Polishing Your Writing Polishing Your Writing overview Recognize

Polishing Your Writing

Polishing Your Writing overview • • • Recognize the preferred style for business writing Review the writing process (and what it has to do with Hostess cupcakes) Discuss best practices for revision and polishing Learn the limits of spell check and how to overcome them Examine resources for polishing your writing

Which style is the most businesslike? Esteemed employee: It’s that time again! Dear Employee: Pursuant to our usual practice, it is once again incumbent upon you to complete and submit a form CED-941, which is required to maintain our 5 -star CMS rating. Completion of the aforementioned form is mandatory. Yes, the dreaded CED 941 s are upon us once again. It’s a time suck, I know, but we need to document each and every course and credit that counts toward your continuing education requirement. So get those forms in, people! Your CED-941 s must be turned in to HR by the end of this pay period. This form shows how you met your continuing education requirements for this year. Contact Sam if you’re not sure what courses or credits you should list. 1 2 3

Which style is preferred? Esteemed employee: It’s that time again! Dear Employee: Pursuant to our usual practice, it is once again incumbent upon you to complete and submit a form CED-941… Yes, the dreaded CED 941 s are upon us once again. It’s a time suck, I know, but we need to document…. Your CED-941 s must be turned in to HR by the end of this pay period. This form shows how you met the certification requirements for… Stuffed Shirt T-Shirt Professional 1 2 3

What is plain, professional language? ØLanguage your audience can understand the first time they hear or read it

Write in Plain Language

Why is plain language preferred? BEFORE AFTER Charismatic megafauna may be observed at various locations. ?

Plain language serves the reader. BEFORE AFTER Charismatic megafauna may be observed at various locations. As you hike, you may see elk, white-tailed deer, and bighorn sheep. Dept. of Interior exhibit on large animals native to the western US

Plain language increases compliance. BEFORE When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area. AFTER

Which rule is more likely to be followed? BEFORE When the process of freeing a vehicle that has been stuck results in ruts or holes, the operator will fill the rut or hole created by such activity before removing the vehicle from the immediate area. AFTER If you make a hole while freeing a stuck vehicle, you must fill the hole before you drive away.

Plain language builds trust. Using big words needlessly makes people distrust you; simple words make you seem smarter and more credible. —Daniel M. Oppenheimer, winner of the 2006 Ignobel Prize

How do I write in plain language? • Keep sentences short (15 words or fewer) • Use short words (three syllables or fewer) • Average 6 to 7 sentences per paragraph —U. S. Army Writing Guidelines Good writing transmits a clear message in a single, rapid reading and is generally free of errors in grammar, mechanics, and usage.

Can you make this plain? The Arizona Department of Revenue has received your Transaction Privilege Tax (TPT) license/withholding registration application form and found that insufficient information has been provided to allow us to process your request.

Is this revision in plain language? BEFORE AFTER The Arizona Department of We can’t process your license Revenue has received your because we need more Transaction Privilege Tax information from you. (TPT) license/withholding registration application form and found that insufficient information has been provided to allow us to process your request.

Is this revision clear, correct, complete? REVISION We can’t process your license because we need more information from you. QUICK SELF-CHECK • Can readers find the main point quickly? • Have I used ”we” and ”you” instead of corporate speak? • Are my sentences short (15– 20 words)? • Have I preferred common, everyday words to jargon? • Have I anticipated answered readers’ questions?

Polishing BEST PRACTICES

When is my draft ready to polish? A. When I’m writing B. When I’ve finished the first draft C. When I’m satisfied I’ve expressed all my ideas D. None of the above

When is my draft ready to polish? A. When I’m writing B. When I’ve finished the first draft C. When I’m satisfied I’ve expressed all my ideas These are all writer-centric.

