Double subjects occur when a pronoun is inserted directly after the subject. One example would be John, he won't be happy with the changes. Whether spoken or written, this construction is incorrect. Drop the pronoun for a smooth, correct sentence: John won't be happy with the changes.

The double negative is an age-old problem, because, as the saying goes, two negatives make a positive. For example, if you were to say There isn't no way that bill will pass, you would actually be saying that the bill will certainly pass. Instead, drop one of the negative elements, as in There is no way that bill will pass.

The last nonstandard construction to consider is the double preposition. There are actually two incorrect ways to double your prepositions. The first involves using two consecutive prepositions when only one is necessary. Examples are off of and off to. Instead of saying Pens roll off of the desk, simply say, Pens roll off the desk. And instead of saying I'm flying off to the convention, say, I'm flying to the convention.

The second incorrect doubling involves using a preposition within the sentence and again at the end. Here is an example: It was a mystery of which he knew nothing about. Eliminating either one of the prepositions - "of" or "about" - corrects the sentence: It was a mystery of which he knew nothing, or It was a mystery which he knew nothing about.

You can learn more about nonstandard constructions on page 97 in Business and Sales Correspondence, just one of the E-Z series of helpful business writing materials from UpWrite Press.

- Joyce Lee

Podcast

The prepositional phrase can be used as an adjective or an adverb, depending on whether it modifies a noun or a verb. For example, in the sentence That's her book on the table, the prepositional phrase "on the table" acts as an adjective and modifies the noun "book."

In another example sentence, The boy fished from the riverbank, the prepositional phrase "from the riverbank" acts as an adverb and modifies the verb "fished."

The important thing to remember is that a prepositional phrase, like any other phrase, cannot stand alone as a sentence. When you proofread your writing, be sure that you have not used any prepositional phrases as sentences, but have correctly applied them as modifiers within a sentence.

You can learn more about phrases on pages 256-257 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

Podcast

A dependent clause, however, while it contains a subject and a predicate, is not a complete thought. For example, if you add the word "when" to our sentence, it becomes when she developed that project. The clause is now dependent, an incomplete thought needing further information. We need to know the circumstance that existed or what happened when she developed that project.

Dependent clauses modify the main clause of a sentence and come in several varieties: adverb, adjective, and noun.

An adverb clause begins with a subordinating conjunction and answers who? where? when? why? how much? or under what condition? Here is an example: Until we understand the implications, we need to stay calm. The adverb clause, until we understand the implications, modifies the main clause, we need to stay calm.

An adjective clause modifies a noun, as in this example: Roberta, who planned the entire operation, was appalled. The adjective clause, who planned the entire operation, modifies the noun Roberta.

Finally, a noun clause may be used in the same way that a single noun is used: as a subject, as an object, or as a complement. In the sentence What Susan said was shocking to everyone, the noun clause, what Susan said, is the subject.

So remember: A clause has both a subject and a predicate, but it isn't always a complete thought. Dependent clauses, for example, cannot be left alone; instead, they must be logically connected to independent clauses to make clear, correct, complete sentences.

You can learn more about transitive and intransitive verbs on page 258 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

Podcast

Think of transitive verbs as transferring their action to an object. In active voice, that action is transferred directly to the direct object, as in this example sentence:

Marcie took the pencil.

Pencil is the direct object of the verb took.

You can easily recognize a transitive verb by removing the direct object. Without the object "pencil," the sentence reads Marcie took, which does not make sense. We need to know what Marcie took to make the sentence complete. So, to repeat, a verb that transfers its action to a direct object is transitive.

Next, think of intransitive verbs as not transferring their action, as in this example sentence:

Marcie stayed.

The sentence is complete and makes sense, even though the verb stayed does not transfer its action to an object. This verb is intransitive.

Here are the main points to remember: If a verb needs to transfer its action to a direct object, the verb is transitive; otherwise, the verb is intransitive.

You can learn more about transitive and intransitive verbs on page 249 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

Podcast

In general, it is best to use the active voice for stronger, more interesting sentences. The sentence Tim tossed the file out the window, for example, is direct and energetic, with the subject doing the tossing. On the other hand, the sentence The file was tossed out the window by Tim is indirect and sluggish, with the subject getting tossed.

Passive voice does have its place, however. It serves well in certain types of formal writing, such as the minutes of a meeting. Used judiciously, passive voice can also soften a bad-news message.

Moving on, the mood of a verb involves the manner of doing or being. There are three verb moods, although only two - indicative and imperative - are commonly used in modern English. Let's look at each.

• Indicative mood states a fact or asks a question. Here are two examples:

  I picked up the fossil.

  What geological period did this come from?

• Imperative mood gives a command, as in this example:

  Put that down immediately.

The third mood, the subjunctive, suggests a hypothetical situation or an action that may or may not happen. Here are two examples:

If we were to make a donation, we could claim it as a tax exemption.

I suggest that the topic be tabled until our next meeting.

You can learn more about voice of verbs on page 246 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, and on page 96 of Business and Sales Correspondence, from the EZ series, just two of the many helpful business writing materials from UpWrite Press.

- Joyce Lee

Podcast

• Present progressive tells of an ongoing action in the present. It uses the helper am, are, or is. Here’s an example:

  We are preparing a new ad campaign for the product launch.

• Past progressive conveys an action that occurred over a period of time in the past. It uses the helper was or were, as in this example:

  We were considering a new approach when Ali remembered that law.

• Future progressive expresses an ongoing action that will happen in the future. In this case, the helper is the phrase will be or shall be, as in this example:

  We will be presenting at several conferences in the coming year.

