iPad 2.0 could herald the paperless office (at last)

Posted by Rob Ashton
ipad-2-0-could-herald-the-paperless-office-at-last

Printer manufacturers must be getting a bit twitchy about the iPad. Or if they’re not, they should be – because it could well make a serious dent in their profits, writes Rob Ashton.

Generally, I’m in the ‘pro’ camp when it comes to technology. I’ve bought a fair few examples over the years. And although I discarded some once the novelty wore off, others became an integral part of my life. The iPhone could have been invented just for me.

I realise that not everyone’s like this. And even I admit that modern technology is often no substitute for more traditional devices.

But in business, technology tends to be adopted wholesale when there’s a sound financial reason for doing so. And that’s why I think we might see a dramatic reduction not just in paper usage but in printer-toner sales in the next few years.

It wasn’t so long ago that we used to send documents to each other in the internal mail. Now we’re much more likely to email them. Yet most people still tend to print them out to read them. Despite the cost and the terrible waste of paper, we still like flipping through the real thing.

But the business world may not be far behind the newspaper industry in seeking to cut the use of paper. This is because there are huge potential cost savings to be made if technologists could produce a way of reading onscreen that more people would accept.

Influential technology blog Silicon Alley claimed last year that printing the New York Times costs twice as much as sending every subscriber an Amazon Kindle e-book reader on which to read the electronic version. Now universities in the US are experimenting with delivering textbooks this way.

Just before the iPad’s launch, the technology was already there for ‘acceptable’ forms of electronic reading. The world’s biggest technology show in Las Vegas earlier this year was awash with electronic alternatives to paper.

Electronic paper or ‘e-paper’, as it’s inevitably being dubbed, helps overcome objections from people who prefer the look and feel of real paper rather than a chunky electronic device. And documents displayed in this way should be much easier to proofread.

But problems with lighting mean that, at present, electronic paper can display only black and white images, as can e-book readers such as the Kindle. Such technology relies on electronically magnetised ink, which also needs good lighting conditions to be readable.

The iPad’s colour screen and LED back-lighting get round these problems. And while some have commented that these cause eyestrain, ophthalmologists have disputed this.

What’s more, the iPad electronically reproduces the action of flipping through a document, bringing the experience a step closer to the real thing – but without the waste of printing.

If the iPhone is anything to go by, it will probably be the second-generation iPads that truly find popular appeal, once Apple have ironed out any post-launch teething problems.

But whether e-ink, iPad or iPad 2.0 wins the day, the paperless office may – at last – be just around the corner.

Defining the active voice

Posted by Catie Holdridge
defining-the-active-voice

It’s best to use the active voice more than the passive to keep your writing interesting.

The active voice puts the ‘doer’ of the action described (in grammar terms, the agent) first. This makes sense clear and leaves no information hidden. For example:

The cat had stolen the dog’s dinner.

Here the ‘doer’ (’the cat’) is stated before the action (’had stolen’). Now look at this sentence:

The dog’s dinner had been stolen by the cat.

This is the passive voice: the action comes before the ‘doer’. In fact, the sentence would still make sense if you removed ‘by the cat’, which would leave everyone wondering who had stolen the poor dog’s food. The passive voice is often used to disguise who performed an action, which can produce a very opaque and suspect (not to mention dull) piece of writing.

May or might?

Posted by Rob Ashton
may-or-might

When is it right to use may and when to use might?

Opinions vary, depending on what you read. Here are a few guidelines culled from the Economist Style Guide and the Oxford Guide to English Usage.

1. If the truth of the event is unknown, then may or might are interchangeable.

• I may/might go home early

• if I go home early, I may/might have to come in early tomorrow

• he may/might have come home early.

2. If you are stating a certainty, use may.

• I may be a linguist, but I don¹t speak German.

3. If the event never actually happened, or you are stating something contrary to fact, use might.

• If I had come in earlier, my whole life might have been different

• if I had wings, I might get to work more quickly.

4. Use might when following a conditional subjunctive.

• If I were to go home early, I might have to come in early tomorrow.

If you have any questions about writing skills, you too can pose them on our forum.

Reader-profile questionnaire

Posted by Tom Wilde
reader-profile-questionnaire

That business writing should be centred on the reader’s needs is not exactly earth-shattering news. But putting this maxim into practice is a different matter altogether.

Reader-centred writing

If you’re like most people, you’re much more likely to be focused on your own needs – such as impressing your manager or getting the task of writing a report off your to-do list – than on those of your audience. So you need to take definitive action to switch yourself out of this default position.

Nor is it enough to identify the areas of the subject that are going to be most useful to the reader(s). You also need to gauge their likely level of interest. And, of course, if they have very little interest in the subject, you will need to work extra hard to grab and keep their attention.

You can find out more about grabbing and keeping attention on our courses. But for now, you can download our free reader-profile questionnaire to help you focus on the needs of your audience.

Executive summaries

Posted by Tessa Gooding
executive-summaries

No matter how well structured and well written your report is, some clients will feel they only have time to read the executive summary – and this is particularly true for senior management. So it is absolutely essential that you put a lot of thought into its structure and content:

* Make sure the summary can stand alone and that it contains real information, including hard facts and figures.

