Copyright 2012 by Arthur Fricke in-Effective Grammar for workplace writing Engl 2311

Copyright 2012 by Arthur Fricke What are the most common mistakes you make? Some detailed explanation for how to spot and fix some of the most common grammar errors that y’all make. This slideshow will help you if: You make a lot of grammar or clarity mistakes and therefore need to edit more effectively to get the results you want.

Copyright 2012 by Arthur Fricke let’s talk GRAMMAR Here are common grammar mistakes:  Unclear undefined pronouns  Shifting verb tenses  Subject / verb disagreement in number or kind  Incorrect spelling in context  Incorrect possessives and contractions  Run-ons, splices, and other comma punctuation problems

Copyright 2012 by Arthur Fricke UNCELAR pronouns Using simple sentences and avoiding pronouns makes clarity VERY EASY His father is a HR director, and he helped him write his. My friend’s father is a HR director. My friend’s father helped my friend write the resume. Remember the goal is overall clarity and efficiency. More sentences are therefore just fine if they help readers skim faster.

Copyright 2012 by Arthur Fricke SHIFTING verb tenses Ex: This memo will summarize the project. This memo also describes some project problems. The “narrator” can have ONLY ONE position in time. You can (and must) use different tenses to describe different things that are happening at DIFFERENT times, but you cannot randomly time travel.

Copyright 2012 by Arthur Fricke SHIFTING verb tenses Also be CAREFUL with should & would statements:  These are “conditional” verb tenses  Actions dependent upon them must also be clearly conditional  If a thing is DEPENDENT on something else that MIGHT happen, then that thing has to use a CONDITIONAL MODIFIER  Conditional modifiers are “should, would, could, might”, etc Ex: We should practice, because then we will be great. We should practice, because then we WOULD be great.

Copyright 2012 by Arthur Fricke SUBJECT / VERB disagreement Ex: The instructions is confusing. (plural = are, singular = is) The instructions are confusing. Ex: One of these geese fly at night. (“It fly at night”?) One of these geese flies at night. The number of subjects must match the form of the verb.

Copyright 2012 by Arthur Fricke a FIX TIP for disagreement You can catch most all of these mistakes if you take time to READ YOUR MEMO OUT LOUD TO YOURSELF. Even better, test by replacing the subject with a pronoun (it or they) and read the sentence out loud. Ex: The group of teachers are wearing sandals. The group are wearing sandals. IT [ a group ] are wearing sandals. [?] IT [the group of teachers] IS wearing sandals.

Copyright 2012 by Arthur Fricke SPELLING in context Do not be over-reliant on an automatic spell check as your soul editing tool. Computers are to unreliable when it comes two checking for spelling in context. Many words have too or more meanings. “Their our know miss steaks inn this sent ants!” READ WHAT YOU HAVE WRITTEN before hitting “print” !

Copyright 2012 by Arthur Fricke POSESSIVES and CONTRACTIONS its = it belongs to someone or something it’s = contraction for “it is” singular possessive = the student’s book plural possessive = the students’ book Ex: The company does not feel that the problem is it’s responsibility. The company does not feel that the problem is it is responsibility? The company does not feel that the problem is its responsibility. If contractions confuse you, then SIMPLY DO NOT USE THEM it is then harder to make mistakes AND easier to edit

Copyright 2012 by Arthur Fricke POSESSIVES Just know FOUR rules:  If it is a plural noun that does not end in “S”, then use “ ’s ” EX: The people’s government was overthrown.  If it is a plural noun that does end in “S”, then use “ ’ ” EX: The employees’ stock options went down.  If it is a singular noun that does not end in “S”, then use “ ’s ” EX: London’s weather is bad.  If it is a singular noun that does end in “S”, then use “ ’s ” EX: Charles’s computer was stolen.

Copyright 2012 by Arthur Fricke RUN-ON sentences and SPLICES Ex: Poetry is not dead it is alive and well and it is good. (independent clauses jammed together = run-on sentence) Poetry is not dead. It is alive and well. It is good. Ex: My friend is a genius, he is really good at math. (two independent clauses with only a comma in the middle = splice) My friend is a genius. He is really good at math. My friend is a genius, and he is really good at math. Sticking to a “one thought, one sentence” rule of thumb will prevent most of your comma errors. Following the three rules in the “comma basics” slideshow will also prevent most of your comma errors.