The perfect progressive tenses use the helping verbs has or have been, had been, and will have been to expand upon the perfect tenses that we explained last time. While the present perfect progressive tense is commonly used, you won’t often see the past and future perfect progressive tenses in business writing. Still, it is good to understand how these tenses are employed.

• Present perfect progressive conveys a continuing action that began in the past. Here’s an example:

  We have been collecting data for a full six months now.

• Past perfect progressive expresses a continuing action that took place in the past, as in this example:

  We had been waiting for over forty minutes when the train finally arrived.

• Future perfect progressive tells of a continuing action in the future that will be completed by a particular time, as in this example:

  We will have been working on the site for two decades before it opens to traffic.

As a practice exercise to “perfect” your awareness of these tenses, read a paragraph of text from a few different types of writing and identify the tenses used in each sentence. To “progress” further, try writing a few examples of your own.

âJoyce Lee

Podcast

Present tense tells that an action is happening right now or happens regularly:

We ask you to donate to this cause today.

We ask for a policy review every year.

Past tense tells that an action happened in the past:

We asked him for ideas.

Future tense tells that an action will happen in the future:

Next month we will ask for new proposals.

The perfect tenses are a variation on the basic tenses. However, while the basic tenses indicate a one-time action, the perfect tenses indicate an ongoing action.

Present perfect tense indicates an action that began in the past and continues into the present. The helping verb has or have is used to form this tense:

We have considered developing that concept for a long time.

Past perfect tense indicates an action that was completed in the past. The helping verb had is used to form this tense:

Despite economic predictions, we had hoped things would turn around by December.

Future perfect tense indicates an action that will be completed in the future. The helping verbs will and have are used to form this tense:

Our plane will have taken off long before the storm hits.

When proofreading your writing, check that the verb tenses indicate the time and action you intend. Using the correct tense is, has been, and always will be a sure path to clear communication.

âJoyce Lee

Podcast

Still, modern writers loathe adverbsâin fact, author Stephen King once said, âThe road to hell is paved with adverbs.â But why?

One reasonâand a good oneâis that adverbs encourage lazy writing. For example, itâs easier to write âshe went quicklyâ than to think of a vivid, exact verbâshe hurried, she rushed, she hastened, she hustled, etc. Similarly, itâs easier to write the blasà âvery wellâ than to choose a more precise adverbâadmirably, commendably, or even excellently.

In business writing, another problem is empty adverbsâmeaningless modifiers that bloat text and make it laborious to read and comprehend. Consider this overwritten example:

We are extremely happy to introduce the wonderfully experienced team of Delcolle and Helminiak.

Compare that sentence to this leaner, straightforward version:

We are happy to introduce the experienced team of Delcolle and Helminiak.

And hereâs another pair of statements to consider, the first overpopulated with adverbs, the second appropriately simple:

The problem is basically that the buildingâs extremely old pipes are leaking continually into the terribly disintegrating plaster walls.

(or)

The problem is that the buildingâs old pipes are leaking into the disintegrating plaster walls.

Are adverbs ever necessary? Yes, of course. On occasion, adverbs enhance meaning and provide just the right impact or emphasis. Consider the following:

That report was meticulously researched.
If we lose that account, we will definitely retool that line.

So donât avoid adverbs entirely; just keep them in their place.

âJoyce Lee

Podcast

That meeting time won't work for Joan and I.

Many people think the use of "I" here sounds more educated. Unfortunately, it's wrong. Here the pronoun "I" is mistakenly used as the object of a preposition. What is needed instead is the objective case of the pronounâthe word "me."

That meeting time won't work for Joan and me.

Here's an easy way to test which word to use. Simply eliminate the other person in the sentence and see how it sounds. For example, if we were to remove the words "Joan and" from the sentence, we would end up with this:

That meeting time won't work for I.

The use of "I" in this sentence, while sounding erudite, is obviously wrong and should be replaced with "me." That meeting time won't work for me. Here's another sentence to consider:

Joan and me are unavailable at that time.

In this case, the word "me" is incorrectly used as a subject. Instead, the subjective case pronounâ"I"âis needed:

Joan and I are unavailable at that time. (Or) I am unavailable at that time.

The use of "I" versus "me" may be a little tricky, but it's one of those grammar choices that, if made carefully, can mark us as clear, correct communicators.

You can learn more about proper pronoun use on pages 243-245 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business writing materials from UpWrite Press.

âJoyce Lee

Podcast

Keep it cohesive. Select an effective design plan and then follow it. For example, if you use varying colors for the slides in your presentation, keep the background pattern the same throughout. Conversely, if you use varying patterns, keep the colors consistent. And whatever patterns and colors you use to give your presentation interest, choose wisely so they do not distract from the information itself.

Use transitions. An interesting dissolve or wipe from one frame to the next can refresh your audience without losing their attention. Vary the effects, but don't get too cutesy or complicated.

Use sound (where appropriate). A soft, unobtrusive musical background fills gaps and blends the presentation into a cohesive whole. If you use recorded rather than live narration for a presentation, try to vary the voices, perhaps alternating between a male and a female narrator. This can define separate points and keep your listeners alert.

Keep it simple. Just because you are familiar with computer presentation software doesn't mean you have to use every feature. A whirling panoply of color and animation may be technologically fascinating, but it is probably overkill. Don't let your message get lost somewhere between the dancing equations and the vibrating letters.

