Write for Business - Blog

UpWrite Press understands the importance of writing skills in business: We're business people just like you. On this blog you'll find tips to improve your writing, along with topics of interest to our staff.

Featured Product

Write for Work

Our newest book Write for Work, a practical guide to writing and communicating in the workplace. This 8½ x 11 inch work-text is designed specifically to teach writing, grammar, and communication as it applies to the workplace.

Subscribe to the Blog

Add to Google Add to My Yahoo!

Subscribe to eTips

eTips includes the best information for effective business writing, along with helpful advice and updates on evolving communication practices.

Stay Connected

Categories

Tag Cloud

Recent Posts

Archives

    The Geometry of Communication

    Monday, December 22, 2014
    Red Pyramid

    At its core, any communication has three main elements: sender, subject, and receiver. (Issues of medium and context also affect communication, but let’s focus on those central three for now.) This is sometimes referred to as the “Communication Triangle.” 

    As sender, you’re trying to get something from inside your head into another person’s. That “something” is the subject, and that other person is the receiver.

    As simple as this may seem, it’s worth some scrutiny, because any of those three elements can introduce fuzziness into the equation.

    Sender

    Let’s face it, if human beings fully understood themselves, less miscommunication would occur. Our wants and assumptions aren’t always clear even to our own minds. Writing to ourselves can help to shed some light, which is why some people keep diaries or journals, and why other people blog. Even talking out loud when no one else is around can help. This is also why we draft a message before polishing and sending it: a draft is a rough picture, helping us to better envision the whole. Simply put, we can write to learn what it is we want to say.

    Message

    Working out a draft touches on the next part of the triangle, the message. Frankly, trying to write about an unfamiliar topic is tough. Studies have shown that even college English professors writing about topics outside their field experience decreased accuracy in grammar and spelling. Their minds are so occupied grappling with the subject that there’s not enough brain power left over for correct language. Again, writing in stages can help, starting with a rough draft, then polishing it, before final editing. That process also reveals any gaps in our knowledge of the topic, which makes this a valuable part of a research process. In other words, we can write to discover what we know and have yet to learn.

    Receiver

    Psychologists say that most human brains don’t develop the ability to step outside their own perspective and into someone else’s until about age twenty-five. That complicates communication. Until we can imagine someone else’s reaction to a message, we can’t craft it to their needs. So everything we say is all push, sending information outward in terms we understand and relying on the other person to translate and comprehend. On the other hand, once we can actually imagine an audience and predict its responses, we can better tailor a message to their words and their understanding. It’s the difference between a pointing finger and a beckoning finger.

    Achieving Balance

    A balanced triangle is one of the most stable shapes in existence. (Which is why the pyramids, Old World and New World, are among the oldest surviving structures.) By paying careful attention to each part of the communication triangle—our desires as sender, our understanding of the message, and the needs of the receiver—we can use best achieve this balance in our writing.

    —Lester Smith

    Message in a Bottle

    Wednesday, December 10, 2014

    "cf_message_in_a_Bottle" photo by Tony Persunis licensed under CC BY 2.0 and has been cropped.

    This weekend my daughter who teaches English in Belgium told me about a conversation with a student, which went something like this:

    Student: “You like to write, don’t you.”

    Daughter: “How did you know that?”

    Student: “Oh, you’d be surprised what someone can discover on the Internet. [Laughs.] I read your blog, and was especially touched by the entry about…” That led to further discussion, and a warm human connection.

    The exchange made me think about why anybody writes anything, from blog entries, to advertising copy, to business plans. It isn’t merely to express ourselves, but rather to reach out for a connection.

    To illustrate, let me turn to the 1979 song by The Police, “Message in a Bottle,” with these lines of the chorus:

    I'll send an SOS to the world…

    I hope that someone gets my

    Message in a bottle

    and these first lines of the third verse:   

    Walked out this morning

    Don't believe what I saw

    A hundred billion bottles

    Washed up on the shore

    The point of the song, according to its author, is the comfort of recognizing that we’re all alike in trying to connect—to communicate.

    I believe there’s a deeper lesson to be learned. It has to do with intent.

    In the chorus of the song “Message in a Bottle,” the intent is inward focused. It’s all about “Hey, look at me.” However, in the third verse, the focus becomes outward focused. It’s the sudden realization of “Hey, look at all of you.”

    If the flood of media gushing from the Internet has taught us anything, it’s that “Hey, look at me” doesn’t accomplish much. It’s just more noise.

    “Here’s something for you,” on the other hand, accomplishes a lot. Metaphorically speaking, a sea full of bottles with the same “Here I am” messages is unremarkable, especially to another castaway. But imagine opening a bottle and finding a recipe for coconut soup, or instructions for building a raft and navigating back home, or even just a note saying “I know you feel alone, but we’re all in this together.”

    The point is this: To really stand out, be helpful. When the rescue ships sail, they’ll look for the person with the coconut soup recipe first.

    —Lester Smith

    Stylists Aren’t Rulers

    Friday, November 21, 2014
    The world is waiting for your fabulousness, don't forget your crown! (CC)

    In language, there are grammar rules, and then there are styles. Let’s consider, for example, using a series in a sentence.

