Category: writing advice

passive voice, writing advice

5 Tips to Activate Your Writing to Captivate Readers

1. An easy way to activate your writing: make the subject of your sentence a noun, not a verb, to add verve.

Example: At Medco’s 3rd Annual Dinner Party, enticing entrees will be served by Tasty Bites.
Revised: At Medco’s 3rd Annual Dinner Party, Tasty Bites will serve enticing entrees.

2. Don’t be afraid to say who did something, or, as above, to make a noun the subject of your sentences. Sometimes people avoid naming the subject(s) because they don’t want to, they simply don’t know who’s involved, or they don’t want to take personal responsibility, which appears timid and causes a lapse into the passive voice.

Activate your writing!

Example: The Best in Show award was given to Dolly Dachshund.
Revised: Champion breeder Dave Diamond awarded Dolly Dachshund Best in Show.

3. We can’t always avoid “to be” verbs, such as “is/are” and “was/were,” but they sometimes weaken passages. With a little creativity, we can spice up bland phrasing and make it shorter and stronger.

Example: Our cakes are decorative and delicious and delight our customers.
Revised: Our decorative, delicious cakes delight our customers.

4. As I’ve shown in the examples above, active writing is more specific writing. Add more details, when appropriate, for more appealing copy.

Example: Check out our new, more sophisticated website.
Revised: Don’t miss our redesigned website, which features exciting new step-by-step how-tos, detailed diagrams, and the Builder’s Corner, where you can share ideas with fellow do-it-yourselfers.

5. Might/may/can/could/possibly — these and similar words show indecisiveness, and in some cases, look weak. If possible, avoid them.

Example: Food pantry donations can be dropped off at Riverton Town Hall.
Revised: Riverton Town Hall will collect your food pantry donations.

Quotes

“Each time I see a split infinitive, an inconsistent tense structure or the unnecessary use of the passive voice, I blister.” ~ Sonia Sotomayor

“Two pages of passive voice — just about any business document ever written, in other words, not to mention reams of bad fiction — make me want to scream. It’s weak, it’s circuitous, and it’s frequently tortuous, as well.” ~ Stephen King, On Writing: A Memoir of the Craft

writing advice

5 Ways to Edit Your Writing

1. Print a copy of your piece. This is a good way to slow down; rushing can lead to carelessness. Take a pen and read your article thoroughly, noting any corrections or additions. Then read it aloud in a flat, monotone voice — sometimes our ears catch things our eyes don’t.

2. Set it aside (or don’t). Some grammar and writing experts recommend this, however, I find going over the copy regularly keeps it fresher in my mind and makes me more alert to spot errors. (And, frankly, sometimes, for a close deadline, I can’t let it sit for a week or more.) Experiment with both to find which way works best for you.

3. Reverse direction. Read the copy backward — start at the bottom and return to the top. This is another way to keep your mind alert to errors you might miss during a regular read through.

4. Have another pair of eyes look it over. If you’re open to constructive criticism and won’t take it personally, show a trusted friend or loved one your writing. Another set of eyes can help you see more clearly.

5. Spell-check. It isn’t perfect, but it’s useful for catching basic mistakes (passive voice, misspelled words, duplicate words), especially as you near the end of the editing process. Just don’t rely on it for all of your editing and proofreading; a good job requires more care, and your readers will notice a lack of effort.

Quotes

“There is no such thing as good writing. There is only good rewriting.” ~ Harry Shaw, Errors in English and Ways to Correct Them

“Writing without revising is the literary equivalent of waltzing gaily out of the house in your underwear.” ~ Patricia Fuller, fantasy writer

Comments? Suggestions? Need help? Feel free to contact me.

Michelle Troutman
classywriting.com

arrogance in writing, arrogant writing, business communication, business writing, pompous writing, writing advice

5 Ways to Avoid Pompous Business Writing or “Business-ese”

by

Michelle Troutman

Have you ever felt like you were drowning in pompous business writing? You know, the kind that stuffs jargon into every sentence, burying simple ideas under big words?

It might sound impressive, yet it builds walls between you and your audience. Leave the robospeak to AI and learn how to speak with your audience one-on-one.

See every step outlined in this blog in this YouTube video playlist.

1. Watch your wording – Do you use a “five-dollar” word when a “ten-cent” term will do? Unless it’s appropriate for your audience, drop the formality. Speak in plain English.

Example: utilize
Revised: use

A study found that people see writers who use overly complex language as less intelligent. Simpler terms come across as friendly and approachable. They ease understanding, keeping your readers focused.

2. Trim the fat – Sentences without a period in sight can tire readers’ eyes. Keep them to 16 or fewer words or an eighth-grade reading level.

3. Your subjects matter – Are you writing for busy CEOs who value concise information or recent graduates who need more details? To connect with readers and avoid pompous business writing, step into their shoes. Hang out in forums or social media groups they frequent.

Questions to ask:

  • Which questions do they ask?
  • Which language do they use?
  • Which topics are they interested in?
  • How can you explain concepts clearly?

Consider surveying them. Anonymous options can encourage open responses.

4. Get feedback – Show your writing to friends or colleagues you trust who know your audience. They can pinpoint language that might go over readers’ heads to help you pitch pompous business writing and sharpen your image.

5. Lighten up – “Never use a big word when a little filthy one will do.” ~ Johnny Carson. Like writing, humor is subjective. Some could find that quote shocking, while others might laugh.

Like a lecture that drones on, bland text, especially the passive voice, puts readers to sleep. Speak to them directly: stop commanding and start chatting with them. If your writing feels as stiff as concrete, as appropriate, soften it with a lighter touch.

For more creative turns of phrase, read 35 Overused Business Words with Alternatives by Cathy Miller.

