August 11, 2010: Action steps
Cynthia D'amour was invited to an event but not told how to RSVP.
Unfortunately, that is not unusual. I've received invites for all types of events - professional, civic, personal - and they often omit important information.
How to RSVP. By what date? To whom? Number of people attending. Food choices?
Public meetings usually don't require an RSVP because nothing is being provided. In fact, if the room is overflowing, it impresses everybody - including attendees. Sometimes, though, organizers of these events forget useful facts, like date or time, exact address, parking directions, etc.
So, whatever type of event you are planning, tell people how to do what you want them to do. Otherwise, they'll just skip your event.
Unfortunately, that is not unusual. I've received invites for all types of events - professional, civic, personal - and they often omit important information.
How to RSVP. By what date? To whom? Number of people attending. Food choices?
Public meetings usually don't require an RSVP because nothing is being provided. In fact, if the room is overflowing, it impresses everybody - including attendees. Sometimes, though, organizers of these events forget useful facts, like date or time, exact address, parking directions, etc.
So, whatever type of event you are planning, tell people how to do what you want them to do. Otherwise, they'll just skip your event.
June 11, 2010: Who or that?
A person is "who." A thing is "that."
Correct: The person who spoke at the meeting was very informative.
Incorrect: The person that spoke at the meeting was very informative.
Getting it right seems pretty simple to me.
Correct: The person who spoke at the meeting was very informative.
Incorrect: The person that spoke at the meeting was very informative.
Getting it right seems pretty simple to me.
May 09, 2010: Spelling
A story on AOL News related some major misspelling errors. At the end, the reporter suggested people use spellcheck.
Wrong!
People should learn how to spell.
Wrong!
People should learn how to spell.
May 08, 2010: Wordsmithing
Jeffrey Cufaude thinks there should be a moratorium on terminology. That's a good idea.
Industries and professions often invent their own vocabularies and they don't seem to care if anybody else understands them. Even associations do that.
Maybe these folks truly believe their words better describe objects and processes than do existing words. Or, perhaps they hope their language will pioneer a new way of thinking about, and engaging in, professional tasks. Some may even believe that uttering uniquely crafted phrases will make them sound more impressive (and marketable).
When communicating, just say what you mean. And be sure the people with whom you are communicating understand what you are saying.
Industries and professions often invent their own vocabularies and they don't seem to care if anybody else understands them. Even associations do that.
Maybe these folks truly believe their words better describe objects and processes than do existing words. Or, perhaps they hope their language will pioneer a new way of thinking about, and engaging in, professional tasks. Some may even believe that uttering uniquely crafted phrases will make them sound more impressive (and marketable).
When communicating, just say what you mean. And be sure the people with whom you are communicating understand what you are saying.
April 15, 2010: Smile
I just picked up a voicemail message inviting me to a free webinar. The caller sounded tired, bored, and unenthusiastic, as if inviting me was an unpleasant chore. So, I ignored the offer.
If it's worth it for you to call somebody, it ought to be worth it to sound like you wanted to call.
So, smile when you speak on the telephone. You'll sound a whole lot better.
If it's worth it for you to call somebody, it ought to be worth it to sound like you wanted to call.
So, smile when you speak on the telephone. You'll sound a whole lot better.
April 05, 2010: Perfection (ha!)
Written communication is far less perfect than it has been, and it appears to be getting worse. Apparently, there is a growing tolerance of unedited copy.
Poor editing (or, more likely, lack of proofreading) is not only evident in many e-mails, it can also be found in print and electronic news stories.
The most common mistake occurs when a writer inserts new copy but fails to delete all of the old copy. Or, old copy is deleted with nothing replacing it, so words are obviously missing.
If execs think perfectionism is important, they should start by proofreading everything they write, demanding that other writers proof their own work, and not firing copy editors.
Perfection may not be necessary, but accurate copy is.