When is my draft ready to polish? A. When I’m writing B. When I’ve finished the first draft C. When I’m satisfied I’ve expressed all my ideas D. When readers can • Find what they need • Understand what they find • Use what they find to meet their needs

What happens if I polish too soon? You short-circuit the writing process 1. Getting ideas 2. Planning 3. Drafting 4. Revising 5. Polishing The writing process is anything a writer does from the time the idea came until the piece is completed or abandoned. There is no particular order. —Donald Graves, writing researcher

If the order doesn’t matter…? Why should I polish last? If you polish too soon, you may • Get fewer ideas when you draft • Waste time and effort if you need to add to, shorten, or revise your draft • Give yourself writer’s block

At first, skilled writers suspend judgment You have to get the bulk of it down, and then you start to refine it. You have to put down less-than-marvelous material just to keep going, whatever you think the end is going to be, which may be something else altogether by the time you get there. —Larry Gelbart M. A. S. H. writer

Then, they ask Does this work for readers? ü Can readers tell right away what they need to know or do after reading this? ü Can they understand this on the first reading? ü Is important information easy to find (bullets, subheads, etc. ) ü Is the information complete? 46% of delegation memos don’t identify the task. Where do I find the form? When is it due?

Then, they ask How is my tone? ü Do I need to be more or less formal? ü Do I need to cool down before sharing this? ü Could my email be misunderstood? ü 44 percent of emails intended to be humorous or sarcastic are misunderstood ü Test: read email aloud straightforwardly and sarcastically

How formal do I need to be? DISTANCE? x RANK? INSIDER/ OUTSIDER? OFFICIAL DOCUMENT? long-term client x x x prefers to be addressed by title outside company routine correspondence

Would polishing have saved this memo? ü Cerner CEO’s melt-down memo leaked on Yahoo! ü Company stock fell 22% the next day Directions: Read the memo from CEO Neal Patterson. Then discuss these questions: • Is this draft a good example of how Cerner “make(s) health care smarter”? • What advice would you give Patterson about polishing this draft?

Know your process Writer-centered ü Take time to plan ü Draft fast Reader-centered ü Revise for the reader ü Polish last • Spell check • Reread • Read aloud • Get feedback • Test if high-stakes

Proofreading WHAT YOU NEED TO DO BESIDES SPELL CHECK

Proofreading ◦ We see what we expect to see.

Proofreading ◦

Proofreading ◦ • Use spellcheck • But don’t trust it completely • Beware of copy-and-paste • Proof for one thing at a time • Read aloud or backwards • Check for common mistakes

Spellcheck fails ◦Dear Ms. Munzenmaier, I defanutly learned something in this course.

Spellcheck fails ◦A land trust conserves natural resources and so provvides a pubic benefit. ü Use spellcheck ü Reread, watching for homophones (whether, weather) and missing words. ü Spot-check with Find/Replace.

How smart is spell check? ◦Mac for Word 2016 vs. 20 most common errors Errors caught: 3/20 • then instead of than • Presidents speech instead of President’s speech • it’s instead of its ü Use spellcheck ü Reread, watching for homophones (whether, weather) and missing words. ü Spot-check with Find/Replace.

How smart is spell check? ◦Mac for Word 2016 vs. 20 most common errors • Errors caught: 3/20 • Suggested corrections: 2 • Number of wrong suggestions: 2/2 ü Use spellcheck ü Reread, watching for homophones (whether, weather) and missing words. ü Spot-check with Find/Replace.

How smart is spell check? ◦Mac for Word 2016 vs. 20 most common errors Attempted corrections: 0/2 7. Wrong or missing preposition The man to whom you were speaking to was the curator on the exposition. Suggested correction: The man to whom you were speaking to be the curator on the exposition. 12. Sentence fragment Publishers today are at a loss trying to cope with the new trends in information technology. Which is not surprising actually. Suggested correction: Which is not surprising actually? ü Use spellcheck ü Reread, watching for homophones (whether, weather) and missing words. ü Spot-check with Find/Replace.

Is any grammar checker infallible? ◦Find reviews of Grammarly, Ginger, Pro. Writing. Aid, and Hemingway at “Best Proofreading Software of 2018”: https: //kindlepreneur. com/best-proofreadingsoftware/

Copy-and-paste errors checkers will miss ◦Dear James, Attached is an update on the drainage project in progress on our parking lot. As you know, Beverly, we value our relationship with every client. We are committed to helping you reach your unique. ü To whom are you writing? ü What’s missing?

