Communicating with an
outside sales force of 10,000+ via print or Internet ensures any
grammatical, mathematical, or spelling error is found faster than any
"3 pairs" of eyes could!
Our company routinely reviews
each communication or print piece for approval by a group of selected
staff. The communiqué creator routes each piece to the
appropriate departments based on the content. For example, a special
order form for a new product is reviewed by . . .
- the department
requesting the form;
- the accounting
department, which tracks the costs, sales, tax, and shipping numbers;
- the customer
service department, which interprets and answers questions;
- the IT department,
which creates the SKU and sets the product up in the ordering/tracking
- the distribution
department, which manages inventory and ships the product;
- the sales
department, which promotes the product;
- a trained
- someone not
directly involved with the project, who confirms the clarity of the
The use of a group process, a
professional proofreader, and someone not directly involved has
improved the "face" of the company. Even with these measures in place,
perfection is still a destination not yet reached.
Brenda Stefanowski, CPS/CAP
Weekenders USA, Inc.
A. Hebert, Houston-Galveston
Area Council, Houston, TX:
Many documents go out
of our office daily to elected officials, local governments,
state and federal agencies, consultants, businesses, and the general
public. These documents may include business correspondence,
newsletters, proposals, news releases, and meeting agendas--just to
name a few.
All of these documents are
usually read, edited, and proofed by at least one and as many as six
In the case of newsletters, for
instance, many staff persons contribute one or more articles, which are
then compiled into a draft newsletter by the publishing staff. The
first draft is then distributed to supervisors, department managers,
and public-involvement staff for a more thorough check of content
clarity, spelling, punctuation, and consistency. Edits from these
reviews are incorporated into a second draft, which is then sent back
to the department manager for a last review prior to publication. Then
and only then is the newsletter sent to the printer.
With the exception of business
correspondence, most of these documents are also posted on our agency
Website, so all documents have to be readable, accurate, and easy to
These examples best represent
our efforts as a public service agency to create the "perfect piece."
Rosalind A. Hebert, CPS/CAP
Public Information Planner
Houston-Galveston Area Council
another Writers’ Forum question in our August eTips.
Back to top
Your Writing with Personal Coaching!
Visit our Personal
on the Web for more information about this dynamic new approach to
download our Personal
Coaching Plan document (in PDF format).
WORD PAIR of the MONTH: Consequently, Subsequently
Two words that are frequently
confused are consequently and subsequently. Use the
following guide to keep them straight and use them properly.
Consequently means "as a result of."
It shows a cause-and-effect relationship.
morning flight was delayed by storms. Consequently, we missed our
the other hand, means
simply "following closely in time
or order." The first event does not cause the second.
had just exited the office and locked the door. Subsequently, I heard the
telephone ring inside.
Coming in the August eTips
Back to top