Practice your presentation before sharing it. Give it at least one dry run, checking for errors and editing where necessary. If you will be presenting on someone else's equipment, be certain your software is compatible, and always make a backup copy. Also, if you will be traveling with important presentation materials, send an extra copy ahead, just in case your luggage gets lost or stolen.

You can learn more about creating computer presentations on page 184 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business writing materials from UpWrite Press.

—Joyce Lee

Podcast

First and foremost, understand your topic. Be completely clear about both your subject in general and whatever particular aspect you wish to focus on. Determine your key points and organize them in a logical order.

Nextâand this is the big oneâpractice. Go over and over your presentation, each time relying less on your notes. You donât need to memorize your speech word for word (leave some room for spontaneity during delivery), but you should know it well enough that a quick glance at your note cards will keep you on track.

Then get comfortable, not only in your clothes, but also in your surroundings. On the day of your presentation, get to the site a little early. Familiarize yourself with any equipment you will be using and check to make sure itâs working correctly. Make the atmosphere comfortable for your audience as well. As your listeners enter the room, make eye contact and greet them. If appropriate, make some light conversation, perhaps asking names. People you know, even a little, are less intimidating than strangersâand they in turn are more inclined to listen.

Finally, before you begin, take a moment to focus on your content. If you are concentrating on your message, you have less time to be nervous. Then take a few deep breaths, smile, and youâre ready to go.

In summary, know your material, practice, relax, and focus on your message. And if your first presentation is less than perfect, donât worry. The more experience you gain, the easier public speaking will become.

You can learn more about overcoming stage fright on pages 185-186 in Write for Business: A Compact Guide to Writing and Communicating in the Workplace, just one of the many helpful business-writing materials from UpWrite Press.

âJoyce Lee

Podcast

• Chronological order works best for explaining a process, moving the audience through the steps one at a time. This structure also gives you the opportunity to interact with the audience, fielding their questions or comments after each step. When your listeners are involved, they are more likely to remain engaged throughout the presentation.
• Order of location can clarify both the informational and the explanatory presentation. Use this pattern, for instance, to organize statements about a company's present and future goals or accomplishments.
• The comparison/contrast pattern works well with two different (or similar) subjects. It is effective for an informational presentation but can also help you to persuade an audience to make a choice.
• Order of importance allows you to present your ideas, moving either from least to most important or from most to least important points. It may be used for either informational or persuasive presentations.
• Finally, cause and effect and problem/solution are all-purpose structures used to explain or inform. They also add a lot of power to the persuasive presentation.

1. Start with an anecdote. Tell a brief story to introduce your topic and reveal your focus. Here is an example.

   A young woman came up to me in the supermarket the other day and, noticing my "Frobisher, Inc." cap, asked if I worked for the company. When I said I did, she responded, "I live across the street and have to look at that ugly building every day. It looks like a deserted warehouse and really cheapens the neighborhood." Her remarks made me consider our company's image in the community, and how we ought to think about improving that image.

2. Start with a surprising statement. Pique your audience's curiosity with a startling comment that makes them want to know more. Here's an opening that quickly focuses attention on the topic.

   We are productive, and we are successful, but we are also a blight on this neighborhood.

3. Open with a quotation. Tie your topic to an authoritative quotation, as in the following example.

   A Chinese proverb says, "When you have only two pennies left in the world, buy a loaf of bread with one, and a lily with the other." Well, I'm afraid we have been buying the bread but forgetting the lily.

• First, use appropriate language and never write anything you wouldn't want your supervisor to read. A business email reflects your company and should reflect your professionalism.
• Send emails only to interested or involved persons. To avoid spamming the rest of the company, keep separate email group lists, such as project team members who require frequent email updates.
• Don't forward messages without the permission of the original sender.
• Understand and comply with your company's email regulations, and don't use your office email for personal messages.
• Check your email each day when you start work and before you leave, as well as several times in between. Respond to any messages promptly, or, if you can't answer right away, send a quick return email letting the sender know that you received the message and will get back to him or her.
• One final note: If you will be gone for any length of time, leave an automated response saying when you will return.

Our very persuasive salesperson sold us on what he called "the [supposedly] newest, most efficient equipment available."

The senator's memo says, "The need for action is urgenting [sic] us to pass this bill."

• Like a colon, the dash may be used for emphasis, to separate and add strength to a specific point. For example, in the sentence There's only one idea he's interested in—his own, the dash emphasizes the words "his own," enhancing their humorous impact.
• Like parentheses, the dash may set off examples, explanations, or definitions, as in the sentence The report—a summary of the year's activities—is on file in the main office.

Podcast]]> Business Writing Wed, 30 Jul 2008 20:52:00 GMT http://upwritepress.libsyn.com/index.php?post_id=363864# No http://upwritepress.libsyn.com/index.php?post_id=359504#

Flooding may be avoided by performing a "drawdown"âlowering the water table by withdrawing groundwater.

• Clichés. There's nothing new or interesting in saying "Our triple-glazed replacement windows are tighter than a drum." Boring!
• Incomplete comparisons. Saying only, "Our replacement windows are more effective" is useless. More effective than what? Complete the comparison by saying, "Our replacement windows are even more effective than our previous line."
• Overextended or ridiculous metaphors. Say your selling point is that your windows are effective barriers against winter. You might say "Our windows will shield you against winter's fury." But don't go overboard by adding, "Icy blasts can't pierce the armor of this brave warrior."

Gender is pretty straightforward. If your antecedent is masculineâsay, Jimâany pronouns referring to it must also be masculineâhe, him, or his. If your antecedent is feminineâsay, Susanâany pronouns referring to it must also be feminineâshe, her, or hers.

