She carefully prepared an error-free report,

Her carefully prepared report was error free.

Last quarter was a difficult one, and the new line didn't move well; but this quarter is starting to show a boost in sales.

The new line had a slow start last quarter, but sales have picked up since then.

Although last quarter was a difficult one for the new line, we are now seeing a boost in sales.

While the new line is currently selling well, last quarter was a difficult one.

Last quarter was a difficult one because the new line didn't move well. However, we are starting to see a boost in sales.

Podcast]]> Business Writing Tue, 22 Apr 2008 17:06:00 GMT http://upwritepress.libsyn.com/index.php?post_id=331469# No http://upwritepress.libsyn.com/index.php?post_id=326845#

Podcast]]> Business Writing Wed, 9 Apr 2008 16:40:00 GMT http://upwritepress.libsyn.com/index.php?post_id=326845# No http://upwritepress.libsyn.com/index.php?post_id=321580# coordinating, correlative, and subordinating. Let's take a quick look at all three. Coordinating conjunctions are the ones you're probably most familiar withâand, but, or, nor, for, yet, and so. They are used to connect equal parts of a sentence, whether words, phrases, or clauses. Here are three example connections:

up and back in the water or on the land I wanted to race, so I paid the entry fee.

Neither Deb nor I Whether hiking the trails or climbing the hills Not only was he angry, but he was also embarrassed.

Before we could start a campfire, we needed to buy firewood. Although we wanted to attend, our calendar was booked. While the children played quietly, the adults discussed plans for the next day.

Lisa is the worker who earned the award.

Where is the file that contains the grant applicants?

Who is the new person that started last Monday?

The package, which was shipped overnight, arrived damaged.

• First, introduce the list either with a complete sentence ending with a colon, or with an incomplete sentence minus the end punctuation.
• Use numbers or letters for the list items if their order is important. Numbers, especially, suggest a sequence or priority order.
• Use bullets for the items if they are of similar importance. Bullets suggest equal emphasis.
• Also, use a consistent structure for the items. If you use a complete sentence to make one point, do the same for all your points, capitalizing the first letter and using end punctuation. On the other hand, if you use sentence fragments, make them parallel, beginning each with a verb, a gerund, or so on. And of course, with fragments, do not include beginning capitals or end punctuation.
• Finally, align all items in the list, indenting five spaces from the margin.

• Don't introduce new ideas. If you have to add something new, go back and work it into the body of the message.
• Don't ramble on: Wrap up your thoughts and end the message.
• Don't get too personal. When writing for business, all messages should convey a professional tone.

First, begin the paragraph with a topic sentence that answers the reader's first question: What's your point?

A topic sentence should present the paragraph's main idea, as in this example: "Bergamot Manufacturing is well prepared to meet all your plastic manufacturing needs."

Next, use supporting sentences to answer the question, Can you prove it?

Supporting sentences often include statistics, facts, observations, anecdotes, and so on to demonstrate the truth of the topic sentence. For example, in our first supporting sentence about our well-prepared manufacturer, we could mention "decades of experience with all types of plasticâfrom ABS to Zytel." In another, we could describe the molds, lathes, and drills the company uses. And in a third sentence, we could tell how every plastic part is inspected individually before shipping.

Finally, answer the reader's last question, Why should I care? with a concluding sentence that drives your point home. Summarize supporting details, clarify the importance of the main point, or relate it to the next paragraph. Our example paragraph could conclude this way: "Our customers tell us that our experience, equipment, and careful inspection are important, but there are additional reasons to choose Bergamot as your plastics supplier."

As you can see, each part of a body paragraph performs a specific purpose. When used well, all parts work together to present your ideas clearly and convincingly.

You can learn more about building strong body paragraphs on page 83 of Business and Sales Correspondence, part of the EZ Series of business-writing materials from UpWrite Press.

Podcast

"On December 15, 2007, I attended the business writing workshop taught by UpWrite Press. My detailed report of the workshop follows."

"Thank you for submitting your résumé for our IT manager position. We heard from many qualified applicants, and it was difficult to narrow the field to three interview candidates."

