20 Words to Watch

Supposedly, the following 20  words compose 25 percent of all spoken American English words:
Pronouns: I, you, they, it, he, she, what, that, this;
Articles: the, a; 
Verbs: is, have, do;
Prepositions: to, of, in, on;
Others: not, and.
They are often the words that trip up the best typists and proofreaders.

Small Words and Fast Friends

I hear highly technical professionals say, "I'll have to dumb it down" in reference to their non-technical audience. News flash: non-technical professionals can understand technical concepts when those concepts are described and explained in common, familiar language. We can all take a lesson from a language and communication expert, as excepted below.

From Richard Lederer's essay, "The Case for Small Words":
"Short words are as good as long ones, and short, old words--like sun and grass and home--are best of all.... Short words are bright like sparks that glow in the night, prompt like the dawn that greets the day, sharp like the blade of a knife, hot like salt tears that scald the cheek, quick like moths that flit from flame to flame, and terse like the dart and sting of a bee.... Short words are like fast friends. They will not let you down."

Let's not let one another down either! Treat your audience like a "fast friend."

Tips for Writing Better Business Documents

Business writing can be ineffective: wordy, confusing, rambling, and full of acronyms. One tip for writing better documents is to follow the 10 steps below.
The Pre-writing Stage:
Step 1. Prepare (mentally, physically, environmentally...)
Step 2. Generate (question, interview, research, determine objectives)
Step 3. Organize (cluster, outline, subordinate, coordinate...)
Step 4. Develop (add details, examples, sensory word choices, action verbs, concrete nouns...)
The Writing Stage:
Step 5. Draft (a document written from the writer's perspective)
Step 6. Compose (a document written for the reader's perspective)
The Post-writing Stage:
Step 7. Incubate (allow time for relaxation or diversion from the writing task)
Step 8. Edit (add, delete, change..)
Step 9. Revise (make the edits)
Step 10. Proofread (correct any errors, distractions, or distortions)
Second Tip: Using a template for routine messages can simplify the Pre-writing Stage.
Third Tip: Write out the words of any acronym you want to use; follow the words with the acronym in parentheses, and use the acronym thereafter in the document.
Fourth Tip: Ask for help from others to edit and proofread. Remember you should be your first proofreader and your last proofreader; nonetheless, you are also your worst proofreader. Why? Because you know what you meant to say and may not recognize that you failed to say it clearly.
Fifth Tip: Use reverse scheduling to make appointments with yourself for the writing process--step by step--to be completed before your deadline!

Writer's Bill of Rights

The writer has the right
1. To ask questions to explore the audience, the purpose, and pertinent content.
2. To think and plan before writing a sentence.
3. To draft out of order and rearrange later.
4. To use punctuation to guide the reader's understanding, sentence by sentence.
5. To add transitions to plot a logical progression of thoughts.
6. To use spell check and a collegiate-size, hardcopy dictionary.
7. To use grammar check and a style guide, such as William Sabin's Gregg Manual of Style.
8. To read aloud to hear the word choices, flow, and tone.
9. To ask a trusted reader to give feedback.
10. To revise and rewrite to satisfaction or perfection, as time and task warrant.
Furthermore, these rights assist the writer in fulfilling the writer's duty: making the reader's job of reading, comprehending, thinking--and maybe, even, agreeing--easy.

Love and Honor

June 8, an anniversary to commemorate. I refused to say "Love, Honor, and Obey" in my vows and said "Love and Honor" instead. My parents dropped "Till Death Do Us Part" from their vows. I have continued to send Momma an anniversary card every September 26 since Daddy's passing, as she still feels married to him. Words can be worth living and dying for: "Of the People, For the People and By the People." When I was growing up, I heard my mom say, "A promise is a dead-on pay." She was angry any time she said those words, so I never asked her what she meant. Usually, one of my siblings had informed her of an injustice in which one of us had not kept a promise. I figured I had to die keeping any promise I made. During an early marriage, I did face the choice of inevitably dying at the hands of a man who said he loved me and who acted as if he hated me. After we parted ways, I read a Shakespearian quote: "A promise is a debt unpaid." I called my mom who swore she had said that all along. Whether it had been a matter of her enunciation or my auditory discrimination remains unresolved. Nonetheless, I stayed in an unhealthy marriage too long because of a faulty belief that I must die keeping my vow. Later, a friend pointed out my June 8 husband had broken his vow to "Love and Honor" me before I finally realized I would have to break mine to stay alive. Be careful with words. Choose the ones you will live by with care. Your children are watching.

