviewed article” in my research for a paper, I had no clue what the professor was talking about. I looked around the room, and the other students in the course were either nodding along or nodding off; no one looked confused, so I decided I wasn’t going to speak up and ask what she meant.

But I didn’t want to do poorly on the assignment, so I waited until after class and went up to ask.

Thank goodness I had a kind and caring professor who was much more interested in making sure her students learned than showing how intelligent she herself was. She told me that in general, it meant that the article came from an academic or professional journal (rather than something like a popular magazine) and that the article had gone through a rigorous review process before being published. It wasn’t just the writer and editor who decided it was good enough to print; other experts in the field provide their input. (There’s a lot more to it than that, but this was a clear enough explanation to get me started.)

When I got to the library (yes, I had to physically go to the library when I was an undergrad), I went to the periodical section and took a recent Public Relations Journal off the shelf. Flipping through the journal, I realized quickly that these articles were nothing like the ones in People or Newsweek. They were written in a much (much!) more formal way, a way that would take some serious getting used to. I pored over an article, trying to make sense of it.

Then, I had an a-ha moment.

Reading a journal article is kind of like going to a new restaurant.

Should we even go here?

Now, when we explore a journal article, we want to make sure it’s a trustworthy source. Think of it like checking out a new restaurant. We’ll look at things like the reputation of the journal (like checking online reviews), the authors’ credentials (are they renowned “chefs”?), and when the article was published (fresh ingredients or stale leftovers?). There’s not really a Yelp for academic journals, but maybe that would be a fun side gig for me. But I digress.

Read the menu

Before we dig in too deep, let’s start by giving the article a quick skim. Think of it as reading the menu to see if anything catches your eye. We’ll check out the title, abstract, and headings to get a sense of what the article is all about.

Eat dessert first

Despite what your parents and grandparents might have told you as a child, it’s 100% okay to eat dessert first, at least in terms of reading a journal article. A journal article is NOT a mystery novel. You won’t ruin anything by knowing how it ends before you start. Skip to the end of the article and read the limitations and conclusions right away to see if it supports or denies the claim you are trying to make in your own research paper. (NOTE: You will want to read articles on both sides of your claim.)

Taste the app

Now, the introduction is like the appetizer that sets the stage. We’ll find out why the authors decided to do the research, what questions they wanted to answer, and why it’s important. It’s like the first taste that gets our curiosity going. Still interested? Then . . .

Sit at the chef’s table

Time to get to the juicy parts! In the methodology section, we’ll learn how the researchers cooked up their study. We’ll look at the ingredients they used (research design), how they gathered data (like secret recipes), and how they analyzed everything. We want to make sure their approach is solid and follows the rules of the kitchen; it’s like sitting at the chef’s table in the restaurant kitchen, watching how things are prepared for the diners.

Dive into the main course

Ah, the results and discussion sections, the main course! This is where the researchers present their findings and start digging into the flavors. This is the meat of the article (see what I did there?). We’ll see charts, graphs, and analysis. Then, in the discussion, they’ll interpret those results, link them to previous research, and talk about any limitations. It’s like a chef explaining the unique flavors and how they relate to other dishes.

Try an intermezzo

At a restaurant, an intermezzo is a refreshing sip or bite of a palate cleanser between courses. Reading journal articles can be heavy. If you’re feeling like your brain is getting full, get up and walk around for five minutes or watch that TikTok that your best friend just sent you. Then get back to your table.

Savor the dessert

Finally, let’s enjoy the article’s takeaway. It’s time to indulge in our own thoughts and opinions. We’ll consider what we’ve learned, how it contributes to the field, and how it might inspire our own research or practice. And don’t forget, we’re here to discuss and debate, so feel free to spice things up with your own ideas!

Yelp it

Once you’ve finished with the article, you won’t want to forget what it was about. Take the time to make notes on the article, including all the required information for an APA citation (just in case you’ll actually use it in your research) and your own paraphrased thoughts about the article. I used to use the app EndNote to keep track of information like this — it was great when I was working on my Ph.D., as I could easily find articles I’d read for previous classes using it.

A question for you: do you remember what it was like reading your first academic journal article? What advice would you give students early in their college careers on how to read one?

NOTES

The analogy comparing reading a journal article to going to a restaurant was inspired by ChatGPT. Images were created using Adobe Firefly.

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Student Blogs from the University of Oregon Strategic PR Communication Course

Now that spring quarter at the University of Oregon has come to a close, I want to share with you a term-long project my students worked on: their blogs. For most of them, this was the first time they blogged at all, so I was especially impressed with the quality of their work.