Number sometimes gets a little trickier, especially in the case of indefinite-pronoun antecedents. For example, letâs say you must send out a survey to your workers with instructions to turn it in when completed. You canât sayâ

Everyone must turn in their surveys when completed,

 

because the antecedent everyone is singular, while their, the pronoun referring to it, is plural. So what do you do? You could correctly sayâ

Everyone must turn in his or her survey when completed.

 

But the âhis or herâ construction can get a little cumbersome. A better choice may be to use a plural antecedent. Instead of saying everyone, you could say all employees:

All employees must turn in their surveys when completed.

 

In this last sentence, both the pronoun and its antecedent are plural.

Consider using a T-chart when checking for pronoun-antecedent agreement errors. For each sentence, write the pronoun in one column and the corresponding noun antecedent in the other. Then check to make sure they match, both in gender and in number.

You can learn more about subject-verb agreement on page 98 of Business and Sales Correspondence, part of the EZ Series of business writing materials from UpWrite Press. Or look at page 263 of Write for Business: A Compact Guide to Writing and Communicating in the Workplace.

Podcast

Podcast ]]> Business Writing Wed, 21 May 2008 16:12:00 GMT http://upwritepress.libsyn.com/index.php?post_id=341743# No http://upwritepress.libsyn.com/index.php?post_id=337225# before the noun. For example, in the sentence…

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.

The loose sentence pattern places the main idea at the beginning. It is created by stating your point and then by adding any explanatory material. For example, The marketing strategy was presented as though it were a brilliant new idea, never before considered by any other company.

The cumulative sentence pattern places the main idea in the middle of the sentence, with modifying phrases and clauses both before and after the main idea. For example, Although the chairperson had heard the idea before, she liked the young man's enthusiasm, something that had been missing from the other presenters.

The periodic sentence pattern places the main idea at the end, building up to the main idea and creating a strong, dramatic effect. For example, At the end of the day, after all presentations had been given and all questions had been answered, the board members still had difficulty making their decision.

The balanced sentence pattern presents complementary or contrasting points in a balanced manner within the sentence and frequently features a coordinating conjunction or a conjunctive adverb. For example, We'd like to implement all of your ideas, but we have funding for only one.

There you have the four sentence patterns: loose, cumulative, periodic, and balanced. Select the one that best emphasizes the main thought of your sentence, and use the pattern to highlight your ideas and gain impact.

But sometimes passive voice is preferred if the writer wants to stress the thing being acted upon rather than the person doing the action. The machines were run by expert workers; The amendment was approved by the board; or, Any policy changes must be discussed by the committee. As a rule, use passive voice in the following situations:

• You want to be formal or tactful (such as when giving bad news).
• You want to stress the object or person acted upon.
• The person or object doing the action is unknown, unimportant, or understood.

Use active or passive voice effectively, and your writing will hit the right note.

• Gather your materials. Decide what information should be included in your presentation and what support materials you will need. Should you include slides? Audio clips? Photographs? Will you need charts or graphs to emphasize your key points? If so, collect or prepare those materials.
• Organize your presentation. Create a basic outline of the key points you want to make, in the order they should be presented, along with a note for each visual aid.
• Write your presentation. In most cases, itâs best to speak from an outline or note cards rather than reading a written speech. That way, your presentation will seem more casual and sincere. In either case, be sure your copy is easy to read, with specific notes indicating where to include visual aids. The clearer your outline or notes, the less chance youâll have of losing your place during the presentation.
• Check for errors. Proofread your presentation for potentially embarrassing errors. This is especially important with any visuals you plan to use. When a slide, a poster, or some other visual aid contains a misspelling or incorrect punctuation mark, audiences may get distracted and miss the points you are presenting. So make sure your visual aids are error free.
• Practice your delivery. The best-written presentation will suffer if you fumble with your notes or equipment. Practice in front of a mirror to polish your delivery, and time yourself to make sure the presentation fits the time allowed. Also practice with any technology you will be using, such as a computer program, overhead, or projector, so that you can smoothly incorporate your visual aids into your presentation.

Follow these guidelines and you will be well prepared to deliver your presentation. Then you can relax and feel confident during the presentation itself. You may even find it fun!

When you work with a new software program, start by doing a quick scan of its features. Acquaint yourself with any keyboard shortcuts you will be using frequently, along with any special tools available to you, such as a thesaurus, a dictionary, or spelling and grammar tools. Check any templates and formatting tools as well to see which will be most useful to you.

Software compatibility is another thing to consider. When you send electronic files, you must remember that not all word-processing programs are compatible. If your company uses MS Word, for example, and you send a file to someone who uses WordPerfect, your recipient may not be able to open your file, or some of your documentâs formatting may be lost. Thatâs why, unless you know you are sending to a compatible program, you should consider saving your files in Rich Text Format, which has a .rtf extension and can be opened by most word-processing programs. For the same reason, you might want to convert any graphics you have created into PDF files before sending them. These simple steps can save you grief when time is of the essence--and when isnât it?

Finally, know how to troubleshoot your software. Acquaint yourself with the Help feature, and maintain a file of all troubleshooting phone numbers or Web sites associated with the program. Knowing where to get help can be as important as knowing how to use the software!

New software programs donât have to present challenges, as long as you are aware of and can adjust to their limitations.

First, understand your assignment. What is the purpose of your research, and what will the end result beâ-a report? a proposal? a presentation? a Web site? Who will see the final product, and how will the information be shared? How much time do you have for research? Plan your work before you get started.

