Posts Tagged ‘grammar’

Using apostrophes

Saturday, May 29th, 2010

Many people claim that they don’t understand apostrophes. At least, they don’t understand where to put them!

Basically, an apostrophe indicates that someone or something owns something else. For example, the boy’s dog – the boy owns the dog.

For a singular owner, it’s easy. The apostrophe and an s come after the word – boy’s, Mary’s and woman’s.

Its also easy if a plural term exists, such as men’s, crowd’s, children’s and management’s.

If the owner ends in s, the apostrophe comes after the s without an additional s. So the horses’ stable and the Smiths’ house are correct.

Apostrophes are also required in abbreviations to show letters are missing. For instance, are not becomes aren’t and do not becomes don’t.

The trickiest word is its…

It’s is the abbreviation of it is; the possessive term is its. So it’s raining today, but the horse lost its shoe.

So there are no apostrophes for decades, numbers, plural abbreviations or plural items – some correct examples are
- during the 60s
- she bought some CDs
- find all the As
- look at my photos
- he is in his 90s
- a list of URLs
- the babies are sleeping
- we will have three pizzas please.

Details count…

Wednesday, March 25th, 2009

I wonder how any writer can downplay the importance of the details – if we all ignored grammar and spelling, our writing would become impossible to understand.

I’m the first to agree that spelling correctly and noticing the small aspects of grammar and flow are boring  – there’s no way to make them sexy or as appealing as catchy headlines or flashy imagery. But that doesn’t mean they can be ignored for good communication and good marketing.

Here are some reasons:

  • details show care – many customers will think “if he can’t be bothered proofreading or checking details, how do I know he can be bothered doing the details when working for me?”
  • details affect meaning -  using the wrong word (consider boy and buoy or assistants and assistance) or moving a comma can make a huge difference to the meaning. In business terms, some of my corporate clients are bound by regulations so little details are important to avoid legal and/or financial consequences – for them (and many businesses) details have to come above marketing
  • errors distract from the document – you want people to read the message of your business writing, not get distracted by lots of errors. As soon as someone notices an error or has to reread it for understanding, they are distracted and your message is diluted.

Personally, I wouldn’t consider using the services of a writer who states (or demonstrates!) spelling and grammar aren’t important in what they do – it’s like a doctor not worrying about the boring details of dosage in prescriptions or an accountant disregarding careful arithmetic!

We’re all human and the odd mistake can slip through, but they should be infrequent rather than acceptable.

To me, grammar is the foundation for good writing – if something is done well, you won’t notice the grammar but the message is clear. Do you notice bad grammar and poor spelling?

Mad libs to teach sentence contructions?

Tuesday, September 30th, 2008

Have you ever done some “mad libs”? Is this something you remember fondly from school days?

Personally, I hadn’t heard of mad libs until finding them mentioned in another blog, but apparently they have been widely used to teach children some grammatical terms in a fun way – maybe this is more common in the USA, or maybe I just missed out!

Anyway, a mad lib is where you choose some randoms words – nouns, adjectives, verbs and so on – and they are inserted into a piece of writing. The end result is usually nonsensical, but funny – and especially so for children I suspect!

I remember playing games where we each wrote a type of word, folded the piece of paper and passed it on so write another word on someone else’s piece of paper. The final result there was a funny sentence. Mad libs are similar to that game, but you don’t come up with the entire story with your words.

There is a website that actually creates the mad libs by asking you for the words and then producing the story for you. I tried it, inserting various Australian nouns, verbs and adjectives (in bold below), and got the following story as a result:

A Typical History Test
By: Roger Price & Leonard Stern  

Instructions: When the Australia rings, unfold your papers and answer the following Victorians.1. What general won the Battle of Adelaide.2. Which American river said, “Give me liberty or give me trees“?3. Who was the first president of the United animals of New Zealand?4. Why did Benjamin Franklin fly a/an bird during a thunderstorm?5. Who made the first beautiful flag?Answers to Test:1. Jackson2. Mel Gibson, when he was executed by Russell Crowe for riding.3. Ian Thorpe4. He was discovering koalas.5. Sigrid Thornton

Finding a fun way to teach children the different ypes of words (nouns, adjectives, verbs, etc) is important for them to be able to construct good sentences and stories – but it isn’t always a fun topic to study! Mad libs are certainly light hearted but do require some knowledge of word types to work. The mad libs site includes definitions of the word types, too, to help children learn as the select words.