Copyright 2012 by Arthur Fricke Recap – EDIT for these things ! Your most common GRAMMAR mistakes:  Shifting verb tenses for no reason  Subject / verb disagreement in number or kind  Incorrect spelling in context  Incorrect possessives and contractions  Run-on sentences, comma splices, comma probs for DETAILED info, examples, tips, advice: Use the textbook! It is assigned for a reason!

Copyright 2012 by Arthur Fricke Work on FOUR things when you edit for style: 1. Eliminate wordiness (use the fewest words necessary) 2. Eliminate unclear grammar and undefined pronouns 3. Put important info first in a sentence 4. SIMPLIFY sentences (cut complex compound statements up into simple sentences)

Copyright 2012 by Arthur Fricke #1: eliminate WORDINESS Ex: The purpose of this memo is to describe how I went about making edits to the resume part of the assignment which is due five days from today. This memo describes how I edited my resume. Unnecessary “filler” words: the purpose is to / how I went about making Information your audience already knows: part of the assignment / which is due five days from today

Copyright 2012 by Arthur Fricke WORDINESS cont’d Ex: I think that, for the most part, Jack in a sense felt pretty much betrayed by the President. Jack felt betrayed by the President. “Filler” words that communicate nothing: I think that / for the most part / pretty much / in a sense Use the FEWEST WORDS NECESSARY by cutting out filler words, unnecessary words, and things the audience already knows. Use straightforward declarative statements.

Copyright 2012 by Arthur Fricke #2: eliminate UNCLEAR GRAMMAR Make it EASY to understand what you’re saying Ex: I decided to type the entire thing instead of a bit at a time. I decided to type the entire thing all at one time instead of working a bit at a time. CLEARLY define pronouns (her, them, his...) Ex: I used a friend’s resume. His father is a HR director, and he helped him write his. I used a friend’s resume. My friend’s father, who is a HR director, helped to write my friend’s resume.

Copyright 2012 by Arthur Fricke #3: put IMPORTANT INFO FIRST Think about what the reader MOST wants to know Put this IMPORTANT info FIRST in the sentence EX: My advisor helped me to make a resume last semester, so I’m going to use my current resume. I’m going to use my current resume, because my advisor helped me make the resume last semester.

Copyright 2012 by Arthur Fricke IMPORTANT INFO FIRST cont’d Putting important info first simplifies grammar by eliminating “introductory clauses” Because technical writing should be clear, you should state the main thought of a sentence first. You should state the main thought of a sentence first, because technical writing should be clear. Putting the MAIN thought first helps readers to skim really quickly. Burying the main thought at the end is really annoying.

Copyright 2012 by Arthur Fricke #4: SIMPLIFY SENTENCES Ex: I found lots of different examples and I wasn’t sure what format to follow, therefore I just brainstormed details and put everything into a list that I will format later. I found lots of different examples. I was not sure which format to follow. I therefore just brainstormed details. I then put everything into a list. I will format this list later. The goal is OVERALL efficiency Don’t make your audience deal with a complex sentence jammed full of FIVE complete thoughts. Readers can skim FIVE SIMPLE SENTENCES more quickly, clearly, and easily (about 20% more quickly, in fact).

Copyright 2012 by Arthur Fricke Recap – edit FOUR things for style: 1. Eliminate WORDINESS 2. Use CLEAR GRAMMAR 3. Put IMPORTANT INFO first 4. Use SHORT AND SIMPLE statements Stick to SUBJECT / ACTION / OBJECT Example: The students are editing their memos.

Copyright 2012 by Arthur Fricke editing TIPS and TRICKS USE ME (I’ll help you edit if you bring me a copy) Use the Writing Center (1 st floor of this building)  ATTACH the edited draft to your final submission! Read what you’ve written OUT LOUD Use the Microsoft Word grammar check  It WILL NOT fix grammar automatically  It can help you to focus your editing work  It can help to identify potential problem sentences