Recognition

Employees' top criticism of management in the workplace: not being recognized for what they do well. We all are informed of managers' opinions of our errors or poor performance, if not immediately, then on the next performance evaluation/review/assessment. Whether you are a manager or a coworker, you can turn that around. Recognition can be formal or informal: it simply must celebrate the person or team being recognized for contributions or achievements. A funny awards ceremony in the cafeteria, a "thank you" at a team meeting, a posted proclamation at a work station--use your imagination. Traditional ideas include pizza party, dress-down days, and cruises. Innovative ideas include traveling trophies, role exchanges, and competitions with bragging rights. Bring good performance and results to others' attention to increase morale, retention, satisfaction, performance, and results. Acknowledge specific, positive behaviors to encourage more positivity--and, ultimately, more productivity and profitability. Send a thank you note to someone at work today!

Fairness

"No fair!" A child's chant heard across playgrounds and inside homes everywhere. When a child's wishes or wants go unacknowledged or unfulfilled, the child expresses injustice. We harbor that child inside all of us and do not seem to outgrow the chant: "No fair!" Human Resources offices and courts overflow says, "No fair." Someone gets promoted, and someone else says, "No fair." A company downsizes: "No fair." Mandatory training: No fair. Can't get your first choice for vacation: No fair. Decades ago, a mentor told me, "Fair is getting what you want, and unfair is not getting it." So, how do we define fairness in the workplace? Equal opportunity? Equitable treatment? Taking turns? Being recognized for good performance or results? Being paid a living wage? Being paid for experience or responsibility? Certainly, fairness implies teamwork, or at least acceptance of the criteria within the boundaries of the law and policies. As team members have input in the fairness criteria, they will have fewer complaints regarding limited resources and fulfillments. This is an area managers can share control to show they care. "It's only fair."

Ask and Ask Again

I remember wondering why my three younger sisters had so many party dresses when they were in college, so I asked my dad. His reply: "Because they asked." Hm. I thought about my two high school prom dresses--one I made, one I got on sale. I learned then if I had asked for what I wanted, daddy would have had a better chance of helping me get it. I also learned that I can supply my own needs with a little initiative. Do you find you assume the budget will not permit you to get what you want or need? Do you remain silent, allowing others to assume you have what you need to get the job done well? Maybe the budget is set and you have to think about the next budget. If you begin asking now and have compelling reasons, chances are greater that you will be rewarded with a line item. You can sometimes accomplish a shift in priorities by being the squeaky wheel or the incessant cookie requester. Remaining silent rarely changes minds or circumstances; speaking up for what you need or want can.

Social Media in Business Communication

Post on social media only after you have learned how to remove or edit a posting! Common sense often kicks in hours after your finger pushed "send." These days, business, government, and military recruiters are searching social media for evidence not to hire someone and for reasons to fire others. Be careful of what you post--think of it from outside your own head and shoes. Consider your reputation and that of others you want to be in connection. Although critical thinking is a skill and a value, it may not be the best criterion for deciding what to post. Common sense and common courtesy are better foundations. Last night I tried an experiment and posted an uncomplimentary comment and by 9:00 this morning, I had negative, critical feedback addressing the post. Bad news travels fast--but do you want to be known for being its pall bearer?

Group or Team?

Recently, I worked with a new nonprofit Board of Directors. Within the first two hours the members had referred to themselves as "this group." I brought this to their attention. None had been aware they had not called themselves "board" or "team." I explained that their choice of words was telling of the nature they regarded their interactions--as a group of people without shared goals. A group is not necessarily a team, yet a team is a group of individuals with shared or compatible commitments. One of my outcomes for them at the end of the weekend retreat was that they felt like a team and functioned like a board. Their strategic thinking and planning tested their commitment to the organization and their accountability to one another. They skillfully negotiated core values selection and began the goal-setting process. I am excited to watch them grow into their mission and vision!

Tone of Voice in Written Communication

If you find yourself typing "You need to," "Needless to say," "This goes without saying," "As I have said before," or "I shouldn't have to say this again," STOP. You are being wordy at best and condescending at the worst. When giving directives, it is easy to sound like a critical parent. Avoid doing so with adults: they do not appreciate hearing or reading such a perspective. Remove the negative words, the embedded sarcasm, and the patronizing tone. Remain neutral and positive, without blame or shame.  State what is, what is not, and what will be. Keep focused on the present and future; dwelling in the past usurps energy needed for applying lessons learned.