• When you have been a guest of a business associate, whether at home or out
• When you have made a new contact through networking
• When you have received a gift or referral from a business associate
• On certain occasions, such as a marriage, a birthday, an illness, or a death
• And finally, when you wish to recognize an employee's achievements

on the cabinet, in the parking lot, or beneath the chair

before the meeting, after lunch, or until the deadline.

with good wishes, by unanimous agreement, or apart from this plan.

With litmus paper, technicians check the acidity of samples.

• Compound nouns--such as attorney-at-law, secretary of state, and Bank of Springfield--can cause confusion. Just where do you put the apostrophe-s in these nouns? As a rule, place the apostrophe-s after the last word: attorney-at-law's office, secretary of state's comments, Bank of Springfield's report. This also holds true when the noun is plural, as in attorneys-at-law. The apostrophe-s still appears after the last word: attorneys-at-law's offices.
• Finally, shared possession can also cause confusion. Is it Ben and Jerry's ice cream, or Ben's and Jerry's ice cream? The answer is this: If Ben and Jerry both own the ice cream--as the two ice cream magnates do--it is Ben and Jerry's ice cream. But if Ben and Jerry each produce their own ice cream, someone could eat Ben's and Jerry's ice creams. Similarly, you could read Sara and Jane's report--or you could read Sara's and Jane's reports.

Person in pronouns is dictated by the role their noun antecedents play. First person is the person speaking. These pronouns include the singular I or me, the plural we or us, and the possessive my, mine, our, and ours. An example of a sentence written in first person is "I am working on my report right now."

Second person is the person being spoken to. These pronouns are the same whether singular or plural. They include you and the possessive your and yours. An example of a sentence written in second person is "Turn in your hours at the end of the day today."

Third person is the person or thing being spoken about. These pronouns include he, she, him, her, and it, the possessive his, her, hers, and its, and the plurals they, them, and theirs. An example of a sentence written in third person is "She gave her books to them."

Gender in pronouns can be masculine, feminine, or neuter. Feminine nouns take the pronouns she, her, or hers. Masculine nouns take the pronouns he, him, or his. Neuter nouns such as office or computer take the pronouns it and its. Finally, the plural pronouns they, them, their and theirs have no gender and may be used for masculine, feminine, and neuter nouns.

Check person and gender to make sure your pronouns match their antecedent nouns, and your writing will be very agreeable indeed.

You can learn more about agreement in person and gender on page 263 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace.

1. Singular nouns require singular pronouns, while plural nouns need plural pronouns. For example, the singular noun "man" agrees with pronouns like he, him, and his, while the plural noun "men" would need pronouns like they, them, and their. That's easy enough. But wait, it gets more interesting.
2. Some antecedents sound plural but are actually singular, such as the words "everyone" and "anybody." The singular root words "one" and "body" are your clues. Use singular pronouns to agree with them. For example, say, "Everyone must turn in his or her report." Do not say, "Everyone must turn in their report."
3. When the antecedent is a compound subject, the conjunction matters. The word "and" between subjects makes the antecedent plural, so use a plural pronoun to agree with it. An example would be, "Writing and editing are necessary skills for business, so study them well." Conversely, the conjunctions "or" and "nor" call for a singular pronoun--as long as both parts of the subject are singular--as in "Each week, either Ellen or Mary records her podcast."
4. When "or" or "nor" connect a singular noun and a plural noun, the order matters. The pronoun must agree with its closest antecedent. For example, the sentence, "Neither the interns nor Dr. Susan Page checked her schedule" is grammatically correct, because the pronoun her agrees with its closest antecedent, Dr. Susan Page. But the sentence, "Neither the doctor nor the interns checked their schedules" sounds better and is also correct. Always order your words for the smoothest reading.

1. Rely on common courtesy. Think about what your reader needs to know--not necessarily what you want to tell him or her. Use words he or she will understand, and be clear and specific when giving information or making requests.
2. Pay attention to your reader's name. Make sure you've spelled it correctly and used the right courtesy titles. Also include your reader's name somewhere in the message to make your message more personal.
3. Use personal pronouns effectively. Include the pronouns we, us, and our to create a feeling of unity with your reader. In positive messages, use the word you to make the reader feel included--but avoid you in negative correspondence, where it may sound more like blame.

And that's all there is to it. By developing a "you attitude," you can promote a feeling of teamwork in your company.