Poor editing (or, more likely, lack of proofreading) is not only evident in many e-mails, it can also be found in print and electronic news stories.
The most common mistake occurs when a writer inserts new copy but fails to delete all of the old copy. Or, old copy is deleted with nothing replacing it, so words are obviously missing.
If execs think perfectionism is important, they should start by proofreading everything they write, demanding that other writers proof their own work, and not firing copy editors.
Perfection may not be necessary, but accurate copy is.
April 04, 2010: Say it clearly
I recently deleted a message left by a health care provider because I thought it was a telemarketing call.
The person leaving the message spoke very softly, like someone whispering from a cubicle in a noisy office. He slurred the name of the provider (which I would not have recognized, anyway) and asked me to call a specific telephone number. He also directed me to select several options from audio menus.
The company name did not appear on my CallerID. So I deleted the message without listening to it in its entirety.
When he called back two days later, I listened to the entire message and still thought it was a telemarketer. But the company name sounded a bit more familiar this time, so I returned the call.
When calling somebody for any reason, speak clearly and audibly, and state the purpose of the call immediately. Don't assume the person will recognize the name of your association, company, or organization.
Say, "I'm calling from...about your..." Nobody should have to listen and re-listen to your message and try to figure out who you are, where you are from, or why you are calling.
If your message is important, make sure the person you call can understand that.
The person leaving the message spoke very softly, like someone whispering from a cubicle in a noisy office. He slurred the name of the provider (which I would not have recognized, anyway) and asked me to call a specific telephone number. He also directed me to select several options from audio menus.
The company name did not appear on my CallerID. So I deleted the message without listening to it in its entirety.
When he called back two days later, I listened to the entire message and still thought it was a telemarketer. But the company name sounded a bit more familiar this time, so I returned the call.
When calling somebody for any reason, speak clearly and audibly, and state the purpose of the call immediately. Don't assume the person will recognize the name of your association, company, or organization.
Say, "I'm calling from...about your..." Nobody should have to listen and re-listen to your message and try to figure out who you are, where you are from, or why you are calling.
If your message is important, make sure the person you call can understand that.
March 15, 2010: Don't bury the lead
When communicating in any venue, state the most important information first. When writing, don't bury it in the copy and don't force somebody to read a whole letter or an entire article to find out the news.
"Congratulations! You've won the 'Industry Leader' award,' is the way to start a letter to a contest winner.
"Thank you so much for participating in our contest. We're sorry that your entry was not the winner," is one way to start a note to a non-winner.
You can add all the explanation and details afterward, but lead with the most important information.
"Congratulations! You've won the 'Industry Leader' award,' is the way to start a letter to a contest winner.
"Thank you so much for participating in our contest. We're sorry that your entry was not the winner," is one way to start a note to a non-winner.
You can add all the explanation and details afterward, but lead with the most important information.
March 05, 2010: What you learned in school was wrong
I was taught that a paragraph must consist of at least three sentences.
That is not true.
When writing, the visual impact of your words are as important as the content.
People are less inclined to read long paragraphs. Break up copy (in a logical way, of course) so that it is more inviting and easier on the eyes.
Don't use long sentences. Don't use semi-colons. Don't use big words that readers won't understand (unless you want them to feel dumb).
Write for your audiences and change your style, if necessary, for different audiences.
Make people want to read what you've written.
That is not true.
When writing, the visual impact of your words are as important as the content.
People are less inclined to read long paragraphs. Break up copy (in a logical way, of course) so that it is more inviting and easier on the eyes.
Don't use long sentences. Don't use semi-colons. Don't use big words that readers won't understand (unless you want them to feel dumb).
Write for your audiences and change your style, if necessary, for different audiences.
Make people want to read what you've written.
January 19, 2010: Get to the point
"The technological advance I wish I could get is an addition for my answering machine, a 'get-to-the-point' button," says Alicia Brandt in the 2009 Wild Words from Wild Women box calendar.
Ditto.
Ditto.