Do you think this is a useful tool in teaching children what a noun/verb/adjective/etc is? I’ll be letting my children have a go at these stories and see what they think of them. If I remember, I may even ask their teachers how they view this from an educational point of view.

 

New category…

Friday, April 11th, 2008

I have come to realise that there are two groups of people writing for business – those who are ready for technical knowledge and those who need more help with the basics of writing and grammar. Most of my blog so far has been aimed at those with a certain level of knowledge, rather than helping those (usually sole traders and particularly WAHMs and WAHDs) who need information about the basics to present themselves in the best light.

So, I am adding a new category called “basic grammar and writing” where I can include an occasional post about topics that may seem more obvious, but are critical for good English and a professional presentation. For those who need this, I hope it helps you! And please ask about any specific topics you want to know about.

there, their or they’re?

Friday, March 21st, 2008

With one exception*, my writing articles and blog entries assume some basic knowledge – if you are writing for business purposes, I assume you know the obvious rules of capital letters to start sentences, common spelling rules and the idea of paragraphs.

So I have never written about there/their/they’re – until now!

I have seen these words misused a number of times recently, and getting an email today from someone who calls herself a writer with the sentence “Their are some great news items ” was the last straw for me! (How can they own ‘are some great news’?)

If this is obvious to you, I apologise! If it isn’t, I hope this helps and I apologise for not helping you sooner!

There, they’re or their?

All 3 words sound exactly the same, but have totally different meanings and uses. Using the wrong word can make a sentence very confusing or just make the writer look silly – neither is what you want in your business (or other!) writing.

They’re is short for they are – so it is used as “They’re running late today”

There is not here – so it is used as “We will go there tomorrow”

Their shows they own something – it is used as “John and Betty will bring their car, too”

Imagine the following sentence with the wrong there/they’re/their spellings…

“They’re bringing their own car so we will meet them there.”

Use your words wisely!

* the exception is this article on basic grammar rules which I wrote to help a trainer with a communications module he was teaching.

Check presentation

Monday, March 3rd, 2008

I often mention checking the details, expression and grammar of your business communications. It is also very important to check the presentation as well as that is one of the first things people notice before they even read a word.

Checking means in the final form as well as in drafts, too.

I know I have prepared something carefully on my computer, checked everything carefully and then uploaded it the internet to find it does not present properly live. Sometimes it was something simple like a bad image reference, but other times I couldn’t find a fault, only a solution!

This is why good printers and designers will provide you with proofs before printing starts, just to be sure nothing has moved or changed colour during the preparation process. When checking proofs, you have to be very focused and detail orientated.

I followed a link to a website recently. The entire site was a blog (and we’ll leave having a blog as your business website for another discussion) and I read through a few pages of it. One page was an article listing 10 points that literally looked like:

  1. 1. this is our first point
  2. 2. and our second point…
  3. 3. and so on…
    11. closing paragraph one
    12. closing paragraph two

To give her the benefit of the doubt, I assume she had the article written elsewhere with one set of numbers, added it to her blog and selected numbered list again. Human error, probably; carelessness to not check the final result, definitely.

What is possibly worse are the sites you visit to find little red crosses instead of images, even when you visit again months later. It certainly gives the impression that they never look at their own site or pay attention to details – which is probably not a good impression to give prospective clients.

In my next post, I will cover some of the details I always check for in a final presentation draft.

Always double-check your writing

Friday, December 14th, 2007

Writing well is more than just getting words onto the page – you also need to check the correct words and spelling are there to be read.

I was looking at a website the other day and I’m sure they didn’t proof read it – maybe they didn’t actually read it at all once it was written. On their contact page it states:

Submit your answers and reply or call at no time.