You can learn more about creating a "you attitude" on page 146 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace. ]]> Business Writing Wed, 28 Feb 2007 12:00:00 GMT http://upwritepress.libsyn.com/index.php?post_id=186965# 00:02:52 Clean http://upwritepress.libsyn.com/index.php?post_id=182035# small mark can make a big difference in your writing. That's certainly the case with dashes and hyphens. They look similar and can be confused, but they have very different functions in writing.

The hyphen is a short lineâone typed character. It's mainly used to divide a word at the end of a line, or to join words. For example, a hyphen can connect two words to make a compound noun, as in the words city-state or secretary-general. It can also join two words used as a single adjective, as in double-edged blade. Hyphens are often used when writing out numbers or fractions, as in twenty-one or one-half.

While the hyphen is mainly used to connect or divide words, the dashâwhich is a longer lineâis used to set off words within a sentence. Dashes might be used to set off words, phrases, or clauses for emphasis, to show interrupted speech, or to set off examples or explanations. However it is used, the dash indicates a break in the flow of the sentence.

Dashes and hyphens: two little lines that should never be confused. And that's the short and the long of it.

You can learn more about dashes and hyphens beginning on page 195 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace.
]]> Business Writing Wed, 14 Feb 2007 17:02:00 GMT http://upwritepress.libsyn.com/index.php?post_id=182035# customerservice@upwritepress.com 00:02:24 Business, Writing UpWrite Press Clean http://upwritepress.libsyn.com/index.php?post_id=180219# The best writing sounds like you. When you speak, you change your tone depending on your listener. For example, you speak differently to your supervisor than you do to a family member. Tone applies to writing as well as to speaking. There are three tones you can use, and each depends on the purpose of the writing and on your reader.

• Formal tone is the most serious sounding. It contains no contractions and few personal pronouns, and it often includes technical terms. Use formal tone for major documents, for correspondence with superiors or clients, and for bad-news messages.


• Moderate tone is still professional, though slightly more casual and friendly. It includes contractions and personal pronouns and is used for such everyday writing as in-house documents and messages to co-workers.


• Informal tone is casual and friendly and might include humor and some business jargon or slang. Informal tone is best saved for the most relaxed communication, such as quick emails and memos or brief questions to co-workers or friends.

Whatever tone you use, be sure it is appropriate for your reader and the situation. You can learn more about tone and voice on page 144 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace.

• Who is my reader? Whether you are writing to a potential customer or to your supervisor, your words should be tailored to that reader.
• What information do I need? Determine which details are most important to your reader.
• Where can I find this information? Know where to obtain the facts, details, and background information to clearly convey your message.
• When do I need to be finished? Establishing a deadline keeps you focused.
• Why am I writing? Your purpose determines the content and form of your writing.
• How do I want my reader to react? Clearly define your expectations, whether it means a written response, a call, a meeting, or an order placed.
• How much will it save or cost? If there is a fiscal or budgetary element to your message, be sure to include the specifics.

Use these questions, or develop your own, to help gather the information you need before writing. You can find additional prewriting ideas on pages 122-125 of Write for Business: A Compact Guide to Writing & Communicating in the Workplace.

First and foremost, remember that email on a company computer is legally company property. Your message will possibly be stored and accessible for years, so never write anything you wouldn't mind having read by your supervisor or anyone else in the company.

Next, send messages only to those who need them. If you always send everything to everyone, fellow workers will begin deleting your messages without reading them.

Third, maintain a neutral tone in all business emails. Avoid being overly casual with clients or coworkers and never, never use offensive or abusive language.

Finally, respond to emails in a timely manner. If you can't answer right away, at least let the sender know that you got the message and will respond later. Get in the habit of checking your email three times a day--when you first begin work, at lunchtime, and before you leave--so you can answer important questions.

Email is here to stay and, when used appropriately, is an effective, efficient business-communication tool.

Usually, write the numbers one to nine as words, and the numbers 10 and over as numerals. However, if you are comparing numbers within the same sentence or paragraph, keep them in the same style, even if one is smaller than 10 and the other is 10 or larger.

Never begin a sentence with a numeral. If you need to start with a number, write it as a word. You may also rearrange the sentence so it does not begin with a number.

Another good rule of thumb is to always use numerals with abbreviations and symbols, including decimals, percentages, dates, statistics, times, measurements, and addresses. But if an address is simply the number one, as in One Bleeker Street, spell it out.

