On Breaking Parallel Structure

I have written often in this blog about the value of parallel structure in creating fluent, clear, and concise phrasing. Just type the term parallel in the search bar on this page for numerous helpful tips and examples on the topic. 

I have also written about breaking parallel structure to achieve a desired effect in fiction and business writing, and I have shown how great writers like Joan Didion have done so. For another example of breaking parallel structure, simply in the name of plain language, here is a sentence from former US President Barack Obama in a tribute on X to Ethel Kennedy after her death:

Ethel Kennedy was a dear friend with a passion for justice, an irrepressible spirit, and a great sense of humor.

If you'd say that sentence seems understandable, I'd agree. But Obama breaks with the parallel convention, which would not have proven as good a sentence. He describes three Kennedy's attributes:

• passion for justice (noun + prepositional phrase)
• irrepressible spirit (adjective + noun)
• great sense of humor (adjective, noun + prepositional phrase)

 Note the inconsistency in the phrasing. Here are three alternative and consistent phrasings based on the context of the original sentence:

1. Noun + Prepositional Phrases: Ethel Kennedy was a dear friend with a passion for justice, humanity through an irrepressible spirit, and a sense of humor. 
2. Adjectives + Nouns: Ethel Kennedy was a dear friend with passionate justice, an irrepressible spirit, and great humor.  
3. Adjectives, Nouns + Prepositional Phrases: Ethel Kennedy was a dear friend with a deep sense of justice, an irrepressible spirit for humanity, and a great sense of humor. 

I hope you agree with me that example 1 seems robotic and redundant, example 2 nonfluent and confusing, and example 3 overwritten and verbose. Obama's usage, on the other hand, seems ironically parallel, although it technically isn't. The three phrases he chooses are more common speech and, therefore, heartfelt and understandable.

My point: Use parallel structure but know when to break this rule.

 

Writers Must Change Their Language

"Writers are obliged, at some point, to realize that they are involved in a language which they must change." - James Baldwin, "On Language, Race, and the Black Writer" in The Cross of Redemption: Uncollected Writings

Although James Baldwin began his essay with the sentence in the epigraph to assert a cause for racial justice, I would suggest that all writers should heed his advice, from novelists, playwrights, or poets creating an artistic work; to technical writers crafting instructions; to investigators authoring incident reports; to administrators composing policies; to auditors drafting workpapers; to managers positioning proposals; to lawyers finessing court briefings. Language changes, and writers are responsible to effect those changes as reasonably, precisely, and understandably as possible.

Words constantly enter our lexicon thanks to changes in our culture, workplace, and technology. We need new words, or at least word forms, to express novel concepts. As an example, think of smishing, which conveniently refers to a fraudulent text message posing as from a reputable source intended to capture personal information from the receiver. As new words arrive, we must be mindful of how best to use them in terms of their context. We would not want to say we were smished if someone pickpocketed us or scammed us in a three-card monte game. We have other words for those schemes; I would settle for robbed. On the other hand, I can imagine any of us comfortably—and accurately—saying, "She's ghosting her boyfriend for his incessant mansplaining." 

Writers also need to refine existing words to reflect the times they live in. As we moved toward gender-inclusive language, English language writers replaced terms like policeman with police officer and mankind with humankind. Sensitive to pejorative meanings of words, they prefer an inexpensive product to a cheap one, as the former denotes only price while the latter connotes poor quality. Managers might write about a project due date, which seems more neutral than the stress-inducing deadline.

Baldwin's insight about the writer's obligation reminds us that language is fluid, and as writers, we are the architects of its evolution. 

On Writing in Tough Conditions

Some of my clients write in difficult situations. They are investigators reporting from their car at the site of an accident during a snowstorm. They are analysts assessing a particular market by email on the trading floor during an especially hectic day. They are project managers creating spreadsheets of multi-million-dollar construction jobs from a cramped, dark trailer. (Some have even had to write messages to their base from an active battlefield.) Writing in tough conditions, such as during bad weather, in noisy environments, or with uncomfortable ergonomics, presents unique challenges that test a writer's creativity, focus, and resilience. These obstacles can make it difficult to maintain concentration, leading to frustration, slower progress, and reduced quality. However, mastering the ability to write in such conditions can foster stronger discipline and adaptability. Here's how.

Bad Weather

Bad weather, particularly heavy rain or cold, can impact both the mind and body, undermining comfort and concentration. The key is to create a mental and physical barriers to block external discomfort. Some ways:

• Prepare yourself. Make sure your devices are fully charged. Organize the writing space of your car, if that's where you work. Stay hydrated and bring comfort food.
• Create as a comfortable an environment as possible. Do whatever you can to optimize your writing space. Find as quiet and comfortable place as feasible. Use a blanket if outdoors or a space heater if indoors, to create an agreeable environment. 
• Find internal motivation. Focus on the content rather than the discomfort. Have the talking points squared away in your head and attack them one at a time.
• Use dictation tools. This method is particularly helpful for those who are not fast typists.
• Use video and photography. Taking videos or pictures onsite can help you recall content when you are writing or rewriting offsite in a more comfortable place. 
• Break up the writing process. Remind yourself that the particular report you're working on takes only x minutes to capture all the content. Plan and draft the report where you are and revise, edit, and proofread it when you are in a better physical space.
• Set small goals. Break your writing into short, timed sessions with reasonable word-count goals to maintain productivity despite external conditions.

