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Write Now: the writing tips blog

Write Now is the Emphasis business writing blog, offering commentary, news, thoughts and observations about the organisational use and abuse of the written word.

Our experts provide valuable writing tips and advice, while airing their opinions, based on their experiences of writing skills in the workplace.

We're looking to generate discussion through our writing skills blog and introduce like-minded people, so why not comment on one of our posts now?

Communication Lab 4: how to get what you want

Posted by Cathy

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40 minutes

Listen now to the latest programme, featuring communications expert SharĂ­ Alexander: how to get what you want every time you speak.

Further reading

If you’d like to know more about any of the topics discussed, try these links.

Here are the BBC’s article on bionic contact lenses, the Guardian’s article on contact lenses containing LEDs and circuits and this release from the University of Washington.

Neurosciencemarketing.com has written about bad adjectives and Futurelab has written a counterpoint: when adjectives can be good.

And here’s John Naughton’s response to Mark Zuckerberg’s remarks about email and PCMag.com’s 9 reasons email is dead.

<< Read the January 2012 e-bulletin

Easy on the adjectives

Posted by Catie Holdridge

New research suggests that if you want your writing to be shared online then overusing adjectives is not wise, advisable, judicious, big or clever. [Mental note: should probably edit this.]

The findings come from social media scientist Dan Zarrella, who aims – in his book Zarrella’s Hierarchy of Contagiousness – to demystify social media marketing for the masses.

After examining how often online content was shared, he came to one definite conclusion: the less complex the language, the more likely it was to be passed on. And, after studying which types of words were the most mobile, he found the biggest no-nos were adjectives and adverbs.

This is actually a good tip for just about any writing. It’s easy to imagine that cramming in adjectives will give your writing colour or help create more vivid images in your reader’s mind. But more often than not they do just the opposite, and merely add clutter that slows your reader down.

Fledgling fiction writers are taught to adopt the lotus position and chant the mantra ‘show, don’t tell’ over and over until their posture is perfect and they never want to overdo the adjectives and adverbs again. But this advice – evidently – isn’t only for creative writing.

It’s much better to choose verbs (the most-shared word type) and nouns that work hard, rather than using adjectives or adverbs as crutches for your writing to hobble along on. The finished piece will be tighter and more expressive for it. For example, instead of ran quickly, how about sprinted? Or bounded? See how either could replace the phrase, but each gives a very different – and more distinct – mental image?

Sometimes adjectives are simply redundant. Forward planning, for example. Is anyone out there still planning what to do yesterday? Have a look at these (genuine) examples and spot the pointless words:

Teen dies after fatal stabbing

Gunned down by armed rebels

A visual treat for the eyes

Ill-chosen adjectives can also lead to unintentional silliness (which can be delightful – for everyone but the writer):

Stiff opposition expected to casket-less funeral plan

Statistics show that teen pregnancy drops off significantly after age 25

This isn’t to say that all adjectives should be banned on pain of death. Mark Twain put it nicely, if you’ll forgive the adverb: ‘When you catch an adjective, kill it. No, I don’t mean utterly, but kill most of them – then the rest will be valuable. They weaken when they are close together. They give strength when they are wide apart.’

Perhaps it’s worth thinking of them like magnets: repellent together, useful kept apart, and not recommended anywhere near computers.

<<Read the February 2012 e-bulletin

Communication Lab 3: difficult conversations

Posted by em-admin

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31 minutes

In this podcast, communication strategist David Levin joins Rob Ashton and Andy White to discuss strategies for approaching difficult conversations in the workplace.

Further reading

Did something in particular catch your interest? Here are some links to what we talked about.

Here’s Ben Yagoda’s article on Slate.com, The Britishism Invasion.

And some Census statistics showing the increase in Welsh speakers between 1991 and 2001.

David mentions having lived with the Zuni people in New Mexico. Here’s a page from the community’s own website, describing the language, and here’s a more analytical one from Omniglot.com.

The book by John Miller, to which David contributed, is QBQ! The Question Behind the Question and here’s a video of John in action.

David’s own book is Don’t Just Talk – Be Heard.

Release the geek!

Posted by em-admin

Below are the correct and incorrect versions of some of the most commonly misspelt words. Can you unmask the criminal mistakes? They’ll get away with it if not for you meddling kids.

Go on, let your inner geek out to play. Share this link and challenge your colleagues to a spell-off. You know you want to …

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Once you have your score, why not leave us a message in the comments section below to let us know how you got on? And if you have any spelling tips you’d like to share, such as mnemonics, we’d love to hear them.

In or on

Posted by Catie Holdridge

This may be a post mostly for our non-native English speaking readers. When to use in or on at any given moment is something native speakers give little thought to, simply because they’ve grown up hearing where these words slot in.

But it can be more confusing for those coming to the language later. And it’s hardly surprising, considering how many definitions these tiny but mighty words can carry. In can be an adverb, noun, adjective or preposition, while on can be an adjective, adverb or preposition. As prepositions alone, they each have over a dozen definitions.

Isabel from Natural England wrote in on the subject: ‘In Spanish, both translate as “en” and I am unsure when to use one or the other in many situations. Is it a matter of learning them by heart or are there any useful rules out there?’

The answer to that (perhaps unfortunately) lies somewhere in between. But for the most common areas where these two words share territory, this downloadable PDF will be a handy reference. Print it off, stick it on your wall or monitor, and the rules will soon be lodged in your mind.

Download In or on

How to use GoToWebinar

Posted by em-admin

On Wednesday 23 November, Emphasis CEO Rob Ashton will be holding an online seminar: How to supercharge any sentence in 60 seconds. Here is some information for participants.

When you join the session, you will see a control panel on the right side of your screen that looks something like this:

To watch and hear the presentation, you shouldn’t need to do anything – just listen through your headset and watch the screen.