You can find out more about writing numbers on pages 195, 200, 202, and 211-212 of Write for Business: A Compact Guide to Writing & Communicating in the Workplace.

• Use a comma to separate two or more adjectives that equally modify a noun. You can tell if adjectives are equal by either switching their order or inserting the word and between them. In each case, if the sentence still sounds right, the adjectives are equal and need a comma to separate them.
• Use commas to set off clauses starting with which but not with that. Which introduces extra information in a "nonrestrictive" clause. Because the clause is not necessary to the sentence's meaning, a comma is used to separate it from the rest of the sentence. That introduces "restrictive" clauses, or those that are necessary to the meaning of the sentence. No comma is used to set off a "that" clause.
• Use a comma to separate independent clauses in a compound sentence, with the comma placed before the conjunction (such as and, but, or yet) that joins them.
• Use commas to separate items in addresses and dates. But remember, don't put a comma between a state and a ZIP code.

Attention to details such as comma use helps to make your writing easier to read. It shows you to be a professional who cares about a reader's time and ease of understanding.

First and most important, make your message clear. Let your readers know precisely why you are writing and what you expect from them. State your ideas in easy-to-understand language, and always use the most positive tone possible.

Next, check your grammar, spelling, and punctuation. Errors make writing look sloppy. Don't just trust your spell-checker; always carefully read the final copy for errors. Correct copy tells your readers that you respect them-and yourself-enough to send only the best.

Finally, send a clean, good-looking copy. Use company stationery for all work-related correspondence. If you do not have official stationery, use white or off-white paper with black ink-no bright colors, please. If your message requires more than one sheet, be sure to use the same kind of paper throughout. Avoid fancy fonts; stick with Courier or Times New Roman in size 10 or 12 point. Your goal is to impress the reader with your ideas, not your creative flair.

Follow these tips, and your business correspondence will reveal you to be a careful, thorough professional.

First, check for unnecessary modifiers. Make sure all adjectives or adverbs are both clear and important. Cut intensifiers such as very, really, or especially, and jettison the phrases kind of or sort of, which make writing sound tentative and juvenile.

Next, note any wordy phrases or clauses. Wordy prepositional phrases and relative clauses can often be replaced with adjectives or adverbs. For example, a description such as, the blower of the furnace that is located in substation 3 could be shortened to the substation 3 furnace blower.

Finally, avoid redundancy. In the sentence, "The reason I am writing this letter is for the purpose of confirming our agreement," both the reason and the purpose say the same thing. A trimmer, more effective version of the sentence might be, "I am writing to confirm our agreement."

Always check your writing for these problems before it leaves your desk. Your ideas will be clearer as a result, and your communications will be more effective.

• First, capture your reader's attention in the introduction. Ask a question or state the problem in a way that the reader can relate to. Establish the reader's need and let him or her know that you have a potential solution. Inspire the reader to continue reading.
• Next, use the body of your persuasive message to build interest and desire in your solution. Explain what your ideas are or how you can solve the problem, using compelling details to support your position. Make readers want what you will soon be asking them to buy into.
• In your conclusion, briefly summarize the problem and your proposed solution. End with a specific call to action that tells the reader how he or she can obtain the now-desired solution, product, service, or idea. Provide your contact information, or if you are going to contact the reader, let him or her know when you will do that.

By presenting your argument in a compelling manner, you maximize the chances that your reader will agree, and that's what persuasion is all about.

• First, give a description of the problem and any background information you have about it. This might include its scope and history, its causes and effects, or its importance.
• Next, present benchmarks for judging any possible solutions. Explain what needs to be done.
• After that, offer any possible solutions to be considered.
• Then explain what you believe to be the best solution and give support for it.
• Follow up with a suggested plan for implementing the solution.
• Conclude with a summary of the problem and the suggested solution.

No problem is so large that a logical approach can't solve it. Writing a clear-cut examination of the problem and explanation for a solution will help you focus on what needs to be done and how to do it.

Sometimes the best way to examine two ideas is by writing a compare/contrast report. This allows you to explore the relative benefits and shortcomings of each idea. Here are two ways you can organize such a paper.