Noisy Environments

Noisy environments, such as high-talk areas, traffic, or construction noise can be intrusive. While some writers are not bothered by background noise, others may struggle to concentrate. Three tips:

• Relocate. When possible, find a quieter place, such as a library or unused office space, to escape loud distractions. If you’re in a public space, choosing a quieter corner can make a difference.
• Turn off notifications. You may need to be available to all incoming messages, but you can delete the noisemaking part of notifications. The difference may be minor, but all these differences add up.
• Use noise-cancelling headphones. Investing in such devices can help you block loud or distracting sounds, allowing you to focus more easily.
• Ambient noise or music. If absolute silence isn't an option, try playing soft background music or ambient sounds (like  slow-paced instrumental music or nature sounds) to help you focus on the writing task instead of the unbearable surrounding noise.

Uncomfortable Ergonomics

Uncomfortable ergonomics, like poor seating or inadequate lighting, can cause physical strain, leading to discomfort or pain and reduced productivity. Some actions you can take:

• Check your posture. Get into the habit of telling yourself, "Body check," making sure you are not slouching or twisting in ways counterproductive to efficiency.  
• Invest in ergonomic equipment. Invest in an ergonomic chair, a laptop stand, or an external keyboard and mouse to ensure proper body support.
• Adjust your seat. Find the right height from your seat to the floor. This adjustment makes a big difference in fighting body fatigue and back or leg pain.
• Break regularly. Avoid sitting in an awkward position for long periods. Stand up, stretch, or walk around every half hour to relieve pressure on your body and refresh your mind.
• Improve lighting. Ensure your workspace is well lit, with natural light if possible, or use a desk lamp that mimics daylight to reduce strain on your eyes. Alleviating this physical challenge generates longer periods of concentration.

Though writing in tough conditions is demanding, it is usually not an unconquerable task. It builds endurance. Adapting to these circumstances develops stronger focus. Embracing these challenges can turn discomfort into an opportunity for growth. Implementing these practical solutions will improve your writing productivity, enhance your comfort, and increase your self-confidence in challenging conditions.

The Value of Reading Redux

A post I wrote five years ago for this blog called "The Value of Reading" highlights nine reasons that reading adds immeasurable benefits to our lives. I doubt that piece will ever lose its importance, and it might be the best of 1,300-plus posts I've written here over the past nearly 20 years. At 451words, it is an easy and quick read, so I encourage you to read it.

Before going there, you can find right here a tenth reason for reading as an indispensable activity: Reading deepens our empathy. It brings the world closer to us. It helps us to better understand other people, origins, cultures, desires, attitudes, and actions. Through choice, quality reading, we immerse ourselves in the aspirations, challenges, shortcomings, strengths, and courage of those whose struggles we share and, in many cases, whose lives are far harder than ours. We find common ground. We rediscover those ideas and dreams that make us all human. 

So sure, pick up a newspaper and a magazine, but a book too. Stretch yourself and read a broad range of topics. It will make you a better human being.  

Avoiding a False Equivalence

Let's say you live in Buenos Aires and have landed a job in New York City. You ask an American friend where you should live, in the city or in a small suburban town 30 miles away. She answers, "You'll have to pick the lesser of two evils. You could live in a congested, polluted, loud, unsafe place, or you could deal with long commutes and limited cultural activities." The choice seems like you can put your health and life at risk, or you can endure long train rides on weekdays and suffer from boredom on weekends. Your friend has not quite endorsed living in the suburbs, but she might as well have.

That's the choice Pope Francis laid out when asked about the coming United States presidential election. "You have to choose the lesser evil," he said. "What is the lesser evil, that woman or that man? Both are anti-life—both the one who throws out migrants and the one who kills babies. Both of them are against life." While the pope might claim impartiality about the outcome of the election, he in fact creates a false equivalence. He asks his audience to consider which is preferable: deportation, which he assigns to Donald Trump, or infanticide, which he links to Kamala Harris. Of course, we would rather deport someone than murder a child. In effect, he implies—no, asserts—that Donald Trump is the better choice. 

As writers, we need to be aware of this logical fallacy. We must the check the equivalence of offered options. Every genuine option has at least one disadvantage as well as an advantage. We must avoid false dilemmas by fully exploring the depth of nonbinary situations. The pope, even from a perspective of, as he put it, "political morality," failed to do so. 

