Grammar Rule No. 4: Too silly to follow.

Never write one sentence paragraphs!

While varying sentence length in a paragraph makes for interesting reading, a one-sentence paragraph can get the impact that you want to achieve: Getting your reader's attention and emphasizing your point.

So, go ahead and write it.

Grammar Rule No. 3: It's wrong to begin a sentence with 'but' or 'and'

This is one rule that you just don't to worry about. Go ahead and begin your sentences with but or and.

When you need to connect ideas in a paragraph, and comes in real handy. It gives your writing a logical and easy fluency that would otherwise be missing.

It's the same rule with but. The only time that you should avoid using a but at the beginning of the sentence is when you are writing to your clients. I say this to my participants who write to clients because a but at the beginning of the sentence sounds like you are turning down an offer right away. It's better to use however it provides other options. Look at these sentences below:

1. We do not have apartments in Tower 5 that meet your requirements, but we do have them in Tower 8, which is located in Phase 11, ten kilometers from Tower 5.
2. We do not have apartments in Tower 5 that meet your requirements. However, we do have them in Tower 8, which is located in Phase 11, ten kilometers from Tower 5.

Ignore this rule even if a purist tells you that you are wrong!

Where is the library at?

Grammar Rule No. 2 that you can ignore.

Here is an interesting anecdote on ending sentences with prepositions.

A Southerner stopped a stranger on the Harvard campus and asked, "Could you please tell me where the library is at?" The stranger responded, "Educated people never end their sentences with a preposition." The overly polite Southerner then apologetically repeated himself: "Could you please tell me where the library is at, you jerk?"

Never end a sentence with a preposition. Well, this needs a rethink.

According to Bryan A. Garner, widely respected language authority and author of A Dictionary of Modern American Usage, in Latin, preposition means “stand before,” and in Latin a preposition does indeed stand before other words; it’s the one part of speech that can’t end a Latin sentence.

But, English is not Latin. Although English grammar is modelled on Latin grammar, the languages are very different and some rules just don’t translate well. However, ‘could you please tell me where the library is at?’, is not correct grammatically because the preposition in this sentence has no object. But, look at these sentences:

What do you need this book for? (For what do you need this book?)

2. Whom are you waiting for? (For whom are you waiting?)

3. Which box is the pen in? (In which box is the pen?)

The prepositions in these sentences have objects, but try rewriting, ‘where is the library at?’

I would suggest avoid ending a sentence with a preposition in professional writing.

Grammar Rule No. 1 that you can ignore

Never split an infinitive. The fact is, some infinitives beg to be split.

Consider this sentence: Our CEO expects to more than double revenues this year. Try rewriting it so as to eliminate the split infinitive; there’s no way to do it without losing the precise meaning of the original.

Here is another example: We are trying to immediately solve the financial mess that is bleeding the organization. Although you can rewrite this sentence by placing immediately at the end of the sentence, the intended urgency is lost.

With split infinitives, the best bet is to steer a middle course. If you can avoid a split infinitive without altering meaning, introducing ambiguity, or interrupting flow, you should do so.

Do I Look Good Online?

Have you asked this to yourself after you have finished writing your email? I just started asking myself this after my last session in Elsevier.

One particular email that a participant brought in for feedback came across as very strong. His counterpart in UK had raised a couple of questions on some tasks, and had addressed the email to his manager. She also questioned him on why he wasn't following the process. Her tone was accusing and it really wasn't this participant's fault that the tasks had not been completed. The participant reacted and wrote a very strong response.

I passed copies of the response email to all in the class and asked them for feedback.

Here are some of the comments from the rest of the class:

1. This looks like the writer is trying to justify what he has done. He is talking too much about himself.
2. It would have been better if the response had focused on educating the lady on the correct process, rather than trying to prove that the writer had done his job.
3. The writer has reacted in an immature way.
4. The lady may stand corrected this time, but may not be a helpful colleague in the future.
   
5. It's important to communicate without bringing personal feelings in professional matters.

Surprisingly, nobody said that the writer was justified in writing the way he did because the lady was rude and condescending.

It's hard not to react, but it is a good to handle the situation in a mature manner, just as in other matters.

Are you a bore?

How many times have you smiled while reading an email. It's usually with a frown that we read emails because they are just tasks that need to be done. I regularly interact with one of my clients with whom I share a very good rapport, and the emails are a testimony to it. She writes just as she would speak, and I like to read the easy flow of thoughts captured so neatly in a structured way. It takes a little effort to do that, and to make sure your email is not just another chore for the reader.

Here are a five tips that will help you write like you are speaking to the person:

1. Be conversational. Avoid writing sentences like 'Attached with this email...'. You can try changing this to 'I am sending you...'. Keep the tone friendly and formal.

2. Don't be pompous. Use simple words that can be easily understood by your reader.

3. Use the reader's name if you need to build rapport. It personalizes your email. But, at the same time never overuse the reader's name. This will taste like adding too much sugar in your coffee.

4. If you are responding an email the second time, there is no need to address the reader again. Just continue as if you are speaking.