I gave them some latitude to discuss passion projects of theirs in their blogs, so you will find topics ranging from sustainability to travel to the Kardashians!

Rather than just sharing with you a bullet point list of hyperlinked blogs, I thought you’d enjoy reading some of my favorite posts of theirs. Each blog has at least ten posts, so please take some time to scroll and click through their work.

They did a nice job of asking thought-provoking questions at the end of each of their blog posts. So if you have a few moments, it would be WONDERFUL if you’d comment on some of their posts.

If you’re a PR professor who has students blogging, what are your thoughts on ending posts with “thought-provoking questions,” those designed to promote interactivity with readers?

Image Credit: Image created by Barbara Nixon using Adobe Firefly.

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Pompous Pronouncements: Who Talks Like This?

Mr. & Mrs. Thurston Howell, III https://gilligan.fandom.com/wiki/Mr._Howell


Below is a list of simple, everyday adages, bromides and proverbs that have been rewritten in inflated, jargonized English.

Your task is to translate each pompous pronouncement back to its original form. For example, “The policy of being sapient is injudicious where the opposite condition confers felicity” becomes “When ignorance is bliss, ’tis folly to be wise.”

  1. Gramineous organisms are perpetually more verdant when located on an adjacent surface.
  2. Surveillance should precede saltation.
  3. Under no circumstances should one compute the quantity of his or her barnyard fowl previous to their incubation.
  4. A feathered biped in the terminal part of the arm equals in value a pair of such creatures in densely branched shrubbery.
  5. Pulchritude reposes within the optic parameters of the perceiver.
  6. Persons deficient in judgment hasten to undertake that for which winged celestials hesitate to assume responsibility.
  7. Individuals who make their abode in vitreous edifices would be advised to refrain from catapulting petrous projectiles.
  8. Early entry into a somnolent condition succeeded by rapid entry into a scheduled plan of activities will maximize salubrious conditions, remunerative gains and sapience.
  9. Where there are visible emissions from carbonaceous materials, there exists conflagration.
  10. A plethora of individuals with expertise in culinary techniques vitiates the potable concoction.

The answers to this quiz will be posted later this week, after my J452 class at the University of Oregon has a chance to translate them.

NOTE: My dad typed up this list and mailed it to me in the early 1980s when I was in college at Auburn University. I am unsure of the original source.

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10 Blogging Tips That Will Change Your Life (or Grade, at least)

Originally published on 9 December 2009 & featured in Ragan’s PR Daily. Updated on 20 May 2010. Updates are in italics.

Over the past few semesters, I had nearly 450 of my students blogging as part of their grades in public relations courses. And this semester, I have more than 75 more. Based on their experiences and mine, here are some tips for maintaining your blog (especially when it’s graded as an assignment):

  1. Your professor may require a certain amount of posts on specific topics and perhaps even a specific length. Follow these guidelines to a T. Refer to the assignment sheet/post often to be sure you’re doing what’s needed.
  2. There may be interim deadlines for your blog posts. Keep up. Even if there aren’t interim deadlines, blog throughout the semester. If you do all your posts toward the end (or even the day they’re due), it’s not to your advantage. It will appear as though you procrastinated. Your readers will likely not read more than a post or so a day, so piling a bunch into one day actually hurts your readership.
  3. Make an editorial calendar for yourself based on the blog requirements. Consider using Google Calendar to keep track of posts you intend to write and when they should be written. (Google Calendar can even send you text message reminders.)
  4. Stuck for topics? Ask your readers at your blog what they’d like to see, or ask your followers on Twitter for help. Read Ragan’s PR Daily and listen to PR podcasts for additional ideas.
  5. Proofread. This should go without saying, but since I’m saying it, it apparently doesn’t. Misspelled words and poor grammar significantly detract from your credibility. If you know you’re not a great speller, then write your posts first in Word, where SOME misspelled words and grammar errors show up more easily. Partner with a friend and proof each others’ posts, too. (NOTE: If you write in Word first, be sure to use WordPress’ “Paste from Word” feature, or else you will end up with some really ugly formatting.)
  6. Write in short paragraphs. Long paragraphs are really grey and hard on the reader’s eyes.
  7. Use photos licensed by Creative Commons to add visual impact to your blog. I recommend Compfight for finding images.
  8. One of the best ways to become a better blogger is to read & comment on others’ blogs, too. It’s not all about you. Once you start commenting on others’ blogs, you may notice that your readership will increase (because of people clicking on your name in the comment and finding your blog.)
  9. Change the name of your blog from whatever WordPress “gave” you as the default (which may be something like Bnixon13’s Blog) to something more professional and interesting. Though you cannot change the URL for your blog, you can easily change the name. And definitely change or get rid of the default tagline “Just another WordPress weblog,” which screams N00b.

