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.