Example: Yes, Anita. The report will be ready by Wednesday for review.

Regards
Sharmila

So, there is no need to start with 'Dear Anita' again.

5. Use positive words like, 'Sure, we can go ahead', 'This sounds good', 'We appreciate your efforts', etc...

The best thing is that you will receive responses the way you write!

Communication Scorecard

How can a trainer who trains on written skills get the participants to apply the learning beyond the classroom? Most often trainers deliver training, check the learning in the classroom and leave. The trainer has done his job and the organization has provided the opportunity to learn, and hopes that the participants apply the learning at the work place.

Well, this is wishful thinking. The real scene is that participants forget to apply what they are taught in the classroom unless there is a constant monitoring and feedback until they unconsciously begin to apply the learning.

For my email training program, I have developed a scorecard on written skills that can be easily modified to the program objectives. The scorecard tracks the participants application of punctuations, grammar, tone, style and expression in an excel sheet. A value for each aspect of the email is given, errors are tracked, and a final score is generated for each email. I share this scorecard with the participants and provide feedback on where exactly they are going wrong. I do this for about three months after my program until participants get a 100% score. This is a lot of work, but ensures that there is a real improvement after training.

I will share this scorecard later, but meanwhile if you need more inputs on developing a similar scorecard just email me.

Here's a quick way to trim the flab in your emails

Ever read a few of your sent emails. You will want to trim it for more clarity and crispness. It happened to me all the time, but now I have these 5 steps to help me overcome this.

1. Write the subject first: This will keep you focussed on what you want to convey to the reader.

2. Keep out fillers: If you tend to use words that don't add any meaning to your writing, keep them out. While writing in a conversational style, we end up using fillers because that is the way we speak.
If you use a lot of 'actuallys' while speaking, you are likely to use it in writing too.

3. Find the correct word: Use one word that conveys what you mean. This will add more depth and clarity to your message.

4. Spice it well: Don't exaggerate. Writing more adjectives doesn't mean your are creative or clear. It just means you are a show off!

5. Edit, edit, edit: Read and re read like you are the receiver of the email. Cut and trim and make your email succinct.

Please do the needful. What does that mean?

A few days ago I was training a team of techies in Verizon. This team had to email or chat with their American counterparts about their project status, and there were many situations when their messages did not get across correctly because of 'Indianisms' in their language.

One classic example is the expression 'please do the needful'. Most of the emails that the techies wrote were lists of tasks or clarifications that they needed from the Americans. Each email would end with this phrase - please do the needful. To an Indian this sounds perfectly correct, but the American is left wondering what he is expected to do. When writing to an international audience, this phrase is best avoided because it makes no sense to them. Finish the email with exactly what you what the reader to do. It could be phrases like these: Please check and let me know, can you give me more information on this, can you help in resolving these issues, I am waiting to hear your inputs / feedback on this, and so on.
So, the next time you type 'please do the needful', press ctrl z!

Are you too lazy to use Caps Lock?

I have received emails from my friends that are written entirely either in capital letters or in small letters! I have noticed that their emails take longer to read. Readability is hindered when you don't capitalise your emails correctly. Also, it's rude, or it is tantamount to shouting when you write your emails in capital letters.
So, use the caps lock wisely and make your emails better. This need not apply to professional emails alone, but even while writing to friends.

At Elsevier

It's been a while since I posted on this blog as the last few days have been hectic training at Elsevier. Like I mentioned in an earlier post that it's Professional Email Writing that I have been training the teams on at Elsevier.

I started the training with a pre assessment that evaluated the writing skills of the participants. I divide the pre assessment into two parts: Testing for general language skills and using their own sample mails for editing exercises. This helps me understand exactly what difficulties learners face in writing emails. Many start with bad subject lines, others don't have a clue about subject verb agreement, and most lack the knowledge of how to structure their emails. With the pre assessment scores I draw an analysis of the gaps in their writing skills, and then develop the workshop to help them write better.

I end the workshop with a post assessment that evaluates the writing skills at the end of the workshop, and I sit with the learners to draw a personal development plan. The pre assessment and post assessment scores are communicated to the stakeholders of the program along with a report on each learner.

Let me know if you would like a similar program for your team.

A Happy Pongal to you!

Today was a holiday because of the harvest festival, Pongal. It's similar to Thanksgiving that is celebrated in the West. Since, we have so many occassions to celebrate, we also send and receive Happy Emails that spread the joy and spirit of each festival.
I received plenty of Happy Pongal emails that made me smile, and I replied with a Happy Pongal to you too!

Mind Maps and Emails

Have you heard of a Mind Map? It is an excellent tool that can help in gathering and sorting information. Tony Buzan developed the Mind Map in the late 60s to help students in note taking, memorizing and to review information.
The central theme generates a whole lot of connecting ideas and thoughts that are visually represented in a Mind Map. The cental idea could be a task, idea or even a word.
I have found Mind Maps extremely useful in giving my emails a structure, to jot down key points in discussions, concalls, meetings and brain storming sessions.
It forms an important part of my workshop on email writing skills where the participants draw Mind Maps to generate, structure and prioritize the information in their emails.
This link to Tony Buzan's official website will help you learn more on Mind Maps.
http://www.buzanworld.com/Mind_Maps.htm

More about greenbooks' email writing workshops...