    English grammar says that a series ought to be parallel.

    Don’t write this: Laine signed the contracts, the time sheets, and wrote his name on the paychecks.

    Do write this: Laine signed the contracts, the time sheets, and the paychecks.

    Then style comes into play. Oxford style says a comma should come before the last item in a series.

    Laine signed the contracts, the time sheets, and the paychecks.

    Associated Press style says that the final comma is unnecessary.

    Laine signed the contracts, the time sheets and the paychecks.

    So certain rules change according to which style you are following. Easy enough, you might say. Just use the right manual.

    The trouble is, however, that grammar itself doesn’t have a rule for every situation. At the very least, some rules are obscure.

    Consider, for example, the situation described in “My Big Fat Greek Blog Post.” Never in my education as an English major did anyone ever teach that adjectives are placed in order of opinion, size, age, shape, color, origin, material, and purpose. Nor does the possessive adjective “my” fit any of those categories.

    Such gaps become most evident when teaching a language to non-native speakers. One of my daughters teaches English to adults in Belgium. Recently, her students asked which of these is correct: “A friend of Mary’s” or “A friend of Mary.” She suggested that both are correct and mean the same thing, but the first puts a slightly greater emphasis on Mary.

    Then the students changed one word. What about “A photo of Mary’s” versus “A photo of Mary”? In this case, of course, the meanings are entirely different. Depending on what they wanted to say, the students would have to choose one phrase or the other.

    At times like these, grammarians are forced to invent a rule to describe (or fit) the situation. In a way, such scenarios define grammar—a set of rules describing how people use language. The language comes first; the description comes second. And style trails along after that.

    —Lester Smith

    When Less Is Not More

    Wednesday, November 12, 2014
    Due Mani Due Generazioni - Two Hands Two Generations - by Dino Olivieri 

    Maybe your pet grammar peeve (like mine) is a misplaced apostrophe, or maybe seeing a blatant error in agreement sends you up the wall. One of the biggest complaints of many is mixing up words that describe amounts: less and fewer, or more than and over.

    The difference lies in what the words describe. There is a clear delineation between the words fewer and less. Fewer describes things that can be counted (“count nouns”) while less applies to things that cannot be divided up (“mass nouns”).

                We counted fewer than a hundred people in the audience.

                The size of the audience was less than we had anticipated.

    But the decision between more than or over is not as clear-cut. It used to be the rule that more than was used for count nouns, while over was for noncount nouns. However editors were divided on that rule and tended to disregard it whenever they wished.

    Now, an announcement by the Associated Press, that bastion of journalistic style, has rocked the world of words by declaring that it is now acceptable AP style to use more than and over interchangeably.

                There were more than three dozen applicants for the job.

                There were over three dozen applicants for the job.

    Reaction to the announcement was strong, both positive and negative. One wag (RT@TheSlot) Tweeted “More than my dead body!” Meanwhile, others blithely noted that the argument was moot, as there had never been any hard-and-fast rule about interchanging these words.

    For your own use, either common sense or your editor’s choice should rule. Stylistcally, however, it sounds odd to my ear to say:

                That building will require more than a million dollars in repairs.

    I’d argue it sounds better to say:

                That building will require over a million dollars in repairs.

    English is a living language, which means there will be changes in usage over time, and this is just one of them. Also, bear in mind that language “rules” and language “style” are not coequal. Change in style usually comes about to enhance communication, so know the rules, but, as indicated by RT@TheSlot, use common sense in your style. 

    —Joyce Lee


    Write It Down, Write It Down

    Friday, October 17, 2014
    Lost in Thought

    A man was talking to his friend, bemoaning the fact that he’d get excellent ideas when falling asleep or sleeping, but always forgot them when he awoke. His friend offered this advice: “Put a pad of paper and a pencil on your nightstand. As you fall asleep, say to yourself over and over, ‘Write it down, write it down.’ Then when you dream an idea, you’ll wake up and write it down, and you’ll have it in the morning.”

    The man did as advised: he put a pad and pencil by his bed and repeated, “Write it down, write it down,” as he sank into sleep. Sure enough, when he dreamed a brilliant idea, he woke up and sleepily scratched his thoughts on the pad, then fell back asleep, content that his idea was safe. The next morning he woke up and eagerly read the pad.

    What he had written were the words, “Write it down, write it down.”

    Okay, it’s a joke. But the concept is solid. Writing your thoughts down is a great way to preserve them. It’s too easy to lose those valuable ideas that pop into our heads at odd times—standing in line at the grocery, on an elevator, waiting for the bus, mowing the lawn. If you keep a small notepad in your pocket, or a notes app on your smartphone, you can quickly jot down a reminder to revisit when you have time later. And yes, a voice recorder serves the same function, but for many people the physical act of writing helps to implant an idea in their mind.

    So when you get a thought—whether it’s a brilliantly original idea or simply a reminder to call a colleague—write it down, write it down. 

    —Joyce Lee