Two-stage proofing: Check, then re-read ◦ü Did you give readers everything they need to understand act? ____ % of delegation memos don’t specify task ü Was anything added or lost during copy-and-paste? ü Are attachments actually attached? ü How’s your tone? Humor in emails is misunderstood ___ % ü Have you checked for missing words and your most common errors?

Personal proofing checklist ◦Its vs. it’s Error: It’s important that every expense is assigned to it’s proper category. It’s = shortened form of It is Its = pronoun like his, hers, or theirs

Find-and-replace saves ◦How much could you save by reducing email overload? How many of the mass emails you’re organization sends are really necessary? Can employees trust that leaders’ emails will be clear and to the point? Would improving leaders’ writing skills reduce email fatigue? RESOURCES

Which GUM errors matter? Hairston found some status-marking errors: mistakes that make people judge those who make them as • ignorant • uneducated

“For better or worse, people judge you if you can’t tell the difference between their, there, and they’re. ” —Kyle Wiens, Ifixit

Which GUM errors matter? G = Grammar ü Maxine Hairston did (sentence structure, agreement) a study. U = Usage ü Ranked errors (verb forms, homophones) Outrageous M = Mechanics Very serious (spelling, capitalization, punctuation) Serious Moderately serious Minor Unimportant

Are these status-marking errors? 1. When Calhoun moved, he brung his secretary with him. ☐ Yes ☐ No 2. Jones don’t think it’s acceptable. ☐ Yes ☐ No 3. There has never been no one here like that woman. 4. Him and Richard were the last ones hired.

Are these status-marking errors? 1. When Calhoun moved, he brung his secretary with him. Yes ☐ No 2. Jones don’t think it’s acceptable. Yes ☐ No 3. There has never been no one here like that woman. 4. Him and Richard were the last ones hired.

Proofing for substandard usage errors • Spell check will catch errors like he brung and I don’t need no help with grammar • Errors with pronoun usage can be added to proofing checklist: e. g. , Avoid starting sentences with me, him, or them.

Are these serious errors? 1. He concentrated on his job he never took vacations. 2. The company raised its prices. In spite of administrative warnings. ☐ Yes ☐ No

Are these serious errors? 1. He concentrated on his job he never took vacations. 2. The company raised its prices. In spite of administrative warnings. Yes ☐ No RESOURCES

Proofing for run-ons and fragments • Read aloud as punctuated. Periods signal a full stop. At the end of a thought. Our voices drop and we. Pause. Run-ons blur separate ideas together every idea seems to have the same importance if you run out of breath you need to separate your ideas with end punctuation

What’s end punctuation? • Periods • Question marks • Exclamation points A comma separates ideas within a sentence; it isn’t strong enough to separate ideas.

Proofing for fragments • Use the frame test. A sentence will make sense if you put I know that… in front of it. • • I know that the company raised its prices. I know that in spite of administrative warnings. PASS FAIL

Test yourself: chomp. com

Proofing for runons • Use tag questions. A sentence will make sense if you turn it into a yes-no question. • • Your friend is going to sell his car, isn’t he? Your friend is going to sell his car for $400 he should sell it for $800 PASS FAIL Takes 2 questions

Test yourself: chomp. com

Do you use the grocer’s apostrophe? Apostrophes are not needed to form plurals. Reflexive Apostrophe Disorder: compulsively inserting an apostrophe before every -s NO DRINK’S ALLOWED IN SHOP THANK’S

Do you accidentally clone people? You can show possession by using a word like belong or own or of or by ’. The donut belonging to Vince =Vince’s donut The hot sports car owned by Sylvia = Sylvia’s car The home of the Watsons=The Watsons’ home KIMS’ AGILE FINGERS TYPED QUICKLY.

