As internal communications professionals we know that good writing is a prerequisite for success. All the same, many of us slip into informal language when writing for business. In e-mails, letters, or memos make your style powerful by using the active voice consistently. Always use strong verbs, and get to the point with clear, easily understood language. Use of the passive voice sends a message of uncertainty and in the business world is a way to avoid responsibility for action. Note the difference:
Passive: By the end of the month, a decision will be made.
Active: Senior leaders will decide by the end of the month.
Passive: The research will be presented by the CEO.
Active: The CEO will present the research.
Passive: Mistakes were made.
Active: We made mistakes.
Items we write for senior leaders reflect on them as well as the company. The impression sent by these pieces in particular can have a huge impact on employees.
While there are occasions where it is appropriate to use the passive voice—such as when it is more important to bring attention to the receiver of the action, or when communicating in an authoritative tone—in the battle of the passive versus active, your active inner voice should usually prevail.
For a refresher on avoiding the passive voice
click here
InfoWorld columnist Chad Dickerson weighed in on wikis last week:
After my conversation with Peter, I was psyched up to give TWiki a spin, so I logged into our intranet server planning to set TWiki up and check it out. Guess what? It had already been installed months ago by our IT manager. I took this as yet another reason that I needed to pay attention. Worthwhile IT innovation is nearly always a bottom-up affair. If you were a naysayer about the Internet, Linux, or even Weblogs, embracing the Wiki might be your chance to beat your staffers to the punch at last.
For the entire article, go here…
New technology systems. Often the subject of much scrutiny and dissatisfaction. Why? Often times the group implementing the new system does not consult those who will ultimately use it on a regular basis before they launch. The implementors may offer training classes, but they don’t acutally ask for feedback.
The NY Times (registration required) outlines the consquences of this kind of approach in a recent article about the San Jose Police Department: Wanted by the Police: A Good Interface.
The take away? If the IT group brings you to the table early in the process, make sure your communication approach involves appropriate feedback channels, stakeholder management, and involvement activities–before you ask employees to start using the system.
I think we all understand that instant messaging (IM) has become a standard way for many professionals to keep in touch with their friends, family, and peers. META Group found recently that:
Instant messaging (IM) is most frequently used at work, not at home, according to a survey of 300 global organizations released today by META Group, a leading provider of information technology (IT) research, advisory services, and strategic consulting. However, META Group cautions that just because messaging takes place at work does not mean it is work-related. According to the survey, 57% of respondents use IM at work for personal reasons. Perhaps more surprising are findings that suggest 56% of respondents use IM at home for business purposes.
The Heart of Change reminds us to speak to the heart — and not just the mind — when leading a change initiative. The article’s suggestions:
- Relate the WIFM (What’s in It For Me)
- Sell the benefits
- Praise individuals
When I received my daily quote from Fast Company this morning, I experienced a bit of a negative reaction…for about one millisecond.
Here’s what it said:
“People who are involved in planning off-sites aim too low.”—Brenda Williams, Founding Partner, the Lab
Brenda is probably right.
Read the rest of this entry »
Fast Company’s Winning the Relationship Game makes the point that “In business, relationships matter,” and offers advice under these headings:
- It’s all about them
- Be an idea farm
- Seize every opportunity to connect
- It’s all about you
- This is your job
- Better than networking
- It’s never too late
The Wall Street Journal’s Hitting ‘Send’ Too Soon (subscription required) notes that people who should know better still make some serious e-mail mistakes. Some suggestions they cite:
- “People tend to think of e-mail as being secured communication between the recipient and the person who’s sending the e-mail — that’s not the case.”
- “Don’t hit the ’send’ button unless you would be comfortable having your mother, grandmother, or a competitor reading what you just wrote on the front page [of a newspaper].”
- “When I’m putting something into an e-mail to a client, I pretend I’m putting it on letterhead. Effectively it’s going out on company letterhead, it just doesn’t look like it when you’re typing it.”