Next, conduct your research, considering primary and secondary sources.

Primary sources provide first-hand knowledge, letting you see and hear for yourself what is happening. Primary sources include people you interview, observations you make, meetings you attend, surveys you conduct, or experiments you carry out. The strength of primary sources is that they provide raw data. The weakness is that you must gather, assemble, and interpret that data yourself.

Secondary sources provide information that others have gathered, assembled, and interpreted. Secondary sources include reports, articles, editorials, Web pages, and television news stories. The strength of secondary sources is the breadth of information they provide, already distilled and interpreted. The weakness is that the person who gathered the information might be biased, ill informed, or behind the times.

After conducting research, your last job is to write up your findings. Whether you are preparing a report, a proposal, a presentation, or a Web site, your writing should have an introduction, a body, and a conclusion.

• The introduction explains the topic, tells why it is important, and provides the reader with an overview of the research.
• The body presents the research in the clearest, most helpful way. You might want to use lists, tables, or graphs to help your reader understand the information.
• The conclusion sums up the research, relates it to the "real world," and provides recommendations.

As you can see, research doesn't have to be frightening. Just follow the steps above to make the job more manageable.

Ethical writing is honest and objective. When you write, you should consider the impact your message will have on the reader, including any consequences that could occur because of your recommendations and conclusions. Be sure to analyze your writing so that fact and opinion do not overlap, and avoid any bias that might distort the issue.

Follow communication standards set up by your company and always use common sense. Avoid inflammatory or libelous language, and never use language that could be considered insensitive, discriminatory, or offensive. Also avoid deceptive sales pitches, distorted graphics, and false advertising. When in doubt, discuss your writing with a colleague or your company's legal counsel.

Ethical writing shows integrity. Your writing should always be honest, objective, and positive.

First and foremost, understand your purpose, your audience, and the context of the evaluation. Is this a standard annual evaluation, or has there been some reason to question the person's work? Is it an evaluation following a probationary period, or is the person up for a promotion?

Next, gather details that will help you write your evaluation. Consider the job description, training, and work record of the person you are evaluating. Look for concrete evidence of past performance, effort, and attitude, and note any awards, sales records, or assessments of the person's work. Examine evidence of personal responsibility, such as attendance and organizational abilities.

Finally, write your report. Your beginning should give a background for the evaluation, written in a positive, objective tone. Organize the middle to fit the tone of the report, whether you are acknowledging a person's positive performance or need for improvement. Conclude with final comments and a statement of anticipation for either corrective action or continued good work.

Whatever the purpose of your evaluation, always be completely objective. You want your evaluation to be fair, so avoid negative or inflammatory words. Remember, you are writing about another person, so always make your evaluation as positive as possible.

And while you are trimming the redundancies, you should watch out for other wordy phrases that do nothing but inflate your writing. These are phrases that use a lot of words where one would do. For example, the phrase "in spite of the fact" can be boiled down to the single word "although." "On the grounds that" becomes "because," and "engaged in the study of" simply means "studying."

You can also reduce inflated writing by making weak phrases into strong, active ones. Instead of saying "It is our recommendation," write the active phrase "We recommend." "I am of the opinion that" sounds weaker than "I believe," while "about" beats the pompous "with regard to."

So be concise, be clear, and get to the point. Pass the word along. It bears repeating.

At the very least, negative language can make your reader less inclined to go along with your ideas. Use positive words to create a positive frame of mind, and you'll be amazed how much more you will accomplish.

At the most, negative language could set you or your company up for lost accounts or even lawsuits. Any words that could be construed as inflammatory or accusatory should be eliminated from your correspondence vocabulary. Especially avoid any words that suggest incompetence or dishonesty. Personal attacks are never acceptable in business communications. Never send a letter written in angry haste; re-read it after you have cooled off. If a situation is particularly sensitive, you will do well to run your writing through the legal department.

Negative language is not just poor writing practice. It is poor business practice. Focus on using optimistic writing and the results can only be positive.

• Flowery phrases. Avoid fancy or sentimental words or phrases. They have no place in business. A door is a door, not a "portal." A contract is just that, not a "legal conciliation binding two into one."
• Euphemisms. Don't sugarcoat your messages with words designed to disguise an unpleasant truth. An unacceptable proposal should not be labeled as "interesting."
• ClichÃs. Avoid tired, old phrases that have lost all meaning. It's best to "consider an idea," not "run it up the flagpole."
• Slang. If your reader isn't up on your group's jargon, your slang could be confusing. Instead of advising a reader to "suck it up," say, "Please accept our decision as final."

The truth is that sometimes even native speakers of English can get confused by the language. Your job as a writer is to make sure your message is as clear and universal as possible.

First, avoid jokes and slang. Humor doesnât always translate well, and a joke might be insulting, depending on the other personâs culture. Slang can be very confusing. Use simple, clear words with meanings that cannot be misconstrued.

Next, write as clearly as possible. Use transitions that leave no question as to how thoughts connect. Obvious transitions such as first, in addition, and however help multilingual readers follow your ideas.

Keep your sentences and paragraphs short. Long, complex sentences may be harder to read for someone not entirely familiar with English grammar. Short, to-the-point paragraphs will clearly present your ideas and avoid misunderstandings.

Finally, be sure your mechanics are perfect. Misplaced modifiers, poor spelling, comma errors, and fragments could really confuse your reader and muddy your message.

Just keep your reader in mind and ask yourself if your message is clear and easily understood. Your consideration will reap rewards for you and your business.