• One way is to divide the paper into categories, then look at each of your subjects as it relates to these categories. For example, if you are comparing two companies, you might use the categories "Facilities," "Personnel," and "Marketing." To compare the two companies, you would consider one category at a time, evaluating both companies in relation to that category before moving on to the next.
• Another way to arrange your report might be to first fully explore one of the subjects and then the other. Using the above example, you would examine one company in regard to facilities, personnel, and marketing, and then examine the other company in those three categories.

Whichever pattern you use, start with an introduction that presents the subjects to be compared and the reason for the comparison, along with the features to be compared. Then lay out your comparison. Finally, conclude with a summary of the similarities and differences. Remember that the idea is to present your ideas in a clear, easy-to-read manner, so that your writing is beyond compare.

When you write to examine the causes of a subject, your details should explore how each led to this central effect. If, on the other hand, you are writing about the effects of a subject, use details that reveal how it caused each one.

In either case, use the following organizational pattern.

• First present the subject you are examining.
• Next, present each of your supporting ideas--exploring and explaining each idea's connection to the main subject.
• Finally, summarize the overall relationship of cause and effect, along with its importance to the reader.

Whether you are explaining a cause and its effects, or an effect and its causes, follow these suggestions and the "effect" will be a solid piece of writing.

• Introduction Give any necessary background to the process, including an overview of the whole, along with materials needed.
• Middle Present any setup necessary and any measurements, comparisons, or graphics. Follow by giving each part or step in order--either chronological or spatial. Use transition words such as "next," "after, and "then" between each step or part.
• Conclusion Review the information, giving a summary and a concluding statement.

When finished, be sure to read through the piece to make sure you have included all the steps and have presented them in a clear, understandable way.

• Numbers and statistics are powerful support details, but they must be up-to-date and accurate. Be sure to interpret them fairly. The same goes for any tests and experiments you might use.
• Illustrations, examples, and demonstrations are details that can make general claims more concrete.
• Expert testimony provides the weight of authority and gives credibility to your words.
• Observations and anecdotes present an "eyewitness" perspective and can prove very effective.
• Analysis helps clarify an idea by breaking it down into manageable components.
• Analogies compare two things and can make an idea easier to understand by presenting it in a form the reader can quickly grasp.

Select the types of details that will best support your ideas, and you are on your way to clear, effective communication.

• Use provable facts. Make sure your details are concrete, and present facts to back them up.
• Anticipate your readers' questions. For example, an employee memo about upcoming changes to a pension plan might cause the reader to wonder, "Will my benefits be cut? Do I have to reapply for new benefits? How will this affect my retirement?" Try to answer such questions before they are asked, supplying clear, complete details.
• Acknowledge alternatives and opposition. Show that you are aware of other sides to an issue. Present any opposition, and then explain why your ideas are more valid.
• Use the best types of support for your ideas. There are many possible types of support, from statistics to expert opinions. We'll discuss them in more depth in next week's podcast.

And remember, you can find aid for all your writing needs in Write for Business, our award-winning book for business writers.

• DON'T distort the issue by oversimplifying, by contending something is true "because it is," or by denying facts that prove otherwise.
• DON'T sabotage an argument by appealing to emotion or popular sentiment, by using red herrings to divert attention, or by suggesting that something must be true because many people believe it ("bandwagonning").
• DON'T draw faulty conclusions from the evidence by catering to ignorance, by presenting a hasty, unsubstantiated conclusion or broad generalization, or by suggesting that a single action will inevitably lead to a major problem.
• And finally--DON'T twist evidence or language to create misleading comparisons, half-truths, or fuzzy logic. This technique includes using unreliable testimonials and making direct attacks on a person rather than an issue.

Avoid these logical fallacies and your writing will be more clear and understandable. Use fair, honest language that accurately reflects you and your business, and you will have the best chance of building long-term relationships with your clients.

Join us again next week, when we'll focus on supporting your ideas with reasoning and evidence.

