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  • feedwordpress 17:17:04 on 2018/02/16 Permalink
    Tags: , Writing and Grammar   

    Be Impeccable with Your Emails 

    email_writing“Be Impeccable with Your Word”—one of the four agreements by Don Miguel Ruiz in his book The Four Agreements: A Practical Guide to Personal Freedom

    Here’s a twist on this agreement.

    In business, being impeccable with your “word” sent through email counts for a lot. After all, you want more than replies; you want results.

    To give you a greater chance of receiving what you need from each email you send, apply these five tips for composing messages impeccably.

    1. Write an effective subject line that concisely describes what the email is about. Include specifics telling recipients what to do (e.g., Attend meeting 3 p.m. Tuesday, Feedback on report by 4 p.m. Friday, etc.).
    2. Make the first statement of your email compelling—a callback, a question, a startling statistic (while skipping chats about the weather). With a strong opening, you have a greater chance the whole message will get read.
    3. In the body of the message, address recipients by name. Point out which issues pertain to them and what questions you want them to answer. Add a deadline if it’s appropriate.
    4. Because people usually scan content and don’t read word for word, use bullet points to make scanning easy and keep your text concise.
    5. Format your emails for ease of reading: short sentences, short paragraphs, spaces between paragraphs. If your message looks tedious to read on screen, it will get put aside.

    In the spirit of being impeccable with your words, try these ideas and reap the results you desire. Share your tips for being impeccable with your word here.

    Barbara McNichol is passionate about helping administrative professionals add power to their pen. To assist in this mission, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi

    training_for_administrative_assistants

    The post Be Impeccable with Your Emails appeared first on Office Dynamics.

     
  • feedwordpress 18:00:36 on 2017/12/06 Permalink
    Tags: , Writing and Grammar   

    4 Ways to Ensure Readability in Your Writing 

    writing_tips

    by Barbara McNichol

    “Writings are useless unless they are read, and they cannot be read unless they are readable.” – Theodore Roosevelt

    If Roosevelt lived in today’s world, he might have known that 6% of the time wasted in corporations is due to poorly written communications. Of course, your goal is readability. At the same time, you desire to be fast and efficient. What techniques can help ensure your message is clear?

    Consider these:

    • One Thought, One Sentence
    • Rewrite Negative into Positive
    • Build Bridges to Guide Your Reader
    • End Sentences with Your Strongest Point

    One Thought, One Sentence

    As you might have learned in high school composition class, strive to express one thought in one sentence. You’d craft another sentence for the next thought, and so on. Also, medium-length or long sentences are fine on occasion, but you propel your prose forward with short, succinct sentences.

    Rewrite Negative into Positive

    It’s hard for readers to track what’s being written when it’s stated in a negative way. Often, negative statements require a lot more words to make a point. Avoid using “no” and “not” except when you want to emphasize or contrast something.

    Negative: We can’t incorporate all the design features without increasing the unit size.

    Better: To incorporate all the design features, we have to increase the unit size.

    Build Bridges to Guide Your Reader

    As you craft your message, use bridge words and phrases to keep your train of thought moving forward. Logical links build your case—the smoother the better.

    Here are examples of bridge words that . . .

    • connect two ideas of the same kind: and, plus, as well as
    • add another thought: besides, also, what’s more, besides, then, again,
    • compare or contrast ideas: but, still, however, yet, rather, likewise
    • reinforce an idea: indeed, in fact, of course, by all means
    • show results: as a result, consequently, thus

    End Sentences with Your Strongest Point

    Consider placing the most vital words at the end of your sentence. Doing so adds emphasis and bridges one idea to the next. Which of these sentence variations is stronger?

    • “You’ll enhance your ability to communicate clearly by using these four techniques.”
    • “Using these four techniques, you’ll enhance your ability to communicate clearly.”

    If you said the second, I’d agree. Leave readers with a benefit statement as the last idea they read. A subtle distinction, yes, but it helps strengthen your intention.

    How do you strive to improve readability in your writing? Share your ideas here.

    Barbara McNichol is passionate about helping administrative professionals add power to their pens. To assist in this mission, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi. Word Trippers is 40% Off until 12/18/17.

    The post 4 Ways to Ensure Readability in Your Writing appeared first on Office Dynamics.

     
  • feedwordpress 16:30:13 on 2017/11/16 Permalink
    Tags: Writing and Grammar   

    5 Common Writing Mistakes to Watch Out For 

    administrative_training

    by Barbara McNichol

    What can professional editors tell you about improving your business writing? Consider these five mistakes every conscientious administrator should watch out for as you craft and revise your messages (especially your emails and marketing copy).