First, you must clearly present your argument. Let your reader know what you wish to accomplish. Then go on to explain why your ideas are important. Give details and reasons that clearly support your point.

Once you have presented your main point and supporting details, it's wise to briefly mention any opposing viewpoints. Let the reader know you are aware of possible risks or side effects, but then explain why those risks are outweighed by the benefits of your ideas. Your argument will be that much stronger as a result.

Finally, let your words inspire action. Be clear about what you expect the reader to do. Perhaps most important, explain how your ideas will benefit your reader. By making your argument personally significant, you increase your chances of persuading your reader to agree.

Whether you are writing a memo to encourage employees to keep their work space clean or a letter to convince a potential client to sign with your company, your command of persuasive techniques will be key to achieving your goal.

Synthesis is a way of thinking that allows you to combine diverse ideas to form totally new concepts. In business, coming up with a new plan or product entails deciding on a need and exploring current products. Once you've gathered and examined all sides of an issue, you can synthesize the best ideas to create something new. Synthesizing is used in business writing every day to create reports and proposals. It is also critical in product development.

Before you start, loosen up your thoughts to better combine and rearrange ideas or predict an outcome. Freewriting can help you do this. Consider what you need to do-let's say you want to prepare an efficiency report. Think about what you have to start with-your production statistics, personnel records, and so on. Examine these, looking for possible links. Then just start writing. Let your thoughts flow freely, using your imagination to take off on tangents, continually asking yourself "what if?"

After you've done your prewriting, go over your ideas and underline or highlight the ones you like best. Then work them into a solid draft, first explaining your purpose and then using your research materials to present your ideas. Revise your draft by rearranging, cutting, and adding details until you have clearly developed your new ideas. Once you have edited and proofread for errors, your synthesis is ready to be shared.

When you analyze a topic, you break it down into its components and then examine each part separately. You can further divide and subdivide those components, examining how each works separately as well as along with the other parts of the topic. Through analysis, you can see what works and what doesnât, which ideas to keep and which to eliminate. Knowing how to analyze materials is an important business skill.

For example, suppose you have had some customer complaints about late orders and you want to find out where the problem lies. You could write out an analysis of your distribution process, examining each part, from the order department, through the packing process, to shipping. In looking at the process that each department goes through, you can find where the snag is and come up with a way to eliminate the slowdown.

Or you might decide to analyze a competitorâs process to see where it differs from yours. In that way, you could come up with ways to improve your own customer service.

However you use it, analysis writing will allow you to develop a deeper understanding of your topic through closer examination of its parts.

The turnout was exceptional, and the response was gratifying. The pair spoke to the group about the importance of clear, correct writing in business communications, and then led some exercises revealing a few of the finer pointsâand more confusing aspectsâof writing. All of the participants had fun picking apart some really horrible emails and discussing how they could be improved. Mary Anne and Tom enjoyed meeting and chatting with the IAAP members. Itâs always so amazing to see the diverse services that business professionals provide, and it was gratifying to know that so many are eager to improve their writing skills. Overall, it was a great day, and everyone learned a little more about writing.

If you would like us to address your group, give us a call. We can offer training sessions on writing tailored to your specific needs and time restrictions. Just contact us at 1-800-261-0637 ext. 17.

For example, we always think that ânewer and fasterâ? is better, yet when it comes to writing in the business world, faster can be a liability. Hasty communications can lead to misunderstandings, which, if serious enough, can translate into lost sales and even legal problems! Imagine the impact of a message, sent in haste, ordering 1,000 units of copy machine toner. A bump of the keyboard and no time for proofreading could land you with 10,000 units insteadâfiguratively drowning in toner!

You can hear Patâs thoughts through March on Sky Radio, whenever you fly United or Northwest Airlines. Or you can visit our home page on the Web and click on the microphone icon in the animation window to listen to the complete interview.

In each place, our trainers presented informal writing sessions to OfficeMax patrons, featuring our latest handbook, Effective E-Mail Made E-Z. They had a great time teaching important writing tips, such as how to write a subject line that will catch a readerâs attention in four seconds. Then, because many writers have trouble just getting started, the trainers also explained how to write a solid first sentence.

UpWrite Press facilitator Mary Anne Hoff prepares for a day of training sessions.

An OfficeMax customer enjoys some one-on-one writing instruction.

We greatly enjoy getting out and sharing writing tips with our customers. Watch our blog for updates on future appearances like these. If we come to your area, please stop by to see us and say âHello.â? You never know; you might even learn a tip that will make you a better writer. Often, itâs the little things that make a big difference.

Let your details explain your ideas. Use illustrations or examples to demonstrate your thoughts and make them clear. Define any terms that might be confusing or unfamiliar.

When you explain a process or tell how something works, give the steps in order and thoroughly develop each one. Insert additional information wherever necessary.

In your ending, rephrase or restate your points. Then take a break. When you revisit your writing, ask yourself if your explanation or instructions clearly express your ideas. Make any changes necessary.

A clearly written explanation saves time and money. And the importance of that needs no explanation!

When you write to inform, you want to share something that you know. This might include a list, a description, or a summary, and it might take the form of an original letter, a reply, or a forward with commentary.

Before you begin, you should collect and organize your information. Make sure you have all the facts you want to convey. Next, see if any of your points need clarification. Then explain anything that seems vague. Finally, supply details for each of your points. Try to anticipate any questions and answer them in advance to avoid time-wasting confusion.

Remember, your goal is to share information in a clear, concise manner. Your writing represents you, so make it professional, interestingâand informative.