If you have any questions, you can ‘raise your hand’ to ask a question by pressing the ‘raise hand’ button:

When Rob is ready to take your question, he will un-mute your microphone.

You can also ask a question by typing it into the box, as shown below:

We look forward to seeing you there.

If you missed the session but would like to watch a recording of it, you can do so here.

Communication Lab 2: the secret life of pronouns

Posted by em-admin

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32 minutes

Rob Ashton and Andy White discuss the secret life of pronouns, proofreading tips and why the Freedom of Information Act may have taken all the excitement out of government communications.

Further reading

Hear something you want to know more about? Here are some useful links.

The Planet Word series with Stephen Fry has now finished, but it’s available to buy from Amazon and other bookshops. The episode that Rob was talking about is this one.

Professor James Pennebaker is a social psychologist based at the University of Texas. His book The Secret Life of Pronouns examines how and why pronouns and other forgettable words reveal so much about us.

The tool Rob mentions that analyses your writing is no longer available. But you can test your instincts about pronouns with this quiz and, if you’re on Twitter, have your personality analysed via your tweets.

Americans will be familiar with the Gettysburg address, but for any Brits wishing to brush up, Gregory Peck does a good job of reading it in this video.

Here’s the letter from the civil servant to the Guardian about the Freedom of Information Act making communication in the public sector ‘anodyne, benign and sterile’.

For more tips on proofreading, you might like this post on our blog. And to make sure you never forget to check the headings and furniture, see this collection of newspaper blunders. Finally, test your observational powers with this monkey business: how many times do the players wearing white pass the ball?

Communication Lab 1: introduction

Posted by em-admin

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34 minutes

In this series of lively podcasts, Emphasis CEO and former scientist Rob Ashton puts language under the microscope, over a Bunsen burner and quite possibly into one of those things that looks like a high-tech salad spinner. Along with developer Andy White and a series of expert guests, he’ll be looking at the latest research into language, talking to expert guests and offering handy tips on how to make the most of our mother tongue.

In the first programme in the series, Rob and Andy discuss why writing matters more than ever, email pet hates and how to hack any sentence in 60 seconds.

Further reading

Here’s the article Rob refers to on the top five most annoying things you can do in an email, together with the results of our Twitter poll. And here’s a guide to writing good emails and cutting down on the number of unnecessary messages you receive.

 

Tips for perfect proofreading

Posted by Catie Holdridge

It’s turned into proofing week here at the Emphasis blog. In this final part, we aim to finish turning you into mistake-spotting machines.

How

Stocking up on red pens is just the beginning. Follow these tips to ensure you always prove your proofreading prowess.

• Proofread in the morning if you can – if you’re tired, you’re more likely to miss things.

• Print documents off to proofread – it’s much more effective than trying to do it onscreen.

• Proofread at least twice – once for sense, once for technical accuracy.

• Read backwards for typos so you’re not distracted by the meaning of the words.

• Use a blank sheet of paper to cover material not yet proofed and point to each word as you go.

What

Look out for:

• clusters of mistakes: the elation of spotting one may lead you to miss the one right next to it

• repetition of words – particularly split over two lines

• commonly mixed up words, eg there and their, or principle and principal

• little words – big words draw the eye

• brackets and speech marks – is the second one in the right place?

And finally

Here are a few clarifying pointers – inspired by the challenge – worth raising:

• It’s very easy to overlook titles, subtitles and headings, or subject lines in email (particularly as they won’t be spellchecked). Don’t! There was a howler in this one.

• Depending on your company’s style, you may not need to put a comma after the salutation and sign off in letters and emails. If you do use them, be consistent – ie use them after both

• ‘Its’ only needs an apostrophe when it’s short for ‘it is’ or ‘it has’. When it shows possession, it doesn’t have one.

• If you’re having trouble placing an apostrophe in a less-than-familiar construction (eg each other’s work), just reverse it like so: the work of each other (not others). So here it needs to go after the r.

• You’d only put a full stop – or any other punctuation – inside a bracket if the brackets contain a full sentence. If they contain an aside, the punctuation will be outside. For example:

From now on, let’s make sure that nothing is sent out without first being proofread (this includes email).

Happy proofing!

Proofreading challenge: and the winners are …

Posted by Catie Holdridge

Once again, thanks to everyone who took on the challenge. You’ve made us so proud (*dabs tear*).

And, in a dramatic photo finish, we’ve ended up with seven – rather than five – winners.

Congratulations to:

Darren Castle
Fiona Miles
Steve Jones
Paul
Alex King
Louise
Colette Bernhardt.

To each receive your copy of The Write Stuff, please email me your postal address: I’m at the other end of catie.holdridge@writing-skills.com.

To the rest of you lovely people who took part, if you’d like to know your score, demand a recount or challenge a point, post a comment or drop an email to help@writing-skills.com.

And here’s the solution:

From: Anna Gooding
To: All office staff
Subject: The need for proofreading

Hi everybody

As you’re probably aware, it’s become apparent that we’ve recently been sending out a lot of letters and emails with a number of typo’s typos in them. There is no excuse for this this and it really can’t go on, as it makes us look utterley utterly unprofessional.

From now on, let’s make sure that nothing is sent out without first being proofread (this includes email). To begin with, I’d like to see how we get on checking each other’s work. If neccessary necessary, we may look into some training.

If anyone has any questions about this, please bring them up at the staff on meeting Tuesday.

Many thanks

Anna

It’s worth noting that, even without the typos, the fictitious Ms Gooding is not a paragon of perfect communication. She could stand a bit of sub-editing (which those of you who had a go at rewriting clearly felt too).

Be sure to come back tomorrow for some quick tips on the art of proofreading.