• Respect other authors' rights: Never publish another author's work as your own. Always give credit to coauthors of your reports. Always credit materials you use in your reports. Your readers will admire your wide knowledge as well as your fairness to others.
• Identify every source: Whether you mention your source in text, in a footnote, or in an endnote, make it clear where your information comes from. For a borrowed graphic or borrowed stats in a graphic, state the source in your caption.
• Don't copy-and-paste: It's better to paraphrase information in your own words than to block copy pieces from another source. A paraphrase reads more smoothly than chunks of borrowed text, and your readers will better respect your synthesis of ideas than a parroting of someone else.
• Use sources accurately. Bear in mind the original intent of any source you incorporate. Don't take someone else's ideas out of context, forcing them to corroborate your thoughts.
• Use quotation marks for exact words: If you use someone else's exact wording, place quotation marks around the copied material and give credit. Not only is this ethical, it also lends authority to your writing.

In conclusion: Be fair. Be honest. Be accurate. Use your own words whenever possible, but when it's necessary to use someone elseâs, be sure to give credit where credit is due.

Your first concern should be exactly how you will route the prepared sections so that each team member can have input. You might try the round-robin technique, sending one copy from person to person for individual comments. This can be an effective way of involving everyone, but it can also be time-consuming, and there's always the danger of losing the document in transit. In addition, you run the risk of members commenting on other members' comments, rather than on the text itself.

Another way is through centralized routing, where the completed document is copied and distributed to all team members at the same time. Then the comments are collected and compiled by one or two designated team members, who write a second draft to be presented to the group for final comments.

However the document gets routed, all members of the team should comment on it. When it comes to you, ask yourself:

1. Does the content support the projectâs goals?
2. Are we missing anything?
3. Is the content logically organized and easy to follow?
4. What could be condensed or cut?
5. How do the graphic aspects support our goals?
6. Is the voice appropriate?
7. Are we communicating clearly and concisely?

Revising by committee doesn't have to be a headache. Just remember to keep your objectives clearly defined, and keep the final goal in sight.

• First, discuss the purpose of the writing, and be sure that everyone understands the topic, format, and deadlines.
• Second, brainstorm the content of the document. As a group, decide upon points to be brought out and discuss a possible organizational pattern. Using a white board, flip chart, or projector, write down every idea brought up. Save any discussion for the next step. (Brainstorming works best when critiquing is saved for later.)
• Third, go through the list of ideas, one at a time, discussing the pros and cons of each, identifying main points, and grouping similar ideas.
• Fourth, develop an outline for the report or proposal. It may help to review model documents at this point.
• Finally, divide the writing work, assigning each team member a specific part of the outline to develop.

Although each section may be researched and drafted by one team member, the team leader should ensure that all members are kept aware of everyone's progress, so that the focus remains the same throughout. Depending upon the length of the project, it may help to schedule regular meetings for this purpose. Remember, if every team member keeps an eye on the agreed-upon goal, writing by committee can result in a clear, accurate, and useful document.

Next week, weâll look at ways to efficiently review and revise a team-written paper.

• Nameplate: Give your newsletter a name that readers will find memorable and that clearly identifies the purpose of the newsletter. Using this name, create a logo that will be immediately recognizable to your readers.
• Publication information: Clearly include the issue date, along with any contact information.
• Columns: Use columns to separate large blocks of text for better legibility. Base the space between columns on the size of the body fontâthe larger the font, the greater the space. You can avoid excessive hyphenation by using a smaller font size or increasing column width.
• Text: Design your text for maximum readability. Break up long blocks with small headings between sections. Use pull quotes (short quotes in a larger font) to provide visual variety.
• Headlines: Make your headlines larger and bolder than the text beneath them. When using columns, avoid having headlines, subheads, or quotations parallel to each other in adjacent columns.
• Graphics: Use photos, artwork, charts, tables, and other graphics to make your information clear and visually interesting.

It's also important to adapt your newsletter to fit your readers. In-house newsletters are often informal and chatty; client and customer newsletters are usually more formal and informational. Whatever your audience, make your newsletter clear, efficient, and friendly.

News releases can cover facts about personnel, policies, products, or events.

Releases of good news might include information about:

• Special honors or awards.
• New employees or staff promotions.
• New and improved products and services.
• Company openings, anniversaries, or achievements.
• Mergers or acquisitions.
• Any positive community outreach or programs.

Releases of bad news involve other subjects, some sensitive in nature. The right presentation can prevent bad will or harmful public speculation and help your company to maintain a positive image. Use such a release to announce:

• Reduced or changed services.
• Product recalls or discontinuations.
• Closings or cutbacks.
• Legal action.
• Accidents.