Yikes! I promised you 10 tips, and I only gave you 9! I need your help. What’s one more tip you’d provide to round out this top ten list?

barbara_is_listening

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Poynter’s NewsU Classes for #PRCA3330 & #COMM4333

For spring semester’s PR Writing courses that I’m teaching for Georgia Southern University and Southeastern University, I am augmenting my own content and our textbook with several courses offered by Poynter’s NewsU.

Here are the courses we’ll be using:

Each of the courses concludes with a quiz. Please have the quiz score come to my university e-mail account.

[UPDATE: Complete the NewsU quiz for the course by Saturday midnight during the week it’s assigned.]

Questions?

barbara_is_listening.

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Blogging Guidelines :: PRCA 3330 and COMM 4333

“You only learn to be a better writer by actually writing.” Doris Lessing

In addition to traditional writing assignments (news releases, feature stories, etc.) in our PR Writing course, all students in my PRCA 3330 classes at Georgia Southern University and COMM 4333 class at Southeastern University will also create and maintain a blog as part of the course. This post explains the types of content I expect you to write about in your blog for PRCA 3330 or COMM 4333.

Please add a category for each type (listed below), and make sure each post is categorized appropriately. Each post for this class must have the category of “PRCA 3330” or “COMM 4333” along with at least one additional category. (If you do not categorize your posts with the name of the class, it will be much more difficult for me to find them.)

1. Reading notes – brief notes or key ideas from the reading assigned for that week’s class. Jot down 3-5 ideas that you believe are the most important & wish to remember. Be very brief, but write enough so someone who can’t read your mind understands what you mean and I am convinced that you actually did the readings. Remember to cite your source(s) when you paraphrase or quote materials from the readings; use a hyperlink to the book (either at the publisher’s site or at a bookseller like Amazon.com).

2. Topic of the Week – Together as a class, we will come up with a topic (or topics) each week for you to write about. You should have 15 of these before the end of the semester. See our TOW list (which will be updated weekly).

3. PR Connections – commentary, reflections and opinions about PR issues/examples that were not addressed in class. These can be responses to other PR blogs you read, links to interesting posts or articles, embedded YouTube videos, etc. You should write at least 10 of these during the semester.

4. Blog comments – whenever you comment on someone’s PR blog (whether it’s a PR professional or a PR student), add the comment to ONE post that you update throughout the semester so I can assess your online participation. Do this only for PR-related blogs. See Tracking Your Blog Comments for Nixon’s Classes for more information.

5. Personal – optional category. Use it for any posts not related to public relations.

You may add other categories and sub-categories of your choice. Please keep in mind that when I evaluate your blog I will pay special attention to the categories listed above, but I will not ignore other posts. I will perform a wholistic evaluation of your blog, looking for:

  • professionalism: Clear, correct, thoughtful writing
  • frequency: Sufficient posts in categories 1-3, posted throughout the semester. There will be at least four blog checkpoints during the semester.
  • linking: Identify other PR blogs (use PR Open Mic or my blogroll in my Delicious bookmarks as starting points) and link to them. Respond to others’ posts. Become a part of the blogosphere. Blogging should not be lonely.
  • readability: brief & concise writing style, use of white space, bold characters, images, bullet points

SUPER-IMPORTANT: In order for you to get credit for your blog, I need to know where it is. Tell me your blog address by completing this Google Form; do this no later than the end of January.

Questions? Just let me know.

barbara_is_listening

NOTE: Many thanks to Dr. Mihaela Vorvoreanu at Purdue University, who allowed me to use her blogging guidelines from her PRinciples class. They were so well-written that I made just a few tweaks for my own class. Dr. V knows that Blogs Matter.

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Integrating Poynter’s NewsU

For spring semester’s PR Writing course that I’ll be teaching online, I will be augmenting my own content and our textbook with several courses offered by Poynter’s NewsU.

Here are the ones I’m considering so far:

If you’ve used NewsU courses in your college classes, I’d love to hear from you.

And are there additional NewsU (or other source) courses I should consider? I’m really hoping to find a good course on using AP Style, specifically.

barbara_is_listening.