Subscribe me in your Feedreader

Buy the book

writing for e-readers Write Like You Talk--
Only Better


Learn the secret to pulling ideas out of your head and onto the page.

- Preview
- Reviews
- Amazon
- Paperback
- Kindle
- Other E-readers

Follow Barb Sawyers at:

linkedin Twitter

Sign Up for Our Blog

Your email:

Add to Technorati Favorites See blogs and businesses for CanadaShopping Blogs - Blog Catalog Blog Directory Join My Community at MyBloglog! Blog Engage Blog Forum and Blogging Community, Free Blog Submissions and Blog Traffic, Blog Directory, Article Submissions, Blog Traffic Business Directory for Toronto, OntarioPhotography Art Blogs - BlogCatalog Blog Directory blogarama - the blog directory

Posts Tagged ‘grammar rules’

Friday, September 16, 2011 @ 04:09 PM
posted by Barbsawyers

I was nervous when the top executive asked me to come into his office to talk to me about the message I’d written for his annual report. Although he was a new client, I’d felt comfortable interviewing him and confident I’d captured his engaging message and warm personality.

But as I walked into his office, my eyes locked on the page in front of him: lots of words crossed off with thick black marker, as if he were redacting state secrets. As I sat down, he passed the paper across the desk and looked me in the eye. “Barb,” he stated. “This is a ‘we’ business.”

On the ink-pocked page,  he had covered up every instance of the word “I.” In the margin, in the same stubby marker, he had written “We!!!!!!!”

He thought the use of “I” was so ego-centric. The company, he insisted, was all about the customers, suppliers and employees. I understood the sentiment. From all the nice things I’d heard about him, I knew he was sincere.

Besides, I don’t usually argue with strong opinions from confident executives. Easy to change. And he was happy with everything else.

But as I drove back, I kept thinking about how he would have come across as more human to these customers, suppliers and employees if he had allowed me to ghost write as “I” to “you.”

I’ve had similar conversations with many clients over the years. Old-school word stylists don’t feel comfortable budging from the traditional editorial “we.”  Often content is intended to be an objective report from a faceless organization.

But when people want to bond with other people, especially with anything that bears their signature, they need to communication as “I” to “you.”

Write as I or We?In this morning’s Globe and Mail, in an interview about the psychological impact of pronoun use, James W. Pennebaker, author of The Secret Life of Pronouns, cited the example of Rick Guiliani. The former New York mayor had appeared cold and distant when he used “we” before his heart attack, but as human and caring after switching to “I.”

According to Pennebaker’s research, “we” is the voice of liars and politicians  at war. He also found that people who use the same pronouns and other language preferences are more likely to be compatible. Hmmm. Another book to read and ponder.

Thanks, Dr. Pennebaker, or should I call him Jim? More support for my position, expanded on in Write Like You Talk–Only Better, that you need to write as “I” to “you” and with the same words and style as the person you want to connect with.

And more reasons why I should get more assertive with the next well-intentioned client who wants me to write as “we.”

What do you think?

Thursday, September 1, 2011 @ 09:09 PM
posted by Barbsawyers

People who rely on spell check too much often mix up words that sound the same but are spelled differently. If you want your readers to understand you and think you’re smart, you must avoid  sound-alike traps.

don't look stupid with sound-alike confusionsAlthough there are way too many to list here, here are some of the common ones:

accept                                  except

affect                                   effect

alternate                              alternative

boarder                               border

cite                                      site                               sight

complement                        compliment

chord                                   cord                             cored

council                                 counsel

coarse                                 course

discreet                               discrete

elicit                                     illicit

epic                                      epoch

farther                                 further

heard                                  herd

insight                                 incite

peak                                    peek                 pique

pedal                                   peddle

principal                              principle

storey                                  story

than                                     then

verses                                 versus

If you want to stop embarrassing yourself and confusing your readers, write a list of words you have confused  and tape it prominently in your work space. If you are the slightest bit confused about any of the words on this list, start with them.

When you have a smidgen of doubt, check that you’re using the correct word by highlighting it and clicking on spelling & grammar or research in Word or the equivalents on other word processing programs. It takes only a few seconds, much less time than we used to spend hauling the fat dictionary off the shelf and leafing through.

