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Join us at our Writing for Impact and Results workshop

Here are some questions frequently asked by business writers who recognize the potential power behind their communication... writers whose goal is to have their communication make an impact and get results.

What are the key strategies for creating powerful business correspondence that will capture the readers’ attention while targeting their needs? What are the techniques for creating a professional document within a tight timeframe? How can I avoid the old, bureaucratic gobbledygook and use the basic concepts of plain language? How can I make a strong connection with my reader when dealing with sensitive issues?

Our November 18th session answers those questions and more! It will empower you to write for impact and get results by giving you the knowledge and skills you need to enhance your professional image and your success as a business writer.

The session focuses on...

- using planning and organizing techniques to gain clarity and to write faster
- reducing the time spent revising and proofreading documents
- using editing tricks that will catch the small typos that undermine image
- understanding the power of simplicity and using it in all documents
- impacting the reader by putting the right information in the right place
- formatting for visual appeal and accessibility of information

To register, visit: http://www.eclectic.ca/services/learning-options/workshops/writing-for-i....

Have you ever thought much about the pronouns ‘me’ and ‘myself’? Probably not. But you should!

What is each pronoun all about?

The pronoun ‘me’ is an object pronoun. Therefore, as a writer, you want to use it either after a preposition, such as ‘for me’, 'with me’, ‘from me’, or as the object of a verb, for example: He loves me. It frightened me. They discussed me. 

The pronoun ‘myself’ is a reflexive pronoun. Hence, it needs to reflect back to the subject of the sentence. Examples include: I made it myself. I, myself, am Danish.

What is the problem with these pronouns?

Actually, it’s more than one problem. Multiple transgressions against these pronouns exist! Many people will use ‘me’ and ‘myself’ instead of the subject pronoun ‘I’. For example: Dave and myself worked on the project together. Kim and me have been friends forever!

Did you notice in the two examples that ‘myself’ had no ‘I’ subject to reflect back to, and that ‘me’ was used in front of the verb? Yikes!

To compound the problem of pronouns is this head scratcher: how we use pronouns in speech is often incorrect, but somewhat acceptable. Therefore, when we use them correctly in writing and then read them aloud, it sounds wrong. Or as many students like to say, “It sounds weird!” Yes, perhaps it does, but you’re editing for grammar and not for sound.

What is the solution to this tragedy?

Multiple solutions exist! Here are three:

  1. Look at your sentence structure. Find your verb, then find your subject.  You’ll use ‘me’ after the verb and you’ll use ‘myself’ if you’re referring back to the subject. For example: Allow me to help you. I chose to do it myself.
     
  2. Use this editing trick: Cover the words that are part of a compound, for example:(Jenn and) me went to the meeting. Therefore, my covering ‘Jenn and’, you’re left with ‘me went to…’ You wouldn’t write that! So, change the pronoun to “I” – Jenn and I went to the meeting. Here’s another example: The office staff created the ID cards for John and myself.  When you remove the compound, you’re left with “…cards for myself.” Opps! That’s incorrect, so please change it to ‘me’.
  1. Lose this phrase from your vocabulary: “Please contact myself.” Because there is no subject in that sentence, you can’t use ‘myself’. However, you do have a verb (contact), and you know ‘me’ comes after a verb, so that’s the correction – “Please contact me.” (I know you always read “Please contact myself” in correspondence, but that doesn’t mean it’s correct!)

Why not look at some correspondence and see if you can identify any misuse of ‘me’ or ‘myself’? Then, review your documents and assess your use of ‘me’ and ‘myself’. You might be surprised at what you do or do not find!

 

What We Learned at PLAIN 2013

From October 11 to October 13, 2013, Marie and I attended the 9th Biennial Plain Language Association International PLAIN 2013 Conference in Vancouver. For three days, we met with other plain language enthusiasts to discuss and share ideas on how we can promote – and convince – writers to write more clearly.

Thursday evening

On Thursday evening, we attended the welcome event, which included a fascinating presentation by Joseph Kimble titled, “Wild and Crazy Tales from a Decade of Drafting U.S. Federal Court Rules”. With humour and great examples, Mr. Kimble demonstrated that clear language is available even to the justice system, therefore emphasizing that anyone who has “the will, the skill, and the time” to devote to such a noble cause, can successfully write in plain language.

All Day Friday

On Friday, Eclectic had a booth set up at the trade show. We exchanged ideas and business cards with plain language enthusiasts from all over the world, and we established some excellent new connections as well. Additionally, we were able to show off our almost-ready online punctuation course – the first of many online courses that we’ll be rolling out over the coming months.

Friday was also the day of the round robin discussions, which both Marie and I participated in as facilitators. Marie discussed how to managers to become advocates for plain language in their organizations and got some excellent feedback. Two of many ideas discussed were influencing plain language writing through the emphasis of benefits and quantifying the time and money lost when an author does not write with a plain language approach. (You can do your own cost analysis with Eclectic’s  own cost calculators.)

My round robin discussion dealt with convincing writers that all well-written documents are reader focused. One fun idea came from a Swedish participant who encourages her students to purchase a Lego figurine as a reminder to focus on the reader. Another participant emphasized that age does not equal ability, and therefore, we cannot judge someone’s reading level by a person’s age.

At the end of the day on Friday, Marie presented a very successful lecture on eLearning. People were very engaged in what she had to say, and they wrote copious notes!

All Day Saturday

On Saturday, Marie and I attended several presentations. The first presentation of the day, which dealt with ethics in communication, was inspiring and affirming. Two excellent questions were the focus of this presentation:

Are your company’s texts ethical?  Who, as writers, are we advocating for?

Another excellent Saturday presentation discussed why plain language is so important. The presentation emphasized what people bring to reading, for example their beliefs, their assumptions, their physical ability, and their motivation. We learned that it takes a reader only 50 milliseconds to form an impression of a document and its content. Even more interesting was the statement that quick first impressions are the same as longer first impressions.

A third presentation that both we enjoyed discussed such great ideas as “the law of least effort”. This law describes the fact that readers don’t want to work hard. As well, the presentation reiterated how quickly we judge a document, and it stressed that these decisions are emotional first, and logical second. “We feel the decision before we can verbalize it”, stated the presenter, Mark Hochhauser. “The rest,” he concluded,” is just justification”.

Without a doubt, PLAIN 2013 was an excellent time and a great learning experience, and we hope that this summary of the event will grab your interest to further invest in the idea of communicating clearly in writing. We have the time, the skill, and the will to help you with all your writing goals!

 

Why We Need to Avoid Using "Shall"

Finally, I’ve found a concrete example showing why we should avoid the use of “shall” in writing. (yes, even legal writing)

While attending the PLAIN conference, I had the pleasure of hearing a presentation from Joseph Kimble, a leading international expert on plain language use in business, government and law. He spoke on his work in redrafting the US Federal Rules of Civil Procedure and Federal Rules of Evidence. This redrafting process eliminated 500 “shalls” from the rules.

You would guess that all of the “shalls” became “musts”. It’s a common thought that the meanings are the same. However, that was only so for 375 times. The remaining 125 “shalls” were replaced by either “may” or “should”.

So, the next time you think you want to use the word “shall”, ask yourself if it’s possible to use “must”, “should” or “may” to be more specific. 

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