Posts Tagged ‘grammar rules’
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.”
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?
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.
Although 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.
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.
To 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
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.
Extremists 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?
This 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.
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.













Here goes:
Misunderstanding 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.