When you write a new release, be sure to use language that presents a positive angle. Good news can always enhance a company's image. But even bad news--when presented honestly and in a timely manner--can help build a sense of trust. In either case, the goal is clear communication, to maintain the best relationship with your audience.

Pie charts are circle graphs that present a visual picture of parts of a whole. They are especially effective when you want to:

• Show proportions,
• Give the big picture, or
• Add visual impact.

When you create a pie chart, keep it simple. Show the main categories in six or fewer sections, and avoid any fancy effects such as 3-D displays. If you have many smaller sections, group them under a title such as "Miscellaneous," and explain the contents in your text or in a side note. To distinguish between parts of your pie chart, use colored sections, or use shadings or muted patterns in black and white. Start at the twelve o'clock position with the largest section expanding clockwise. Follow with the next largest section, and so on. Label each section and include a measure of percentage or amount.

Make sure your sections are proportionate to the quantities they represent. You can find a quick and easy formula to calculate sizes by degrees on page 168 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace.

Pie charts add visual interest to your writing and allow your reader to quickly understand your details. In other words, they help make communication as easy as--pie.

• Single-bar graphs compare quantity differences for one item.
• Multiple-bar graphs compare groups of items, allowing for comparisons within or between groups. It's best to keep the number of bars in a group to five or fewer.
• Segmented-bar graphs divide the bars into sections that show the parts of a whole. It's best to keep the number of segments per bar to fewer than five.
• Bilateral-bar graphs can show figures above and below a zero line.

When you design a bar graph, use patterns and colors to distinguish between different bars or segments, and be sure that bars and axis units are clearly labeled. If necessary, include a legend for quick reference. Keep bars at a consistent width and spacing, and stick to two-dimensional bars. Those 3-D bars may look jazzy, but they can be confusing.

Remember, your goal is to show your information as clearly as possible. A well-designed bar graph can make your point quickly and effectively.

A line graph consists of a horizontal and a vertical axis. In most cases, the horizontal axis measures time. This might be hours, days, months, or even years. The vertical axis measures quantity, such as costs, products sold, or percentages. By matching a time with a quantity, you create a plot point on the graph. Once these points are connected, a clear trend or pattern appears. When preparing a line graph, do the following:

• Clearly label each axis to explain what each represents.
• Use different colors or line designs for each item so the reader can follow each independently.
• Include a legend that explains what each line represents.

A well-designed line graph can offer a clear picture of a trend. Remember, one picture is worth a thousand words. And one line graph can make your ideas clear and memorable.

Tables are formed in a grid pattern of columns and rows. Because of their layout, tables can easily show where two factors intersect. Tables can also effectively do the following:

• Categorize and compare data.
• Examine several figures easily.
• Present raw data that could later be entered into line, bar, or pie graphs.

To create a table, set up your two data factors. Along the top, create headings for each columnâ-for example, months of your fiscal year. Then along the side, create rows, each with a separate categoryâ-for example, your companyâs budget items. When finished, such a table would allow you to view a month-by-month examination of costs for each item.

As you create your table, use logical organizational categories, such as time or place, or use an ascending or descending order. Be sure to clearly label your columns and rows, and keep them evenly spaced. If you are using dollar figures, round off to the nearest whole number, or align your figures at the decimal point.

Remember, tables are an excellent way to present data, offering a quick, easy-to-read overview of facts and figures. Use them to help illustrate and clarify your ideas.

• Use good page layout. Design your page for maximum impact. Choose a single-column page, or divide your ideas into two even or uneven columnsâ-consider what will look best with your graphics. For example, a tall, slender graphic works well with the two-column format, with text in one column and the coordinating graphic next to it. A large chart might look best set off at the bottom of a single or double-column page. Use white space to make your page more attractive, and be sure to keep all graphics within the margins of your page.
• Avoid graphic overload. Limit the number of graphics per page, always trying to balance your graphics with the amount of text on a page. If you have a very large graphic, place it as an attachment, give it a number and title, and refer to it in your text.
• Place your graphics logically. Keep graphics close to coordinating text. Be sure to explain the information, rather than expecting the graphic to speak for itself.

They say, "A picture is worth a thousand words." Graphics can help you to present your ideas clearly, efficiently adding punch and understanding to your written reports or proposals.