The bit that jumped out at me was ‘call at no time’ – not exactly a welcoming message for a business! The mistake of ‘no’ instead of ‘any’ is simple to make but has a big impact on the final meaning of your words.

Of course, ‘submit your answers and reply’ doesn’t make sense either. Reading over their work (or getting someone else to read it for them) could have ended with webcopy that made sense.

So always read through and check your writing says what you wanted it to say, without missing words.

Trusting suppliers

Sunday, December 2nd, 2007

Outsourcing is a valuable activity in business – you gain expert assistance, time and completed projects.

Yet many business owners choose to not trust their suppliers. Now obviously you need to maintain control and ensure suppliers are providing you with what you’re paying for, but you are also paying for their expertise.

I recently did some webcopy for a client. Amongst other things, I rewrote their about us page – both adjusting the content (as requested by the client) and improving the flow and grammar of the page.

The feedback from the client was ‘that’s good thanks, but we made a few changes to the about us text’. That’s great – they should take ownership and make changes so it is accurate and they are comfortable with the final copy.

However, when I looked at their changes I saw that they had replaced a lot of my text with their grammatically incorrect text again. By grammatically incorrect, I’m talking about sentences like ‘we started our business because my son needed…’ without indicating who ‘me’ actually is. It ended up not making much sense and looking very amateurish, unfortunately.

The point is that if you’re going to pay a professional writer, then take their advice on grammar, flow and style, even if you want to change the tone or content of the work.

I’ve heard graphic designers, accountants, web designers and database programmers express this frustration, too. In all instances, the professional has done what the client wanted but is disappointed in the result as they are aware of the errors. The professional is also unlikely to add that project to their portfolio so you won’t get any free advertising that way, either.

Question a professional by all means, make a suggestion even, but listen to what they tell you before you assume your way is best.

If you are not ready to take professional advice and direction, then maybe you aren’t ready to give up any control of your business and outsourcing won’t help you.

Outsourcing will help you and save you time, but only if you are ready to accept that help.

Style Guide vs Style Sheet

Tuesday, November 20th, 2007

A couple of weeks ago, I wrote about the use of style sheets to help you keep your writing consistent. The next step is a style guide.

What’s the difference?

A style sheet is short (usually only one page) and lists very specific items, such as preferred spellings of particular words.

A style guide is a comprehensive set of rules to keep everything consistent. A full style guide can list the logo colours, spelling style, formatting, design and more, and would include everything in the style sheet as well.

Often, a style sheet is a summary of frequently used details from the style guide.

Which is better?

A style sheet can be on your desk or wall as a quick reference you can refer to as you work. So it is great for everyday items.

A style guide is important to maintain your brand. It can be used by your suppliers as well as by staff to ensure that everyone uses the same rules to keep consistency regardless of who does the work.

If you are a sole trader, you may not think a style guide is worth the effort as you control everything. But as your business grows or if you leave someone else in charge when you take a break, a style guide can keep your control in place. It can also be a very useful tool to offer potential buyers if you later to choose to sell your business.

For a professional appearance, a style sheet is a great start, but I would recommend a style guide as something to aim for over time.

I’m sure they start earlier…

Wednesday, November 14th, 2007

Yesterday, we had the chance to look at the grade 1 classrooms our child may be in next year. We had time to wonder around and look at the children’s work and the provided posters on the walls.

It was interesting to see that they have learnt about adjectives, different writing styles (narrative, reporting, discussion, etc) and proofreading – I’m sure I didn’t know all that in grade 1!

I occasionally help a trainer with a communications module he teaches as part of a course, and I can tell you there are a lot of adults who don’t know what these grade 1 students are learning. Of course, I see many other examples as I read things in general, too.

Maybe we’ll have a very literate community in 30 years or so, or maybe it’s just our school setting a high standard. Either way, I’ll keep sharing writing and grammar tips here and in my newsletter in the hope of helping people use correct grammar – and parents stay up with their kids!