Category Archives: Writing

Grammar lesson: Regard vs. regards

Regard vs. regards. To show that you are making a reference to something, write or say “with regard to.” Example: “With regard to your overdue account …” Sign off correspondence by writing “Regards.”

 

9 clichés to ban forever

Ditch these clichesDitch these overused business clichés in favor of more straightforward language:

  1. “At the end of the day.” It’s just filler. Forget the phrase and get to the point.
  2. “Think outside the box.” A “Be creative” will suffice.
  3. “Push the envelope.” That’s just another way to say “Take risks.”
  4. “Don’t reinvent the wheel.” The phrase is vague. Offer more specific guidance about which aspects should stay the same and which ones should change.
  5. “The ball is in your court.” Enough with the sports analogies. Just say “The decision is yours to make.”
  6. “Work smarter, not harder.” Tell people how to be more efficient.
  7. “Low-hanging fruit.” It undermines the importance of your customers or goals by suggesting that some don’t require much effort. Treat all business objectives the same way.
  8. “Failure is not an option.” Failure is always a possibility, and that phrase does nothing more than cause employees fear and anxiety.
  9. “Rome wasn’t built in a day.” An actual time estimation to launch a new initiative or make a change is much more useful.

I know I am one to use “out-side the box thinking” when I write and speak, so I’m setting a goal to eliminate it.

Do you use any of the phrases above? If so which ones?

[Photo credit: http://www.flickr.com/photos/cutiemoo.

Working with an “unloader”

FrustratedI am always looking for topics to write about, so my friends and family often hear questions like “What’s the biggest issue you are dealing with at work right now?” or “What is the best thing about your job/company?” During dinner last night, I asked my husband “Who has been your most difficult coworker?” Without giving it much thought, he began describing a woman he used to work with who was known to unload the personal details of her life to anyone within earshot.

He felt ambushed every time she would enter his office. She was pregnant at the time, and she believed it was necessary to offer him a play-by-play of every bit of displeasure she was experiencing. What’s worse is that she never knocked or asked to come in. She just plowed into his office and began to rant.

They weren’t friends—in fact, he barely knew her—and he was never more than a set of ears for her. He didn’t actively participate in the conversations. Instead, he nodded and offered the occasional “Man, I’m sorry to hear that.” Maybe that was his value to her: someone to listen without offering advice or opinions. She made her rounds most mornings, hitting up a few coworkers before she settled down to work, so it’s likely that each of those people offered her something different.

That said my husband endured several months of that behavior and the feeling of being held hostage by someone he didn’t want to offend. We often tell readers in our publications that in that situation, it’s best to politely say something like “I’m sorry, but can we catch up at lunch? I am swamped right now.”

However, he didn’t want to catch up. Nor was he interested in ever hearing the personal details of this person’s life. I think a lot of us can admit that there are people at work we just aren’t interested in being friends with, and that is O.K. Because while most of us can’t choose who we get to work with, we can choose who we open up our lives to, and we should never feel forced into being someone’s friend.

The best thing my husband could have done is to politely have said “I’m just not comfortable talking about this sort of thing with you. If you have work matters to discuss, please continue. If not, I really have to get back to work.” Yes, it might be awkward for a bit, but that kind of brutal honesty is sometimes necessary to reset boundaries.

Have you ever been in that kind of situation? How did you handle it?

Tips for writing business email

EmailAlthough email offers a casual means of communicating, remember to maintain professionalism. Follow these guidelines:

  • Start with formal salutations. Use Ms. or Mr. and then last names when contacting people the first time. Switch to first names if and when they respond by signing their first names, otherwise you risk appearing too impersonal.
  • Include a greeting. When emailing to a group of people, beginning with “Hi all” may sound a bit clumsy. Use “Hello everyone” or just “Hello.”
  • Send thanks. Handwritten thank-you notes offer a personal touch, but go ahead and use email to express your appreciation more quickly.
  • Minimize fonts and colors. Resist the temptation to use fancy fonts, sizes and colors. In general, choose a legible font such as Arial, Calibri or Times New Roman. Use either 10- or 12-point type and stick to black text.

— Adapted from “Email Etiquette: Still Puzzling After All These Years,” Barbara Pachter, Pachter’s Pointers, http://www.barbarapachtersblog.com.

Photo credit: [www.flickr.com/photos/karpidis]

Rules of workplace etiquette

You would be surprised by how even the littlest things can force a wedge between you and your co-workers. Day after day of smelling your perfume or stinky lunches or too often having to listen to you take personal calls can drive coworkers to the brink. They may not know how to communicate the problem to you, and so they act out with rudeness or avoidance. If you follow these rules, you will do your part to reduce conflict at work.

Don’t:

  • Talk on the phone loudly—especially on personal calls.
  • Show up late for meetings.
  • Be nosy, looking over a co-worker’s shoulder to check out his or computer screen.
  • Take supplies from teammates’ desks without asking.
  • Chew gum loudly or talk with your mouth full of food.
  • Wear too much perfume or cologne.
  • Gossip.
  • Ask others to lie or cover for you.
  • Talk religion or politics in the office.
  • Tell offensive jokes.
  • Watch inappropriate videos.
  • Use obscenities and profanity regularly in work settings.
  • Show up late for meetings or miss team events.
  • Take personal time at the last minute, often leaving co-workers in the lurch.

Do:

  • Clean up after yourself.
  • Refill or replace something when you take or use the last of it (coffee, printer ink, pens).
  • Say “Please” and “Thank You.”
  • Share credit with those who deserve it.
  • Accept blame when you make a mistake.
  • Pull your own weight.
  • Maintain a positive attitude.
  • Turn your cell phone ringer off during meetings.

If your co-workers are the ones lacking manners, purchase The Co-Worker from Hell: Successfully Manage Your Most Challenging Work Relationships to discover how to minimize conflict with hellish coworkers, confront their behavior head-on, resolve your issues and move toward a successful work relationship.

This training kit includes the following:

  • 75-page binder full of advice, quick tips, assessments and worksheets.
  • CD of customizable, print-ready forms.
  • 60-minute audio conference presentation Dealing With the Co-Worker From Hell with PowerPoint Presentaton and pdf of the presentation slides.
  • 60-minute audio conference presentation How to Manage Frenemies, Friction & Frustration at Work with PowerPoint Presentaton and pdf of the presentation slides.