Even the Pros Need Practice!

This past week, I had the pleasure of working with both engineers from New York City Transit and lawyers from the New York City Department of Homeless Services. As divergent as their fields are, these highly educated professionals share at least three challenges:

1. They have to write a lot quickly.
2. They have to keep their writing brief without sacrificing relevant content.
3. They have to be clear about complex ideas for readers who may not share their expertise.

Much easier said than done. I designed the courses to address these issues (Executive Communication for NYC Transit and Legal Writing for the Department of Homeless Services), and I came away impressed by the course participants. They did not put on airs of superiority or excuse themselves from participating actively; rather, they focused on improving their skills for the eight hours we were together. They asked trenchant questions about tough writing situations and worked hard through all the course activities.

What does all this tell me? That all of us can stand a course designed to help us reflect on the writing problems we face at work. I thank the management that inspired and supported these programs and especially the participants who committed themselves to sharpening their skills! I am sure they know that I learned as much from them as they learned from me.

To purchase your copy of The Art of On-the-Job Writing by Philip Vassallo, click here: http://firstbooks.com/shop/shopexd.asp?id=144

Could You "Not Care Less" or "Care Less"?

I just had to follow the previous post (try and vs. try to) with a look at a commonly heard careless expression: When declaring disdain about someone or something, some people say, “I couldn’t care less” while others say, “I could care less.” Which is right?

In both cases, the speakers mean “I couldn’t care less.” If we could care less, then maybe we care at least a little, right?

On the other hand, if you care more and have a question about expressing yourself properly, send it to me at vassallo@aol.com. I may post your name and question with my response on this blog, and I will definitely write back to you directly.


To purchase your copy of The Art of On-the-Job Writing by Philip Vassallo, click here: http://firstbooks.com/shop/shopexd.asp?id=144

"Try And" vs. "Try To"

Once again, my friend Marco D. DeSena, a former New York City Urban Fellow, appears on this blog with the following observation and question:

When people write and speak, they usually say, “I'll try and do this for you ...” Is the word and correct there, or should the word to be used? There are numerous instances where writers use try and do. It seems like it snuck into our vernacular, or mine, I should say, but to me something doesn’t fit. What’s your take on this? Can you try and give me an answer …

Very funny.

Though Mr. DeSena was not sure of the answer, he had the right linguistic instinct here. I answered:

"Try and” has become an idiom, like “hurry up” for “hurry”; however, “try to” is proper.

So if you're e-mailing a buddy on a personal level, as Mr. DeSena did when he wrote to me, you should try and write as you like; however, in formal writing, try to write properly!


To purchase your copy of The Art of On-the-Job Writing by Philip Vassallo, click here: http://firstbooks.com/shop/shopexd.asp?id=144

Win a Copy of THE ART OF ON-THE-JOB WRITING!

First Books, Inc. will be giving away a free copy of my book The Art of On-the-Job Writing to the winner of its first "Worst Writing at Work" contest. For the fun of it, I encourage you to enter.

What you'll need is a good sense of humor and a thick skin because you'll have to admit to an embarrassing mistake that you made in an e-mail. (If you go the contest website, www.worstwritingatwork.com, you can read a humbling mistake that I made.) Just entering the contest entitles you to a 10% discount on the book, so in a sense everyone who enters is a winner.

Visit www.worstwritingatwork.com for contest details. Have fun!


To purchase your copy of The Art of On-the-Job Writing by Philip Vassallo, click here: http://firstbooks.com/shop/shopexd.asp?id=144

How to Tone It Down

The great American composer Irving Berlin once said, “Life is 10 percent what you make it, and 90 percent how you take it.” With this thought in mind, I mention in almost every writing class I present that how you write something (tone) is as important as what you write (content).

During one of my recent courses, Rita Hein, an analyst in the Worker’s Compensation Unit for the New York State Metropolitan Transportation Authority, proved that she has a deep understanding of tone. Ms. Hein wrote a proposal for changing certain work responsibilities to her manager. In her first draft, she wrote in a style reflective of her personal relationship with her manager; in her second draft, she wisely chose a less personal style in case the proposal would go to upper management. Notice below in an excerpt from the justification section that she removes herself from the second draft to create a more appropriately bureaucratic feel:

First Draft (personal): This change would enable me to allocate more time for preparing files for Workers’ Compensation Board hearings.

Second Draft (impersonal): This change would enable the allocation of more time for preparing files for Workers’ Compensation Board hearings.

In the second draft of her concluding statement, the writer once again removes herself from the sentence and chooses the passive voice to make the narrative more objective and impersonal.

First Draft (personal): Upon your approval, I can set aside one hour a day for the next four days to train Colleen in the procedures of her new assignments.

Second Draft (impersonal): If this proposal is approved, one hour a day for the next four days would be set aside to train Colleen in the procedures of her new assignments.

Careful writers like Ms. Hein judiciously use active or passive voice and add or remove personal pronouns to keep the writer focused on the point and not on the egos involved. The result will surely mean faster action.


To purchase your copy of The Art of On-the-Job Writing by Philip Vassallo, click here: http://firstbooks.com/shop/shopexd.asp?id=144