I chanced upon this video which describes in a nutshell what I do in my Professional Email Writing Workshops. It felt like they got the words practically out of my mouth!

Of course, GreenBooks workshops follow a blended learning approach that is much more effective as we provide ample opportunity for the learners to apply the learning through our Learning Management System - www.igreenbooks.com. Further, we extend a whole month's support to our participants to help them apply the learnt skills.

So, take a look at this video, add the Learning Management System for blended learning and a month of free support, and you have a really great combo!

http://uk.youtube.com/watch?v=yDkLz0RS_PU&feature=channel

How do I write official mails?

This is a question that I hear often while training. I guess the question should be, 'How do I write professional emails'?
Here are a few points that will help in giving a professional finish to your emails:

1. Be clear about why you are writing the mail - what is your objective?
2. Is there any secondary information that will complement what you are conveying?
3. What are the action points you want from the mail, or what is the response you want?
4. Is the structure and logical flow sounding good?
5. Have I left enough white space in my mail?
6. Have I kept the audience in mind while writing?
7. Is my subject line, salutation and signature sounding casual or professional?
8. Are there any grammar errors?
9. Have I done a check after writing?

Well, I hope to have got the 80% of it. Try this and let me know.

At Elsevier

The past few days I have been training a team at Elsevier Publishing Services. They are an intelligent lot whose main role is communicating to authors in Europe and UK through mails. So, they come up with genuine problems that they face while writing to authors. Emails are not only vital channels for sending and receiving information, but they are a tool to build rapport. This is a big responsibility for the Elsevieran - authors are their clients so they need to be sensitive to their needs, and this becomes more difficult as they need to understand the cultural nuances involved.
One question that they ask me often is: How do I address my client? Most of their clients are renowned authors with doctorates, and expect to be addresssed as Dr or Professor. One way to decide this is to simply address them with their titles in the first mail and look for how they sign off their mails.
One participant in training said she had an devised a method to check this. She starts her mail like this: Dear Chris (May I address you as Chris)?
She says this has been pretty successful as some of them reply like this: Dear Bharathi ( Of course, you can call me Chris). Well, if they ignore this question of hers, she goes ahead and addresses them with their titles.
I don't see anything wrong in doing this. A pretty direct way, and you anyways leave the choice to the receiver.

Apostrophe Catastrophe!

One of the most common errors in writing is using the apostrophe incorrectly in plurals and possessives. I received an email from one consultant whose lines I quote here: In addition, I personally conduct coaching and mentorship programs for senior executives, managers and CEO's.
This gentleman has used an apostrophe for a plural. Could be a careless mistake or he simply got confused!
A couple of things to remember while using the apostrphe:

• Use an apostrophe to indicate possession. Example:

The dog's kennel is in the garden. The apostrophe is before the s when you are writing about one dog. (Singular possessive)

The dogs' kennel is in the garden. The apostrophe is after the s when you are writing about more than one dog. (Plural possessive)

• Nouns in the plural form don't take an apostrophe. So the consultant should have written thus: In addition, I personally conduct coaching and mentorship programs for senior executives, managers and CEOs.

check out this link

When my friend heard that I am putting down some of my learnings in emailing, he mailed me this link. Of course, there are hundreds of websites that speak about the dos and don'ts of emailing. This website is different because of the conciseness of content - as a quick reference material, and I personally liked the author's style of writing. Check out this link and let me know if it has helped.

http://www.businessworld.in/index.php/E-mail-Dynamics.html

email writing workshop

I will be conducting a workshop on writing professional emails for a Elsevier Publications next week. The approach that I follow for this workshop is described very briefly below:

Step One: An analysis of participants' existing emails - going through their writing styles, language and structure.
Step Two: Design and build the entire workshop based on the analysis.
Step Three: Participants read their emails like it was written for them - removing the fluff and making their language, style and tone appropriate to the receiver so that the message is clearly communicated.
Step Four: Participants use the learning management system to practice their new skills while I help them by giving them feedback on their work.

The results of the methodology is amazing as the workshop is very relavent to the participants' job, and has an ideal mix of both instructor led and blended learning.

I also find these workshops personally rewarding as I know that participants realize the value of this workshop, and also build many professional relationships with the participants.

Succinct subject lines

Your subject lines are like the headlines in the newspaper. Just as you read the headlines every morning and then read the news that interests you, your reader decides whether he wants to open the mail after reading the subject line. So, write subject lines that are pithy and are a gist of the content of the mail.

Your subject lines can be the message itself if the message is short. For example: 'Meeting postponed to 4 pm' can be the subject line of a mail that is sent out to members who need just that information.

Would you open a mail that has a subject line that looks like this: URGENT or IMPORTANT? I guess not, so dont write one. Finally, don't write your subject lines in technicolour - black or blue is professional.