Language Conventions

"It is well to remember that grammar is common speech formulated."

~Somerset Maugham

Now that's what I call the right attitude. Grammar doesn't have to bring back painful memories of that blue-haired English teacher diagramming sentences up at the blackboard while you squirmed in your seat. Nor does it have to be rote memorization of imperfect participles or lateral subjunctive clauses or modifiers that dangle or infinitives that split wide open.

No, as I reassure students in my writing classes, grammar -- or "language conventions," to use a less imposing phrase -- is a set of rules, a foundation on which you can build your own style. Break any of those relatively logical rules, and you risk annoying your reader. Follow the rules, and your readers won't notice, but they will be open to your wit, charm, insight and keen analytical thinking.

You Try It

In the world of business writing, I've come across a few language conventions that are often honored in the breach by even otherwise intelligent adults. Here they are, and I've left the correct response up to you. Fill them in if you like, and I'll supply my solutions next month.

Sentence forms

Simple Sentence: "The boy struck the ball."

Compound sentence (two independent clauses): "The president is waiting for the bill, but the House has not acted on it yet."

Complex sentence (includes a subordinate clause): "The tall boy in the blue trousers struck the ball and the rock at the same time."

Run-on sentences: "Oil companies must explore for oil continually that is how they make money."

Comma splices: "Oil companies are part of our economy, they employ thousands of people."

CORRECT:

Transitions

The goals are internal logic and flow. Join thoughts/sentences such as:

"The match combined speed and strength. The forwards dashed around their opponents. The fullbacks counted on muscle to boot the ball a long way."

CORRECT:

Economy of words

"In accordance with the previously announced instructions, the administrative assistants went through all the papers and separated them into three categories."

CORRECT:

"For your guidance and information, enclosed herewith are several forms of the aforementioned documents."

CORRECT:

Improve on "Until such time as..."
"In view of the fact that..."
"On the occasion of..."
"...in the amount of..."
"...along the lines of..."
"In the event that..."

Prepositional phrases

Identify the preposition(s) and circle the ones that are essential to the meaning of the sentence:

"The road to the woods is long and winding."

"The outcome of the game was a tie between the two teams."

Passive versus active voice

The strongest way of writing is active ("The boy kicked the ball.") instead of passive ("The ball was kicked by the boy.").

"Mr. Roberts was given a commendation by the agency."

CORRECT:

"Mistakes were made when junior officers in the base commander's office failed to read all of the instructions."

CORRECT:

"The coolant pumps were destroyed by a surge of power, and the repairs were effected by a team of contractor technicians."

CORRECT:

Incorrect modifiers

"After passing my driving test, the DMV official gave me my license."

CORRECT:

Clichés and jargon

"With all hands on deck, this unit will exercise due diligence to find the low-hanging fruit early in the process and continue to think outside the box."

"Past history suggests that the aforementioned plan will negatively impact performance."

"Now that our backs are against the wall, the acid test will be to begin the solution-oriented process by viewing our issues from 30,000 feet."

"To make a long story short, there's more here than meets the eye, but to be perfectly aboveboard about this, we all have to see eye to eye and exercise appropriate caution to make sure that our competitors don't surprise us with a shot across the bow."

CORRECT:

Weak, "smothered" verbs

"Finalization of the formal discussions has been effected, and we have come to the determination to take immediate action."

CORRECT:

Adopting a conversational style

"Projects are customized based on client needs. Due diligence services range from initial validation of targets to detailed on-site due diligence visits to the preparation of complete integration plans. Management consulting services, aimed at enhancing organizational effectiveness, are typically intensive studies that identify cost-saving opportunities and define appropriate actionable go-forward plans. Strict confidentiality is maintained for all engagements."

CORRECT:

Tone

"I'm getting tired of not knowing whether you people are getting my requests by email. All I ask is that you acknowledge receipt. Is that too much to ask?"

CORRECT:

"This report that you are about to read has been edited several times by ranking Navy civilians who have never served aboard a surface warship. Please read it with that caveat in mind."

 

CORRECT:

"I will address the issue in the attached memo as soon as I can, but I want to make it clear that said issue arose before I was assigned here."

CORRECT:

From vague to concrete

"The admiral wants the report soon."

CORRECT:

"The Congressional aide on the subcommittee that's responsible for R&D on black programs wants to know more about the projected time line."

CORRECT:

Rewriting for simplicity and clarity

"As mentioned three paragraphs above, training requirements for operators of the new radar will need to be updated at the earliest possible time, taking account of available time slots in the simulator as well as availability of instructors (not forgetting that many are on leave now), plus someone -- the deputy CO? -- will have to approve any changes. Then at that juncture, the Training Office will have to make timely decisions about the necessity of moving the operators to be trained out of their operational units, not forgetting also that they have leave requirements as well, especially with the holidays due to arrive in the near future."

CORRECT:

Facing Up To Facebook

So this is what all the excitement is about, huh? Knowing that someone has decided to make waffles instead of frying eggs on a snowy New England morning. Or reading that someone loves her children with such aching depth of feeling that she just has to proclaim it to her ever-expanding audience.

I got started on Facebook a few months ago because I was told it can be a fine marketing tool. I'm still getting there, and the possibilities are starting to emerge. My plan is to exchange ideas with people who care about and have a professional interest in business communications and the role of the news media in marketing and crisis communications. I'll keep you posted.

 

Take care,
Dave

Rebirth of a Blog

Back and forth I’ve gone on all this “social media” business, and I’m a long way from making up my mind. Somehow the notion of “tweeting” hasn’t quite penetrated my thinking when it comes to serious and productive marketing. But I am reintroducing my blog. Why I let it slip I don’t know, but I do recall that it made for relaxed and stimulating conversation. Please join me at http://www.businesscommunications.wordpress.com, and react by sounding off on anything touching on business communications, presentation skills and writing skills, and all their promise and pitfalls. I'll continue to share what I know about the news media and how you can gain from press encounters, as well as writing and public speaking for success.