* If your report includes recommendations, make it clear what these are and include their implications, values and costs (if applicable).

* Stick to a maximum of two pages.

* Use headings and bullets (but not too many), and perhaps a carefully selected graph or pie chart, to get your main message across.

Power to the people

Posted by Rob Ashton
power-to-the-people

People power counts for a lot in writing. ‘One in a hundred people’ is likely to produce a much bigger reaction from readers of your reports than ‘one per cent’, even though they obviously mean the same thing.

Before you dismiss this as another example of general ignorance, you should know that experts are not immune to this effect. One study showed that it could trip up forensic psychiatrists, for example. They were twice as likely to refuse to release a patient if they were told that ’20 out of 100′ were likely to be violent after release than if they were told that there was a ’20 per cent chance’ of this happening.

One individual’s story is likely to override even the most powerful numerical evidence – at least if you’re writing for the general public. And even if you’re not, mentioning people (‘lawyers’, for example) rather than groups (‘the legal profession’) will give your writing much more impact.

Charities know this when they use heart-rending case studies to get your support for their causes. And governments know this when they use the term ‘collateral damage’ to play down accidental loss of life (by avoiding mentioning people at all).

You can use ‘people power’ to make your writing more effective. If you leave people out, you will almost certainly reduce its impact. Which do you want to do?

Name the year

Posted by Tom Wilde
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Almost a month into the first year of the new decade and the time may have come to pick a side: is it ‘twenty-ten’ or ‘two thousand and ten’?

Most people seem to be automatically going with the latter, but they are wrong to do so, claims one American group.

This is NAGG (the National Association of Good Grammar), a small group that may actually just be one bloke, a cat and a kettle (they don’t even have their own website). Despite their size, they are reportedly very vocal on this subject. They’re adamant it should be ‘twenty ten’ and are, frankly, exceedingly put out that we spent the last ten years saying ‘two thousand’. Founder Tom Torriglia points out that we are not following the pattern of the twentieth century.

Prince never sang, ‘Tonight we’re going to party like it’s one thousand nine hundred and ninety-nine’, that’s for sure.

Get this new symbol and you’ll pay for it

Posted by Catie Holdridge

If you have an aversion to emoticons and their ilk, you may want to look away now.

SarcmarkIntroducing an entirely new symbol to express heavy-handedly what your words apparently can’t: ladies and gentlemen, the Sarcmark. As you might already have guessed, it can be handily popped at the end of a sentence to signify when you’re being sarcastic. Actually, it’s probably meant to be an indicator of irony, but presumably the ‘Iromark’ didn’t have quite the same commercial appeal.

That’s right: you’ll have to pay to use it. Its makers, Sarcasm Inc, will charge you a mere £1.20 for the privilege.

So will we be downloading it? Of course. (Darn, now we need one. The irony!)

Ok, sometimes the lack of tone in email can be a problem. But sarcasm’s a tricky one to pull off at the best of times, particularly in business dealings. Insert one of these and you run the risk of either offending your reader for using sarcasm at all, or by assuming they’re too dim-witted to recognise it if they see it.

Texting turnaround on literacy

Posted by Rob Ashton
texting-turnaround-on-literacy

There’s been another U-turn on the effects of texting on children’s literacy skills.

The latest research, conducted by Dr Clare Wood at the British Academy, suggests that, far from damaging their ability to read and write, using ‘textisms’ like ‘LOL’ and ‘plz’ is actually a sign of sophisticated phonological development.

Great news for the future generation, certainly. But is anyone else dizzy yet?

To colon or to semi-colon

Posted by Tessa Gooding
to-colon-or-to-semi-colon

The colon is a common cause of bellyache. The semi-colon can leave people dazed and confused. But rather than cutting them completely from your punctuation diet, refer to the following guidelines and you’ll soon find just the right dosage for all your writing needs.

The colon

The colon is very useful for introducing things, for example:

* bullet points
* lists within your text, eg I learned three things from this article: how to use colons, how to use semi-colons, and that the writer liked extended metaphors.
* long, indented quotes.

It can also act like an arrow, pointing the reader on from a statement to the reason for, or outcome of, that statement. For example: she was elated to know what those two little dots were for: she started using them with confidence and glee.

The system here always implies a link between the two sections, and can be generally summed up as:

* cause: effect, or
* fact: explanation.

In UK English, always use lower case after a colon. (American style guides usually recommend the opposite.) The only exception is if you are introducing bullet points that are each full sentences.

The semi-colon

Think of the semi-colon as the ‘super comma’: they act in a similar way, but indicate a longer pause. They can also be used to show a link between parallel ideas.

Use them to separate long phrases in a list when at least one of the phrases contains a comma, eg My favourite mediums for writing semi-colons are: crayons; 2B pencils; fountain pens, in blue or black; and, obviously, huge magic markers.

Semi-colons are also good for linking two related clauses. In this way, the semi-colon replaces the word ‘and’ or ‘but’ eg I prefer the explanation about colons; Denise prefers the semi-colon section.

So don’t be afraid: used fairly sparingly, these two punctuation marks can bring much more clarity and variety to your documents. Bon appétit.

If you have any more questions about how to use them, ask the experts on our forum by clicking here.