Writing for the Workplace: Business Communication for Professionals
Conversational Prose with Smooth Flow
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- Table 1.3 Never again table Grammar problem Rule Mnemonic device Its versus It’sIt’s always
- Positive Voice
| Conversational Prose with Smooth Flow The rhythm of any prose needs to be conversational and natural. The best way to achieve good flow is to read your document aloud and keep amending until you are able to read without hesitation. Use simple, plain language in sentences that are not complex or convoluted. Make sure your punctuation does not impede your reader by adding unnecessary halts or by avoiding pauses that will aid understanding. To make your prose more conversational, you can also use contractions when appropriate. Instead of they will, use they’ll. You can also begin your sentences with and or but, which many English teachers taught as an inviolable rule. Sometimes beginning a sentence with a conjunction gives prose just the right rhythm to create that highly desired conversational tone. Correctness Poor grammar and words used incorrectly make both the writer and the organization appear ignorant and sloppy. To hone your grammatical skills, work with a grammar guide next to you. (The use of writing tools is discussed later in this chapter) Consult the guide when you are unsure about any writing issue. Make use of your word processor’s grammar and spellcheck, but do not rely on them solely. Another way to work on grammar issues is to create a never again table (see Table 1.3). This is a three- column table (seethe following sample) that lists a grammatical error, the rule that governs the problem, and a mnemonic device to remember the solution. When you Table 1.3 Never again table Grammar problem Rule Mnemonic device Its versus It’s It’s always = it is The dog bites its tail because it’s plagued with fleas. Effect versus affect Effect = noun Affect = verb Ibuprofen adversely affects my stomach, but the medicine’s effect cures my headache. FUNdAmENTALS OF PROFESSIONAL WRITING keep a list of grammatical errors and refer to it as you compose, you will eventually learn to correct the problem. Keep adding and erasing errors until you no longer need to consult the chart. Parallelism Good writing often uses a device called parallelism, or parallel structure. Writers use parallelism instinctually because it appeals to our natural desire for symmetry. Parallelism matches nouns with nouns, verbs with verbs, and phrases with phrases For faster action, less stomach upset, and more for your money, use XX Readers expect parallelism, especially insets of two or three items, and in bulleted and enumerated lists. Using parallel phrasing correctly is key to writing in the workplace. Positive Voice Positive voice uses affirmative words to make a point. For example, instead of saying, We are out of green T-shirts,” we would emphasize the positive and say, Order any size of our orange and gray T-shirts.” Avoid downbeat words or words than can convey a negative connotation and rephrase in a positive way. Instead of, No coupons will be honored after April 30,” say, Coupons will be honored through April 30.” Download 3.09 Mb. Share with your friends:
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