Once you’ve caught yourself a few times, using the correct one will become automatic. Then you can cross it off the list. As long as you haven’t had to add too many new ones, you will feel good.

Don’t get me started on sound-alike pronouns, as in its and it’s, which I dumped on here.

You may not be aware of these slip-ups. So when a sound-alike mix-up is pointed out to you, usually by a baby boomer and anal person,  don’t be defensive. Thank them.  Add the words to your list.

Do you have any to add to mine?

Thanks to Graham Ballantyne for the photo.

Friday, August 19, 2011 @ 05:08 PM
posted by Barbsawyers
Don’t you hate it when you realize you don’t follow your own advice? Don’t you get frustrated when you figure out what looked good yesterday is actually crap?
That happened to me this week after I’d written  a story about myself, always the trickiest subject, guided by an earlier post on storyteling.
Then a friend sent me a  story she’d drafted about having her best bike  stolen, which she asked me edit. Like most people, she started her story with too much setting, or background.
I revised to start  the true tale with the conflict, realizing her bike had been stolen. I noted what a nightmare this would be for any cyclist, the readers her story was intended for.
Then I added details that would vilify the thief  and clarify the clues the heroes would follow to crack the case.
I was feeling pretty good about what I’d done, until I re-read my own story. I had not led with the conflict, I had not immediately set up readers to  identify with my feelings. I had  included details not needed to  further the plot, develop character or make my point.
Because I intend to use the story as the first chapter of the next edition of Write like  you talk–only better, I need to make the story less about me and more about my reader and why they should read the book, the point of my story. Back to the drawing board.
As a writer, you get used to that. Just don’t let me read any of those silly bloggers who insist you shouldn’t spend too much time on a post. They are idiots–or far more gifted than me or anyone good I know.
rewriting is messy but necessaryHere goes:

Have you ever looked in the mirror and said to yourself: “I can be more than this.”?

That happened to me when I turned 50. Sure, I had reached some of my life objectives, such as amazing kids, a nice house and loyal clients.

But there was more I wanted to do, more I wanted to become. And I only had 50 more years to do it.

It wasn’t about crossing exotic destinations off my bucket list. It was about seeing what I am uniquely capable of accomplishing.

I couldn’t use my kids as an excuse any more. Nor could I blame my stagnation on my parents’ low expectations, my ex-husband’s betrayal, my addictions, sloth, the economy, stupid people or anything else.

It was up to me.

I wanted to help people, but not by holding cold cloths on hot foreheads in refugee camps or mapping seating plans for charity galas.

No, I wanted to help all the poor people who were chained to their computers, cranking out emails, reports, dating profiles and other written communication. What’s more, I wanted to help all the people stuck reading this stuff.

It wasn’t their fault they went on too long, made embarrassing mistakes or were just plain boring.

Many had not been warned about how much of their day would be spent tapping on keyboards. They had not received the memo predicting that suits would be replaced by  business casual or formal style by conversational writing.

And some of the digital kids hadn’t been taught how planning and structure could sharpen their spontaneous chatting, texting and other writing.

My quest to fulfill my potential and help other people pulls together what I’ve learned in these past 50-plus years about writing, grammar, talking, socializing, performing and thinking.

It all started in grade three, the day I first drew lines under some words and brackets around others. I understood the mechanics of language intuitively, as if I possessed mysterious knowledge passed on from the ancestors.

This gave me a way to compete with my younger brother, the smartest kid in the school, county, possibly the country.  Like Brian –or Brain as we called him– I could get perfect scores in English grammar, and later in French and German.

I was also better than my brother at talking. Painfully shy, he would hide in the car when we visited friends. But me, I loved to be the center of attention, chattering incessantly, showing off my ballet twirls.

I also knew I was a better writer, though I saved my best for private diaries and fantasies. Back then, girls couldn’t look too smart.

At university, I stopped my foreign languages studies when I realized how tedious the labs were, long lonely hours answering boring questions and repeating phrases into an eight-track tape recorder.

Also in first year, a history prof loved my debut essay because I analyzed instead of just repeating the chronology. As my new major, however, I chose philosophy because it gave me more time for fun. And it taught me to think.