First, check for agreement. Make sure that your subjects and verbs agree in numberâplural nouns must have plural verbs, and singular nouns go with singular verbs. Your pronouns and their antecedents should also agree not only in number, but also in person and gender.

Another important element to check is your use of commas. Make sure you are using them correctly, setting off long introductory phrases and clauses and nonrestrictive modifiers. Check for comma splices as well, sentences in which youâve used a comma instead of a period or a semicolon between two independent clauses.

Finally, make sure your sentences are properly constructed. Watch for dangling modifiers, unparallel construction, or fragments. To make this check, read your work sentence by sentence. By taking each sentence out of the forward flow of your writing, you are more apt to see any awkward construction.

So when you are finished writing, revising, and editing, proofread your copy to make sure it is the best it can be. Your finished product will reflect your professionalism and your attention to detail.

Start by looking at your sentence length. Count the words if you need to. Are too many of your sentences short and choppy? If so, try combining ideas for a smoother flow. On the other hand, do your sentences ramble on and on? In that case, look for ways to divide them into more manageable lengths. Aim for a combination of short and long sentences that work together smoothly.

Next, examine the beginnings of your sentences. Do they all start the same way? If they do, vary your beginnings to create a more interesting, readable style.

Finally, check your verbs. Avoid using too many linking verbs such as is, are, or was. Active verbs make your sentences stronger and move the reader along.

And there you have itâthree quick tips to keep your sentences flowing. Remember, when your sentences move smoothly, they carry your ideas right along with them.

The words you choose and the way you use them can make a big difference in how your message is perceived. Keep your words appropriate for your reader. For example, a letter to your boss will contain more formal language than a quick e-mail to your old college buddy will. Both may establish a conversational tone, but oh, what a difference between those conversations!

Next, consider how real and clear your words sound. ClichÃs, jargon, and overblown rhetoric sound pompous and triteâand they are often confusing. Avoid them, and instead strive for fresh ways to express yourself.

While you're cleaning out the clichÃs, check for clutter as well. Wordiness muddies your message. Cut repetition and vague words, striving to make your point quickly and clearly.

Finally, replace negative words with neutral or positive ones. Be sensitive to your reader, and avoid words that suggest racism, sexism, or prejudice of any kind.

Remember, good writing starts with a single word. Editing for word choice will polish your writing, allowing your message to shine through.

First, focus on your reader by replacing âIâ? or âweâ? with âyou.â? This way, your writing sounds more personal, creating a friendly bond between you and the reader.

Second, aim for a clear, unpretentious style. Avoid fancy words or overblown phrasing. Let your reader see the content, not the words.

Third, check the tone of your writing. Be appropriately businesslike, but avoid a jargon jungle of overly technical words and explanations that may lose your reader.

Finally, maintain the energy that says âI care.â? Use the active voice to strengthen your ideas and to keep the writing moving forward.

Let your writing voice represent you in the best possible wayâprofessional yet accessible, caring and interested. If you work at it, your writing can really sing.

When you revise for organization, look at each section of your writing separately. Ask yourself if the opening establishes your purpose for writing, gives some background information, and then moves the reader into the middle.

The middle should present your key points in a logical way. Make sure you use transitions between sentences and paragraphs to keep the reader moving smoothly through your ideas.

Finally, your ending must summarize your message, recommend further action, and leave the reader with a sense of closure.

So when you revise for organization, check that the beginning, the middle, and the ending accomplish their tasks and flow as a unit. Three parts, three purposes, unified and organized, and you're on your way to better writing.

From all of us here at UpWrite Press, we wish you happy, organized holidays filled with joy, peace, and love.

To check for focus, make sure all of your material relates to the topic of your message; cut any material that does not. Your writing should help the reader concentrate on your message without any sidetracks.

Next, look at your content. Do you use details that support and illustrate your points? Include any needed examples or explanations, and be as specific as possible to avoid confusion. Also consider using graphics such as charts, line graphs, or bar graphs to support your ideas. Make sure these graphs are easy to read, and include a brief caption to help the reader connect them with your message.

Finally, check your writing for clarity. Have you explained or defined any complex ideas or terms? Be sure to rewrite any confusing passages as well.

So go through your first draft and revise for focus, content, and clarity, and your reader will most certainly get the idea.

First, take a little time between writing and revising. After you've finished your first draft, set your writing aside for a while. It doesn't matter if it's a week, a day, or just the time it takes to get a cup of coffee. That time away will allow you to come back to your writing with fresh thoughts.

The second step is to print a hard copy and examine your message, gauging its overall effectiveness. Look at the big picture for any changes you might want to make.

The third step is to review your writing's purpose. Make sure your focus is clear and that you don't leave any questions unanswered.

Fourth, read your writing out loud and listen to it as though you were the intended reader. Check for any problems you might have in content or tone.

For the fifth step, read through the writing again, asking yourself if you can add, cut, clarify, or condense any ideas. Mark the changes you wish to make. Add comments in the margin about the overall focus and flow of your draft. Then make these changes.

Your sixth and final step should be to get another perspective on your writing. Share your draft with someone else and listen to his or her ideas or suggestions.

So there they are: six helpful hints that can make a big difference in your writing. Use them for efficient revision that creates clear, professional messages.

First, restate your main point. Remind the reader of the purpose of your writing, and offer conclusions about that purpose. Then you can wrap things up.

Your ending should also suggest further action to be takenÃÂÃÂÂÃÂÂeither by you or by your reader. You may give suggestions for response, make recommendations, propose a next step, or offer help. The important thing is to advise your reader of what you want accomplished.