Making Change Successful

The discussion in a recent seminar focused on change. Participants shared insights from several decades of experience.
1. Some of the reasons these erudite professionals listed for why change initiatives fail follow: the target people have no sense of urgency, are not invested in the new way, are invested in the old ways, are not uncomfortable enough, had ineffective introduction, had improper implementation, had poor articulation, had inconsistent messages and outcomes, had a lack of essential resources, and/or had little accountability.
2. What are the reasons you have for poor performance? The poor performance that comes out of a reluctance or a resistance to change results from these possible factors: individuals do not agree, they do not understand, they are not committed, they are not valued and do not value the change, they do not know how to make the change happen. What factor follows you the most in your career?
3. There seems to be a continuum that includes five stages for people to navigate through change: deny (the status quo stage), resist (the "no, because" stage), watch/wait (the "maybe" stage), accept/comply (the "yes, but" stage), and advocate (the "yes, and" stage).
4. Would there be less early resistance if managers and leaders referred to change by another name, such as opportunity, initiative, or plan?
5. In addition, five characteristics of change emerged: change takes time, it must be chunked into steps or phases, it must be related directly to the individuals who are to make the change, it is first often perceived negatively and pessimistically, and it is endured best one hour at a time.

Change disrupts comfort, disturbs habits, and interrupts perspective and priority.Change requires you to embrace risk, to take a chance on doing something different for the sake of making improvement. How will you use this information to address the next change you face? How can you find a sense of control in the midst of the change to make your efforts successful?

Innovation v. Creativity

I am working on a program for mediators on the topic of innovation. Previously, I wrote a program on critical and creative thinking--that I call "crucial thinking." I want to differentiate the creative and crucial thinking from innovative thinking for the seminar participants. Mediators talk about "creative solutions." What about innovative solutions?  My research suggests the creative aspect has to do with changing form, size, number, or style, while innovation changes function and process. Recently, my imagination has been captured by toilet paper commercials--Yep, you read that correctly. Pressed images on toilet paper are creative, not innovative. Enlarging the roll of paper is creative, not innovative. Decorating the paper roll or printing a reminder on it for the user to change to another roll would be creative. Storing used rolls inside the Empire State Building would be creative (and irritating for those with offices there!). Removing the roll and making a roll-less toilet paper product to conserve is moving toward innovation. Yet, innovation would be changing the purpose of the roll, not just eliminating it. Use the roll as a paper hinge to hold two posts, and attaching that to another apex of a paper roll folded in half to accommodate two more posts to stand upright with four legs. Drape a sheet over the joint point to make a teepee-like structure for a toddler. That would be innovative! Now, how you are you being creative in your life? How are you being innovative? Watch children to observe innovation! Challenge your work team to be innovative.

2015 Conflict ResolutionTip

Discourage "Broken Triangles" by assisting people in speaking directly and respectfully to one another. Be careful to avoid speaking on behalf of another. It is best for all relationships if disputing individuals work out their differences face-to-face and voice-to-voice, together in a psychologically and physically safe environment. So if Person A asks Person B to complain to Person C on behalf of Person A, Person B will contribute to the relationship damage by doing so. However, Person B can help by coaching Person A through a rehearsal of a conversation with Person C. Person B can also act as a mediator with Persons A and C with their mutual permission. Call in a professional mediator if needed.

2015 Teamwork Tip

Invite each team member to contribute his/her strengths to the team as strengths on which the team can depend. Identify the skill sets the team lacks and seek future team members who possess those skills and abilities. Use creative recognition and intermittent reinforcement to support the team. A catered pizza party for lunch or a silly competition with another team will spark performance. Watch talent engagement and retention rise!

2015 Written Communications Tip

To avoid Writer's Block, jump into the middle of your topic to develop your points. Write through the conclusion, and then return to the introduction. In the opening, connect your reader's interests, needs, and wants to the topic and your purpose. Make sure you tell your reader what you want your reader to know (information), understand (education and development), believe (ethics and values), feel (human connection), and do (action).

2015 Presentations Tip

Add questions and answers just before your close--not after it. Your opening and ending are your power positions to plant your message into your audience's memory. Q&A in the end position can undermine your message, so prepare a summarizing story or tagline that your audience will want to remember after their questions are answered.

2015 Leadership Tip

If feedback shows lack of trust is an issue, look to your accountability measures. You will discover excuses and blaming will diminish desired results. Where does human performance lack commitment, competence, and follow-through? Fill those gaps with affirmative visions and steps for success.