But I got tired of sliding into hot pants in order to earn a living as a cocktail waitress. I still loved writing. So I took a graduate degree in journalism.

After a brief stint as a reporter, with hours no better than working in bars, I ended up in corporate communication. I loved being at the center of the action, advising executives and politicians on what to say, and helping employees, customers and other people make sense of their rapidly changing world.

I also enjoyed fixing my colleagues’ writing. Just as I had no recollection of the periodic table of elements, most of them simply did not remember those grammar rules. They didn’t know how to use different structures for different goals. Worse still, they had been brainwashed by teachers, professors and bosses into believing reading and writing should be long, formal and never, ever social.

But well before Comment, Like and Follow, I knew that writing to persuade readers and listeners to respond in a certain way was ultimately a social activity. Preparing speeches and scripts confirmed the power of writing like you talk.  Why didn’t they get it?

Just when I thought I’d scream if I had to read one more flat, rambling memo along came the bloggers and other social media people. Many wrote like they talked. They call it a conversation. Finally I could combine my love of grammar, writing, talking, socializing and thinking. I had found my tribe.

My flame reignited, I wrote my book, first as posts on my blog and later as an ebook I sold on my site.

I gave presentations and taught some workshops based on my philosophy of combining the sociability of talking with the thinking of writing. I listened to what readers and other people had to say. I thought. I read. I rewrote the book.

So here I am, one step closer to fulfilling my potential.

I know that some of you are not following your dreams because you haven’t had the training, mentoring or experience to help you connect with people through the written word.

In a world where people communicate so much online, where they need to stand out to be heard, writing is a means to many ends. Connecting to other people this way can help you  look in the mirror and say “Wow!”

So thanks to the bicycle thief for leading me to three pieces of  advice for rewriting stories:
1. Lead with the conflict.
2. Identify immediately with your ideal reader.
3. Get rid of anything that doesn’t move your plot, develop your characters or make your point.
But will I still love it tomorrow?

Thanks to Chris Devers for the photo.

Wednesday, March 9, 2011 @ 09:03 PM
posted by Barbsawyers

Business people often don’t scrutinize their writing, just as I don’t closely examine my wrinkles.

But if you want to look good, you have to face the mirror and figure out what to improve. Fortunately, it’s usually easier to minimize writing flaws than to erase the lines of time.

find out what to improve in your writingTo help, I’m working on a writing self-assessment tool. Give it a try.

Copy the 10-question quiz that follows. Give yourself 10 points if you agree with the first statement, 1 if you agree with the second or pick a number to represent where you fall between the two.

For example,
1. I know the main point I want to convey.      10 points
I’m not sure about what I want to get across.   1 point
Hypothetical you: I have a few points in mind. 5points

Add up your answers for a score out of 100. If you need help figuring this out or have some suggestions to improve this quiz, please share your comments below.

10 quick questions

1. I know the main point I want to convey.
I’m not sure what I want to get across.

2. I know exactly who I want to connect with.
I’m writing for everyone.

3. I know how I’m going to make my point.
I will write until I feel like I’m done.

4. I know that most people read through what I’ve written.
People don’t seem to finish reading my stuff.

5. I know the difference between its, it’s and its’ (10 bonus points if you catch the trick).
I get confused about words that sound similar.

6. I know that people understand what I’ve written.
People don’t seem to get me.

7. I use terms understood by the people I’m writing for.
I expect people to look up the words they don’t understand.

8. I easily adjust to different readers and media.
I always write the same way.

9. I check carefully for typos, grammar errors or missing
words.
I count on spell check to find my mistakes.

10. People respond to what I’ve written.
I don’t know how people respond to what I’ve written.

Photo credit: Ananth

Thursday, February 17, 2011 @ 09:02 PM
posted by Barbsawyers

Toronto-area friends are invited to a day-long pilot workshop based on my ebook Write like you talk–only better. With a small group of professionals, they’ll learn to  combine the spark and engagement of conversation with the precision and reach of the written word.