Finally, the ending of any business correspondence should suggest a future connection with the reader. Include your contact information, and express your appreciation for the reader's attention and cooperation.

Above all, keep your ending short and to the point. Use it to convey a sense of closure, letting your reader know that this truly is "the end."

First, let each of your main points have its own paragraph, beginning with a clear topic sentence that lets your reader know from the start what the paragraph is about. Then add any details that clarify and support your ideas. Try to keep your paragraphs shortÃïïthree to eight lines is a good lengthÃïïbut cover your point completely before moving on.

Each paragraph should be arranged for easy understanding. Organize your paragraphs so each sentence moves logically into the next. Use clear transitions between thoughts to help guide your reader through your ideas. As you move along, work to keep your tone consistent throughout, using words that are appropriate for your purpose and audience.

When you are finished, examine your writing. Is there a way to make an idea even clearer? If your ideas are complex, you might want to add graphic elements such as headings, lists, or charts. These help to break up the paper and make it easier to read, as well as presenting your ideas in an easy-to-understand, visual format.

So follow these simple tips for middle paragraphs that work, and your message will never be muddled in the middle.

Your opening should do several things. First of all, it should gain your readers' attention. You might ask a question, give a surprising statement, or present an anecdote. A well-crafted introduction hooks your readers and keeps them reading.

Next, your introduction should establish your voice. A friendly letter can have a more casual feeling, while any business correspondence should establish a professional tone. In either case, your voice should be accessible and positive. Casual or professional, good news or bad, a positive tone is welcoming and encourages further reading.

Finally, your opening should let the reader know your purpose for writing. State your main point, briefly explaining what will be covered in the body. Give whatever background information is necessary to help the reader of your communication understand your message.

And that's it! Hook the reader, establish a positive tone, and share your purpose. A solid introduction transitions the reader from ignorance to understanding, ensuring a favorable response to your writingâand a favorable response means positive results.

As you start to write, concentrate on getting your message across as clearly as possible, focusing on ideas, organization, and voice. Develop a logical flow of ideas, working from background to specifics, from familiar to new information, or from problem to solution. Use your notes as a map, but don't be afraid to take side trips. If new ideas occur to you, go ahead and use them.

Cover one main point in each paragraph. Concentrate on clearly explaining each idea with plenty of supporting details.

Finally, think about how you want to end your writing. Revisit the main point of your message, and then give your reader one last interesting idea to think about.

Your first draft is one step in the writing process. Once you have your ideas down on paper, you can start revising them to create a clear, professional piece of writing.

Start by considering your purpose for writing. Are you asking a question, sharing ideas, requesting action, or explaining a process? The purpose of your writing will help you determine the tone you should use. A letter requesting immediate payment on an overdue account should be formal and businesslike, while a quick note congratulating an employee on an accomplishment should be more casual and friendly.

Next, collect the precise information you need to present. A graphic organizer can help you gather facts and details. Then you can develop main points, choose supporting details, and decide how to organize the material clearly and logically in the best format.

Once you have finished this prewriting step, you are ready to begin writing. Prewriting doesn't have to be extensive, either. Even a few quick notes will help you get your ideas together and make your writing easier and more efficient.

First read through your writing for a general feel. Are your ideas clear, and do they make sense? Are they well organized, leading your audience through logical steps to your final idea? Does your writing sound like you?

Next, read your writing out loud to see if it sounds right. Thatâs important, because your readers will be hearing your words in their heads as they read. Does one idea lead smoothly into the next? Do you use the perfect word to convey a certain thought, or is there a better word?

Finally, read through your writing again, this time concentrating on details such as punctuation and spelling. Read the sentences one at a time. Are commas placed properly? Have you used quotation marks and end punctuation correctly? Are you sure every word is spelled correctly?

Good writing is good communication. If you read and reread your writing, each time focusing on ideas, organization, and correctness, you will connect with your readers, and theyâll know exactly what you want them to know.

The first step is finding the right ideas. These contain the substance of your writing. Without good ideas, the best writing is nothing more than a beautiful day wasted with nowhere to go.

Once you have your ideas, the second step is to organize them for maximum impact, to lead your reader through your ideas in a logical manner. Use good organization to create the trail your reader follows through your ideas. You might build from the simplest to the most complicated of your points, or you might place them in order of importance.

The third step is establishing the voice in your writing. Think of voice as the weather during your hike. Just as the weather can affect a day's walk, voice can affect the way your ideas come across. Try to match your tone to the feeling you want the work to conveyâis it politely cool or warmly welcoming. Above all, your writing should sound like you.

For step four, consider your word choice. Your words create the bright spots of sunlight and flowers along your way. Do you use words that convey exactly the meaning you intended, or are there better words you might use? This works hand in hand with your voiceâlet the words be clear and confident, and exact.

The fifth step toward better writing is examining your sentences for fluency. Make your writing cohesive by letting each sentence move smoothly into the next. There should be no gaps where your reader could get lost or confused. If organization is your path through good writing, sentence fluency marks the trail.

Proofreading is the sixth step. Examine your writing for conventions such as punctuation, spelling, and grammar. These elements mark the difference between acceptable and good. Poor conventions are like stones in your shoe, distracting attention from even the best hike.

The seventh and final step asks you to consider the design of your writing. Your writing should look professional and easy to read. Pay attention to font and size of print, use bulleted or numbered lists, and strive for a clean, inviting look. Which would you rather walk inâa tangled woods or a clean forest with a pleasant path?

There it isâseven steps to better writing. Master them, and your writing will be like a walk in the park!