Which words do you find pompous or stuffy? Feel free to comment below.

Discover how to reach customers who value and respect you and your business

get my checklist to create content to reach the right clients

Quotes

“Clutter is the disease of American writing. We are a society strangling in unnecessary words, circular constructions, pompous frills, and meaningless jargon.” ~ William Zinsser, On Writing Well

“Boastful or arrogant writing is as repellent as a boastful or arrogant person.” ~Richard Palmer, Write in Style: a Guide to Good English

business newsletters, newsletter writing, writing a newsletter, writing advice

5 Newsletter Best Practices

1. Send regularly — If you have an email newsletter, it’s easy to click “send” whenever you have something to share. Online or not, if you issue your newsletter only a few times a year, subscribers can easily forget about you and your offerings. At best, you should send an online newsletter at least once a week and at minimum — print or digital — quarterly, four times per year. This will help ingrain your business or organization in people’s minds to build trust with them to boost sales and/or memberships.

2. Keep a schedule — I’m for testing newsletter delivery at different times of day, especially for e-news, and certain days, for the best open rates. Some marketing experts suggest mid-week is best, others believe weekends work better. Let the results be your guide. Unless your experience shows otherwise, it’s best to commit to a delivery day, even if you can’t always publish at the same time. It shows follow-through, and people like consistency, which boosts your image, and again, builds trust.

3. Publish “sticky” content — No one wants to stay subscribed to a dull diatribe. You don’t have to stun everyone with every issue, but your content should offer value to readers beyond pitches. People tend to gravitate to content targeted to their interests and demographics. Pay attention to their questions or poll them to find good subjects. Publish readers’ comments or articles, which can increase your bond with them. Listen to their responses; for e-news, watch your unsubscribe rates and your newsletter and link open rates — and tweak headlines to catch readers’ clicks.

4. Make it a marketing tool — A newsletter is also an effective content arsenal. If you archive back issues at your website, optimize them for search engines. Link to them in blog posts, in comments, or in online forums you frequent. Give out copies at events; email helpful articles to your leads when you follow-up with them, and gain more subscribers. Many of these methods have helped me, and they can help you, too. Newsletters, combined with social media, a blog, and a website, form a powerful marketing combo.

5. Recycle — Again, work your existing content into other marketing platforms; you can save time and see returns. Repurpose your articles into blog posts, eBooks, articles for publications, PowerPoint presentations, social media posts, or other means, or do the reverse and reprint content from those sources in your newsletter (with permission, if necessary).

Need help with your newsletter?  Request a free e-news audit.  No strings attached, and nothing required to buy.  Just good, solid advice which can result in more leads and more money in your pocket.

Quotes

66% of Americans made a purchase as a result of an email from a brand — more than three times the number of people who bought in response to a Facebook message — 20%, or a text message — 16%. ~ Exact Target

…Marketers consistently ranked email as the single-most-effective tactic for awareness, acquisition, conversion, and retention…56 percent of respondents identified email as being most effective at retention, several points ahead of the second-most effective tactic (social media marketing). ~ Gigaom Research, Workhorses and Darkhorses: Digital Tactics for Customer Acquisition

Comments? Suggestions? Need help? Feel free to contact me.

Michelle Troutman
classywriting.com

writing advice

5 More Commonly Confused Words

1. except/accept – These words can be easy to confuse because they look similar and sound the same. Except means not including, whereas accept means to consent to receive something offered or believe or come to recognize (an opinion, explanation, etc.) as valid or correct. One way to remember the differences between them is to think of their prefixes, ex- and ac-. Ex- means not part of, and you can think of the letter X, which to many of us, is a symbol or short-hand for exclusion. Accept begins with a, as does its synonym, agree, so you can think of it as if it’s A-OK.

2. ensure/insure – Their meanings are similar, in the sense that they make a result more sure. To ensure means to make sure. To insure means to secure or protect something or to buy an insurance policy for protection from loss. In general, the word tends to have a more financial focus than ensure.

3. compliment/complement – These words are even more confusing because their pronunciation is the same. Obviously, the key difference between them lies in one letter: “i” and “e.” Both words also generally have positive meanings.

A compliment is a polite expression of praise or admiration or an act or circumstance that implies praise or respect. You compliment someone when you tell him or her you like his or her new haircut.

Complement is a thing that completes or brings to perfection, a number or quantity of something required to make a group complete, or to add to (something) in a way that enhances or improves it; make perfect. A way to remember the differences between them is to think of the word complete when you think of the word complement — they both have an e. Like the word polite, compliment has an i.

4. piece/peace – These are yet more words that sound alike, have similar spellings, but have different meanings. Common phrases such as “peace of mind” and “to give someone a piece of your mind” add to the confusion. A piece is a part of something whole, to piece means to assemble something from parts and peace is defined as freedom from disturbance; tranquility or the end of war or violence. When I think of piece, I think of pie — it helps that the first three letters are the same, and I make the connection to a slice of a pie. Peace is more of a full, whole concept.

5. then/than – Then means at that time or afterward. Than is often used in comparison to something else or when contrasting something.

Examples:

John will put on his pajamas, and then go to bed.
Mary’s hair is longer than her sister Rachel’s.

Think of how you pronounce then and than and think before you use them in sentences when you write; practice pronouncing the a in than and the e in then more clearly to also help you remember their differences.

Quotes

“Our language is funny — a ‘fat chance’ and a ‘slim chance’ are the same thing.” ~ J. Gustav White

“If the English language made any sense, lackadaisical would have something to do with a shortage of flowers.” ~ Doug Larson

Comments? Suggestions? Need help with your writing? Feel free to contact me.

Michelle Troutman
classywriting.com