Wednesday, February 23, 2011
9am to 4pm

Centre for Social Innovation, Think Tank Room
215 Spadina Avenue, Toronto, ON  M5T 2C7
only $40

From mouth to mouse

In the Write like you talk–only better workshop, I’ll reveal the secrets that will make writing emails, reports and updates faster, friendlier and more effective. I’ll help participants apply three easy steps to entice the people they want to connect with to read, retain and respond.

Because my approach is based on everyone’s first and favourite way to communicate–talking–participants will remember and enjoy what they learn. What’s more, they’ll keep getting better by practising with the worksheets and checklists in the ebook Write like you talk–only better, which everyone will receive.

Because this is a pilot, I’m offering the one-time bargain price of $40. So sign up today

If you have any questions or need further information, please give me a call at (416) 690-1473.

Friday, January 28, 2011 @ 09:01 PM
posted by Barbsawyers

Recently, Globe and Mail columnist and author Russell Smith asked his readers whether they still used two spaces after a period, as taught in 70s typing class, and serial commas, as in apples, peaches, and pears.

From the hundreds of passionate responses, he concluded that his readers are retired English teachers, editors in their 50s and typographers in their 40s.

People fuss too much about outdated punctuation rulesExtremists versus Xtremists

Russell’s readers overwhelmingly insisted on two spaces after a period. In Write like you talk–only better, I advise people to closely follow the rules when they’re writing for people like this. I love to impress them with hyphens in compound adjectives and other triple lutz marks. But this is going too far.

With doubles or singles after a period, no one, beyond the extremists, is going to notice. Besides, adding a space lets my picky clients feel they are correcting something in my writing. Better to have them add a space than mess with a phrase I’ve worked hard to perfect.

It’s like the story an old boss told me about the cartoonists working for the persnickety Walt Disney. Often they would give Mickey an extra finger so Walt would have something to fix and leave the rest alone.

International uproar

It’s not just Russell’s demographic and Canadians who are stuck in  typing class at the same high schools where they taught us that the girls whould continue to secretarial school and Pluto is  a planet. I’ve participated in heated discussions with professional communicators around the world on my Linkedin group for the International Association of Communicators.

In the double space debate, I was amazed that so many professionals did not know that the world had changed. I was struck by the ferocity and length of the debate over serial commas.

Although banned by lots of  style guides,  many cling to the serial comma, even though we all understand  what’s meant by apples, peaches and pears. No comma required. Don’t get me going. Read my post about minimalist punctuation

The real issue

What scares me is the chasm between the people who champion the musty old rules and the people who display a total disregard for the linguistic conventions that enable us to communicate. Let’s build a bridge to bring us together.

The advent of computers has meant people are writing more than ever before. With social media, they are even writing for pleasure, which had gone out of style when the telephone was invented.

To you people who care about double spaces and serial commas: I have no problem with you feeling more comfortable writing this way. But let’s calm down and allow writing to evolve. As long as we aren’t flouting rules that help us understand each other, who cares?

Friday, January 14, 2011 @ 06:01 PM
posted by Barbsawyers

every day words back brandsThis week’s outcry over the $100.000 budget to start developing the brand for an embryonic Canadian securities regulator reminds me of how much money and hype are devoted to branding. It also reminds me of how little of this budget will be devoted to supporting the people who represent the brand day in and day out.

Knowing what your brand promises are and having a nice logo to convey them is all good. But what about the everyday employees whose communication will make or break the brand?

Big ideas will build the brand; real people will sustain it. Or not.

Professional shorthand

Case in point: I wrote for a hospital that had devoted a big chunk of change to confirming that its main brand attributete was compassion. The trouble was the healthcare professionals insisted on using medical terms or social work jargon when I was writing for patients and families. They were truly compassionate experts. But they didn’t want me “dumbing down” their communication.

From my experience in government, I’ll bet that the securities regulator will end up with a lovely logo and marketing collateral that will support an image of trust. They will have policies and procedures to ensure their people act with integrity. Yet many of them will continue to use financial jargon in their emails and other routine communication, not words average people understand and trust. Too many professionals, from accountants to zoologists, think plain language will make them look stupid.

The technical terms of any profession are a convenient shorthand when they are talking to each other. But they must be replaced by plain language when they are communicating to people outside their group. Especially if they want to support their brand.

