"We've heard many times that it only takes a few seconds to make a first impression. That generally refers to how we look, but what about how we speak and write? Whether it's fair or not, people judge our intelligence by how we communicate.
In his new book, Words that Work, Dr. Frank Luntz writes, "Just as it is true that you are what you eat, it is also true that you become what you say."
If we truly become what we say, then it's even more important that we get it right. Today's fast paced world of instant and text messaging, along with society's trend toward a more casual lifestyle, have had an impact on writing. Luntz said that because of e-mail and text messaging, people have difficulty switching to more formal business communication.
Whatever the reason, it's clear that our written and spoken communication have slipped. A good first step toward improvement is to go back to basic English we learned in elementary school - simple things like subject-verb agreement and knowing when to use the right form of words, such as "it's" versus "its" or "I" versus "me."
Here are a few common errors and some guidelines to help sharpen your skills.
When in doubt, check it out
Nothing is more embarrassing than having business correspondence go out with a grammar or spelling error. There are myriad grammar books available, and all business people should have at least one good one close by. The Elements of Style by Strunk and White is a standard, and it's just as good today as when it was published many years ago.
Another good reference is The Media Writer's Handbook by Dr. George T. Arnold. Arnold was a newspaper writer and journalism professor at Marshall University. He developed this guide as a textbook for his students, but it's valuable for everyone.
As a last resort, use your computer's grammar and spell check. This may not always provide the correct answer, but many times will point out problems.
Remember the helping words
Verbs frequently are used incorrectly. Your English teacher would be sad to know that all of those hours of verb conjugation were for naught.
A good example is the incorrect use of the word "seen." Nearly every day, someone being interviewed on television news uses this word incorrectly.
Incorrect: I seen the car go off the road. Correct: I saw the car go off the road.
Seen must be accompanied by a helping word, such as have, has or had. Correct: I have seen many cars go off the road here.
It's all about me
Me, I or myself? People often misuse these words. Maybe it's because we have a hard time talking about ourselves, and we think that "I" or "myself" sounds better than saying "me." In some instances, though, "me" is the correct form.
Incorrect: Won't you join Diana and myself for dinner? Won't you join Diana and I for dinner?
Correct: Won't you join Diana and me for dinner?
When using "me" or '"I," remember the old rule - take out the other person's name and think about how to say it. For example, it's easy to see that "Won't you join I for dinner?" is incorrect.
The correct way to use "myself" is as follows: I hurt myself while working out yesterday.
Which form?
It's/its — "It's" is a contraction for "it is." "Its" is a possessive pronoun.
Ensure/Insure — Ensure means to guarantee or make certain. Insure means you have a purchased protection from loss or harm.
Lie/Lay — Lie means recline or rest. Lay means to place something.
Regardless/irregardless — Irregardless is a double negative. Don't use it.
Redundancies, clichès and wordiness
One important aspect of clear writing and speaking is concise language. We tend to ramble, over-explain and use words that are unnecessary. Here are a few examples:
Free gift — If it's not free, is it really a gift? We see this used frequently with retail promotions, which are usually a "gift with purchase."
New baby — As opposed to an old one?
12:00 Noon or 12:00 Midnight — No need to say 12:00.
Past history/experience — History and experience are in the past.
Future plans — Plans are for future events, not what happened yesterday.
Old adage — It wouldn't be an adage if it wasn't old.
First annual — If it's the first one, it's not an annual event yet.
Recur again — recur (not reoccur)
Refer back or revert back — refer or revert
True fact — fact
There are many other common errors. Although I don't profess to be an English teacher, I hope these examples will help you avoid embarrassing mistakes. Asking a friend or co-worker to proof your writing or listen to your presentation will help, too; others see and hear things we don't.
In today's competitive world, business people need every advantage to win customers or advance within an organization. Taking a few minutes to think about what you're saying or to polish your writing may give you the edge.
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