Do you call your neighbors dogs? A posting on Nextdoor. com reported finding a dog loose in the neighborhood. The subject heading: Anyone know who’s dog? For a quick review and quizzes, see Grammar Bytes at chomp. com

“If you think an apostrophe was one of the 12 disciples of Jesus, you will never work for me. ” —Kyle Wiens, Ifixit

“On the face of it, my zero tolerance approach to grammar errors might seem a little unfair. After all, grammar has nothing to do with job performance, or creativity, or intelligence, right? “Wrong. If it takes someone more than 20 years to notice how to properly use ‘it’s, ’ then that’s not a learning curve I’m comfortable with. ” —Kyle Wiens, Ifixit

Resources

chomp. com • • • Terms Tips and rules Interactive quizzes Videos Daily grammar workout on Twitter

GB daily grammar workout

GB daily grammar workout answer

Resource: Writer’s Diet

Paste text at Writers. Diet. com

Click Run the test button

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Resource: Writer’s Diet advice

Resource: Hemingwayapp. com

Resource: Hemingwayapp. com

What determines writing quality? In studies of writers, which variable made the biggest difference in quality? • How clear their ideas were at the start • How much they liked writing • How much confidence they had in themselves as writers • How much they revised

What determines writing quality? In studies of writers, which variable made the biggest difference in quality? • How clear their ideas were at the start • How much they liked writing • How much confidence they had in themselves as writers • How much they revised

Key take-aways • Know your process • Take time to plan • Draft fast • Revise for your reader • Polish last • Spell check, then reread for errors spell check won’t catch • Read aloud • Get feedback

Recommended resources • Army Writer’s Guide (good crash course) http: //usacac. army. mil/cac 2/wocc/Writing. Guide. asp • Grammar Girl (clear explanations; good examples) http: //www. quickanddirtytips. com/grammar-girl • Gregg Reference Manual (Mc. Graw Hill, print) • Mc. Graw-Hill 36 -Hour Course in Business Writing (Kenneth W. Davis; print, Kindle) • Notorious Confusables (Darling) http: //grammar. ccc. commnet. edu/grammar/notorious. htm • Plain. Language. gov https: //plainlanguage. gov • Professional Writing Style (tutorial) www. designsensory. com/pws/

Recommended job aids • NIH Plain-Language Checklist for Reviewing Your Document https: //www. nih. gov/sites/default/files/institutes/plain-language/nih-plain-languagechecklist. pdf • Personal Proofing Checklist https: //www. writebetteratwork. com/downloads/Personal. Proofing. Checklist. doc • Professional Writing Checklist https: //writebetteratwork. com/downloads/checklists/Professional. Writing. Checklist. pdf • Toolkit for Making Written Material Clear and Effective (CMS) https: //www. cms. gov/Outreach-and. Education/Outreach/Written. Materials. Toolkit/index. html • Why Use Plain Language? 10 Steps to Plain Writing (infographic) https: //www. census. gov/content/dam/Census/about-thebureau/policies_and_notices/10_simple_steps. pdf

Is this good writing?

Check yourself: Hemingwayapp. com

Check yourself: Hemingwayapp. com

How long does it take to write a memo? Planning ____ minutes Drafting ____ minutes Revising ____ minutes

How long does it take to write a memo? Planning 25 minutes Drafting 5 minutes Revising 25 minutes

The Iron Imperative ◦Do not waste the reader’s time. The Golden Corollary: Treat the reader’s time as more valuable than your own. The Impatience Postulate: Assume that your reader is quite impatient and has other things to do.

CASE STUDY From: David Manager To: Betty Colleague Re: Routine request Betty, hi, I haven’t been successful in reaching you by phone so I’ll try email instead. Can you get me your budget numbers by Friday?

CASE STUDY From: Betty Colleague To: David Manager Re: Routine request To accuse me of ignoring your calls is unthinkable and INEXCUSABLE. As to the purpose of the insulting email that you sent me, I prefer not to respond, as I dislike dealing with anyone who assumes the worst of me!!!

Fan the flames • unfriendliness (demanding tone) • insults (name-calling) • hostility (unnecessary criticism) • intimidating language (threats) • offensive language (profane or prejudiced) • aggressive language (ALL CAPS)

Cool the flames • Create context. Q: Should I get advanced training? A: There is really no point in you getting advanced training. How should this be read? There is really no point in you getting advanced training. There is no point in getting advanced training if your main goal is to earn promotion. You already have all the qualifications you need to advance.

Cool the flames • Read aloud. § People interpret sarcasm correctly in emails 56 percent of the time. _____ § Read sarcastic comments seriously (and vice versa).