April/May 2005

Welcome back, and a warm welcome to our new subscribers. In this issue, you'll notice a brief item about updates to Nancy's website. In addition to the new articles she's posted, there is now a Library with back issues of this newsletter, as well as previous Articles for the Asking. Be sure to check it out!

Just a reminder -- you asked to receive the newsletter, but you can easily unsubscribe at any time using the link at the bottom. Please forward the newsletter to any colleagues and friends who might be interested. Help spread good writing at work!

I'd really like your feedback about the newsletter. Are there any topics about which you want to know more, or specific grammar issues you'd like clarified? Just let me know

(Word Count = 525 Average reading time = 3 minutes)

It's Thursday afternoon and your boss gives you a rush assignment that's due by end of day tomorrow. You have to prepare an overview of your company and its history for a client presentation next week -- in addition to finishing a media release and department report that have similar deadlines. The pressure is on, and you're really stressed.

It would be so easy to throw together a presentation with little thought and then neglect to proof it. In fact, on days like this, you might even ask yourself why good writing and attention to word detail really matter. So what if there's a grammatical error or a typo or two? Everyone expects it to happen in today's frenetic workplace.

The truth is, good writing really does matter all the time. Granted, it's not always easy to devote as much attention as you'd like to every project, but there's really no excuse for sloppy writing or poor communication. Here are five reasons why good writing really does matter in today's workplace:

1. Good writing stimulates clarity of thought. When you are concerned about the quality of your writing (as opposed to just throwing a presentation together), it forces you to organize your thoughts and outline your points. By thinking logically and avoiding unnecessary complexity, your writing becomes sharp and incisive and your readers will thank you.

2. Good writing helps you communicate clearly. How many times have you heard a colleague say, "But I thought you meant...."? Muddied messages and unclear direction make it difficult for people to complete their tasks and carry out responsibilities. In today's diverse workplace, where English is not always the primary language of many employees, the challenge is even greater. Writing clearly, directly and succinctly will ensure that the meaning in the message you send is received the way you intend.

3. Good writing ensures that your message is heard. Today, everyone is overwhelmed with communication, much of which is undistinguished. To be heard, your message has to stand out. It will if you start with a clear idea of what you want to communicate, if the words aren't overblown and pompous, if you run a spell check and proof everything you write, and if you reread what you've written before unveiling it to the world.

4. Good writing shows that your firm is first rate. No matter what the product or service, businesses face many challenges today, not the least of which is creating a memorable brand and outstanding image. You can help position your organization as world class (even if you have only two employees) by ensuring that everything you communicate is consistently excellent and first rate. Clean, crisp wording, correct word usage and compelling ideas will win every time, leaving your competitors behind.

5. Good writing sets you apart. Surveys show that even college graduates today don't have the writing skills businesses need. So when you write well, you gain an edge both as a job candidate and, once you're hired, as a valued and promotable employee. Employees who can construct focused, grammatically correct and understandable e-mail messages, letters and reports will always outshine their writing-challenged colleagues.

"Words are, of course, the most powerful drug used by mankind."

-- Rudyard Kipling

Have you ever wondered whether there really was a difference in these phrases? The answer is -- yes, there is, although the difference is subtle. By using the terms correctly, however, you'll be an incomparable writer!

"Compare to" means to look for similarities among two or more entities. "I'd like you to compare this report to the previous ones we did."

"Compare with" means to examine both differences and similarities. "By comparing the objectives of this work group with the others, you'll have a better understanding of what the different departments do."

You slip into your seat for the PowerPoint presentation and down go the lights. The room is dark -- very dark. You were planning to take notes, but it's almost impossible to see. Not to worry! If you have the Write Lightning pen, you have a built-in solution.

With the Write Lightning, you get a light source along with your sleek ballpoint pen. The manufacturer promises that the blue or white LED lens (your choice) will never wear out or fail, even if you drop it or step on it (easy to do when the room is totally black). Four lithium button batteries keep it running for more than 100 hours. Also good in dimly lit restaurants! The price is reasonable -- $19.95 at Herrington online.

Find out more about Write Lightning.

Looking for a phrase in French or a financial term? Or how about a translation into Chinese? There's one online dictionary that does all that and more. At www.yourdictionary.com, you have access to glossaries for 60 subjects and dictionaries for almost 300 languages! (Did you even know there were that many?)

Billing itself as the leading global language portal, the site offers a plethora of writing aids at your fingertips. Need a rhyme? Find it here. Want to write your name in 14 languages? Just click. There's even a Word of the Day to expand your vocabulary. A great place to bookmark for future use.

Look it up now.

Nancy recently updated one of the writing tools she offers on her website, "Articles for the Asking." When you need a short article or filler for an online or print publication, you can use one Nancy has pre-written. The topics are of general interest, appropriate for most audiences, including employees as well as customers.

The three new articles cover issues relating to health, insurance and finance. All are about 500 words and can be shortened to meet your specific needs. Don't be caught with a "hole" in your publication -- use one of Nancy's articles and simplify your editorial life!

Read the articles.