The Value of Traveling for Workplace Writers

For business, scientific, and technical writers, factual accuracy, precise language, and grammatical correctness matter. But how can employees achieve these objectives if their frames of reference are limited? Will online or local onsite education close the knowledge gap? I doubt it.

 

One way to expand a writer’s acumen, ability, and ultimately, authority, is traveling. I understand that staycations are growing in popularity because of the prohibitive costs of travel. If you think like that, believe me, you are right. Nevertheless, I consider travel as an investment in my professional development, even when I am vacationing. I’m not talking about cruises or resorts where everything is handed to you. I mean walking through the streets of Barcelona, Berlin, or Brussels at dawn, or strolling along the Croisette in Cannes at dusk, or hiking through the Rocky Mountain National Park. Though usually seen as a leisure activity, travel offers at least invaluable benefits for writers in any work-related field.

1.   New Perspectives on Global Markets. Travelers get immediate exposure to different business cultures, market conditions, and international trends. Understanding how the world works helps writers craft content that connects to a broader audience, insights hard to realize from a distance.

2.   Improved Problem-Solving. When traveling, businesspeople encounter new ways of solving problems, whether it’s how Beijing handles transportation or how a small business in Valletta uses technology. These experiences can inspire innovative approaches in writing, especially when addressing complex technical subjects.

3.   Enhanced Communication Skills. Navigating foreign environments requires loads of adaptability, patience, and communication—skills vital to business and technical writing. The ability to break down complex ideas into understandable concepts is sharpened when communicating across language and cultural barriers.

4.   Cultural Competency. Global industries demand cultural awareness. Traveling provides firsthand experience with diverse business practices. Therefore, a writer with such experiences is likely to write with greater sensitivity to divergent perspectives, regulations, and expectations, a key skill for writing to international audiences.

5.   Heightened Creativity. One of the most profound aspects of travel is meeting new people. These encounters affect our understanding of human nature. Everyone has a unique story to tell from which we can all learn. Conversation with a server in a Copenhagen restaurant, a cab driver in Sydney, a concierge in Hyderabad, or fellow travelers in Havana cultivates new ideas for writers.

6.   Enhanced Confidence. Travel fosters self-reliance and independence. These attributes are indispensable for writers, as they infuse their story lines with an expanded horizon. Writers can eliminate a lot of guesswork because they’ve been there and done that.

Writing in the workplace requires talent, for sure, but even more, it demands insight, creativity, and determination. Travel can strengthen these qualities. You do not have to travel far to prove my point.

Honoring the Writer's Job on Labor Day

Labor Day is here. I celebrate the work of manual laborers all over the world. Without them, we would not have the food, clothing, and shelter we need to stay alive. Their diligence and dedication have built our world. Traditionally, Labor Day honors the contributions of workers across various industries, including construction, education, farming, healthcare, and manufacturing. As the son of a father who was a police officer and butcher and a mother who was a cafeteria worker and school aide, both union members, I am proud of their legacy. I also can think of unsung workers who have supported these professions, quietly working in the background to convince the world of the value of these laborers: writers. Their work may be rooted in creative and intellectual disciplines, but in these times, they too are essential workers.

Writing as Labor

People who do not understand the value of writing often see it as a solitary and underappreciated profession. However, the labor involved in writing demands that writers pour their hearts and minds into their work, whether they're crafting a novel, drafting research papers, or penning articles that inform and inspire. The process requires dedication, persistence, and a willingness to engage in deep thinking—qualities that are essential to the art of writing.

On this Labor Day, consider writing as a form of labor that requires immense skill and effort. Writers shape ideas and build narratives that contribute to the cultural and intellectual fabric of their business and society. Books, articles, and reports represent countless hours of research, revision, and thought.

Writing Through Challenges

Like all forms of labor, writing comes with its own set of challenges. Writers often face deadlines, creative blocks, and intense pressure in constantly producing new and engaging content. Many writers juggle their work alongside attending to the demands of other business responsibilities, including traveling offsite, attending meetings, planning and executing projects, communicating within and outside the organization, and researching business issues.

Despite these obstacles, writers continue to persevere. They adapt to changing circumstances, find new sources of inspiration, and push through difficulties to bring their ideas to life. This resilience is laudable, especially on a day dedicated to honoring the contributions of workers.

Writing for Reading

The work of writers extends far beyond the screen or page. Their words have the power to inform public opinion, influence policy, and shape the course of history. From investigative journalism that uncovers the truth to creative works that offer new perspectives, writers play a crucial role in our society. Their labor is foundational to education, culture, and communication, making the world a more informed and connected place. Whatever you are reading, you're benefiting from the labor of a writer.

Honoring the Writer's Job

It's easy to overlook the challenges writers face and the significance of their job. Your labor as a writer is worthy of recognition. Whether you're writing for yourself, for an audience, or as part of your profession, the effort you put into your craft is meaningful. Take a moment on Labor Day to reflect on your achievements and set new goals. Writing is hard work, and just like any other form of labor, it's important to recharge and celebrate your accomplishments.