    Mistake #1: Addressing readers as readers (plural) rather than a single key person whose interest you want to capture. Reading is a solitary pastime that occurs one person at a time. The fix? Keep a single interested person in your target audience top of mind as you write.

    Mistake #2: Using a long noun phrase when one active verb will do. The fix? Whenever possible, get an active verb to do the “work” of the sentence. Instead of writing, “the examination of the report was done by the director,” change the noun phrase to a verb and rewrite the whole sentence. “The director examined the report.” This changed passive construction to active, reduced word count, and delivers your message more directly.

    Mistake #3: Having no rhyme or reason to the order of the paragraphs. The fix? Once you’ve crafted a solid, compelling opening, think through how the flow of your main points will best guide your reader logically to your desired conclusion. If possible, test the result with colleagues or actual readers who will give you honest feedback.

    Mistake #4: Writing sentences that ramble (on and on and on and on). The fix? Limit sentences to 15-21 words max. Be sure to vary sentence length for added interest.

    Mistake #5: Flat-out choosing the wrong word. Yes, in English, it’s easy to confuse certain common words such as “advice” instead of “advise” (among hundreds more). The fix? Reply on a comprehensive writing resource to help you select the perfect word when it really matters.

    What common writing mistakes would you add to this list? Reply here.

    Barbara McNichol is passionate about helping administration professionals add power to their pen. To assist in this mission, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi

    The post 5 Common Writing Mistakes to Watch Out For appeared first on Office Dynamics.

     
  • feedwordpress 19:58:43 on 2017/11/03 Permalink
    Tags: , Writing and Grammar   

    Magic Trick to Cut Down on Wordiness 

    writing-tips

    Want a Magic Trick to Cut Down on Wordiness?

    by Barbara McNichol

    Ever wonder how to make your sentences less verbose and more direct?

    Here’s a trick that works like magic: Change long nouns to short verbs.

    Consider the differences in these three examples from a nonfiction manuscript I edited:

    • “They remain in contradiction with themselves” vs. “They contradict themselves.”
    • “He made an acknowledgment of her success” vs. “He acknowledged her success.”
    • “We get closer to the implementation of leadership practices” vs. “We get closer to implementing leadership practices.”

    Pay attention to these examples. They show how you can increase readability by turning a long-winded “heavy” phrase into an active “lively” verb. What clues do you look for? Nouns ending in “ion” and “ment.”

    Whatever you edit your own work, use this “magic” trick often. What a difference this one technique can make! Try it for yourself.

    Action: Identify “ion” and “ment” words in your writing, then rewrite them using a lively verb. Send your examples here.

     

    Barbara McNichol is passionate about helping administration professionals add power to their pen. To assist in this mission, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi

    The post Magic Trick to Cut Down on Wordiness appeared first on Office Dynamics.

     
  • feedwordpress 18:03:10 on 2017/10/23 Permalink
    Tags: , Writing and Grammar   

    Tap into the Power of “3” in Your Writing 

    writing_tipsby Barbara McNichol

    Our society loves “3”; we remember things in “3s”; we’ve learned it from kindergarten when we were told to hop, skip, jump and stop, look, and listen.

    Businesses gravitate toward “3” when they create marketing taglines. Look at these examples:

    • Reduce, reuse, recycle (recycle guide)
    • Buy it. Sell it. Love it. (eBay)
    • Grace, space, pace. (Jaguar)

    How can you improve your writing by tapping into the power of “3”? Consider this example from a newsletter. The rewrite flows better because of the three-part rhythm brought into play.

    Before:
    You are free to choose, create and live the life you want if you are willing to investigate, make changes, update your protective strategies, be honest with yourself, and invest in what it takes to continue growing. (37 words)

    After:
    You are free to choose, create, and live the life you want. (12 words)

    That works if you are willing to investigate, update your strategies with honesty, and invest in continuing to grow. (20 words)

    Also, notice how the long-winded sentence of 37 words was broken into two shorter sentences with breathing space between. Ah, much easier for readers to follow.

    How can you tap into the power of “3” in your writing? Keep this question top of mind with everything you write.

    Barbara McNichol is passionate about helping administration professionals add power to their pen. To assist in this mission, she has created a Word Trippers Tips resource so you can quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi

    The post Tap into the Power of “3” in Your Writing appeared first on Office Dynamics.

     
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