Talk to me

Family members of loved ones in the compassionate hospital simply want to know that the nurses on the night shift care as much as the ones they meet during the day. People checking out a broker with the trust-worthy regulator just want to know that their life savings will be safe. They’re not signing up for Berlitz in professional tongues.

Please don’t tell me that it’s under control because you have a glossary. People hate hunting through and reading glossaries. They want you to speak in the language you share, plain English. They don’t want to learn yours.

But don’t look sloppy

The other problem with the written communication of employees who support brands is the mistakes that make them look bad and chip away at their employer’s brand. Many people whose performance is tied to writing skills, professionals included, can’t remember the basic rules they learned in high school. They don’t know when to write it’s and its. Sometimes they even write its’.

This looks bad on them and the organizations they represent.

The promises of branding

So, you marketing professionals who are cashing in on the solid brand of branding, please don’t forget the real people who will sustain the brand. They need to know more than Pantone colors and tag lines, policies and procedures. They need to know how to write clearly, reflecting the brand attributes you worked so hard to define. And yes, they need to read my book Write like you talk–only better.

They’ll become much better at sustaining their brand. That’s one of my brand promises.

Wednesday, January 12, 2011 @ 07:01 PM
posted by Barbsawyers

For everyone who uses a computer, writing is a vital business skill. Because so much hinges on written communication, employees need to write clearly, concisely and quickly. To foster engagement and achieve their organization’s goals, they need to spread their energy and passion through the written word.

writing is the productivity elephant in the officeMisunderstanding can cost organizations dearly. The Titanic would not have sunk if the navigator had read the iceberg warnings. Wall Street would not have imploded if people understood the meaning of credit debit swaps and collateralized debt obligations.

Understanding, on the other hand, can clear the path to innovation, change and growth. That’s why tech success stories like Apple don’t talk about robust platforms,  synergies or share-worthiness. They chat like regular people.

The elephant grows

Routine writing, especially email, drains more and more of each work day.  According to a study by the US National Commission on Writing, most employees spend about a third of their day writing. No doubt that proportion is increasing, as we reach out to clients, coworkers and other stakeholders through emails, social media, wikis and other collaborative tools.

The other side of the writing productivity coin is reading. Subpar writing results in other employees or stakeholders spending too much time trying to figure out what a document means or missing out on important information.  A survey by the UK’s Loughborough University found that only about a third of emails were straight to the point.

Suppose an employee composes 30 and reads 60 emails a day for a total of 90 emails. If one minute is wasted on two thirds of them, that’s one hour or more lost every single work day.  And that doesn’t take into account all the other kinds of writing and reading a typical employee does every day. Ouch.

Wrangle the beasts

Businesses wouldn’t expect their employees to start using new software without adequate training. Yet, many organizations want their employees to communicate, collaborate and connect without the writing skills they require.Some provide writing training, but they frequently complain that employees don’t retain much. They’re back to their old habits quickly, rambling on instead of getting to the point, using jargon their customers don’t understand or confusing it’s with its or maybe even writing its’.

To help solve this growing productivity problem, every employee who uses a computer should read my book Write like talk–only better. Better still, if they live in the Greater Toronto Area, they should sign up for one of my workshops.

Write like you talk

My approach works where others fail because it’s based on everyone’s first and favorite way to communicate–talking. As a result, participants will remember what they learned. With worksheets and checklists for practice, they’ll continue to improve.

If you want to learn more about the small-group workshops, check out my new page or contact me and I’ll send you a detailed outline of the options and typical days. Or simply read the book.

You writing will become easier, faster and friendlier. Promise. You’ll wish all those people who send you long, foggy emails would read it too.

Wednesday, December 15, 2010 @ 02:12 PM
posted by Barbsawyers

We may all speak English, but we spell differently. I’m a proud Canadian who spells like an American. Here’s why.

Thursday, December 9, 2010 @ 05:12 PM
posted by Barbsawyers

If you want to communicate clearly, you don’t need to remember all those boring grammar rules. In this tenth most popular post of 2010, I took aim at the most common and important ones you need to remember.