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Tip #163: Don’t be defective is using deficient

3/30/2017

More effective writing employs precision of language. That’s because using the right word can make all the difference in conveying the right meaning and producing a more effective presentation. Last week we discussed precision of language as exemplified in the correct use of the word affinity. This week we employ a different example: the words defective and deficient.

The words defective and deficient both share the same grammatical function; they’re both adjectives. However, these words have related but different meanings. Defective means faulty, but deficient means lacking something necessary.

Consider the example sentence in the cropped graphic above. Here the writer intends to communicate that the alloy has less of a constituent than expected. The alloy is therefore deficient (missing some ingredient) and not defective (faulty).

The alloy was deficient in vanadium; spectrographic analysis showed a vanadium content of 0.5%.

One could argue that because the alloy is deficient in an important element (vanadium is often added for desirable strength and corrosion-resistant properties), the alloy is defective. But that is not the intention of the writer here. If it were, we would see mention of some performance standard which the alloy failed to meet. Since the alloy has a lower-than-anticipated vanadium content, it very well may fail to meet some performance standard. But the example sentence contains a content standard, not a performance one.

Don’t be defective in using deficient. Use the right word to employ precision of language in your writing. You’ll produce more effective presentations of your message. And that in turn will better represent both you and your brands in the minds of your audience.

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Tip #162: Develop the ability to use affinity effectively

3/23/2017

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Precision of language has returned again and again as a persistent theme in this blog because it comprises an important aspect of more effective writing. Every more effective writer knows using the right word can make all the difference in conveying the right meaning. And that can produce a more effective presentation.

The word affinity provides a good example. Affinity means a close relationship based on a common origin or structure as well as the tendency of a substance to combine with another. Note that the common idea here is one of relation. That’s because affinity comes from the Latin word afinis, which means related.

Some more informal fields of writing may accept using affinity to mean ability or aptitude. However, more effective technical writing will employ precision of language and simply use these words when those meanings are intended.

Consider the example sentence in the cropped graphic above. Clearly the writer did not intend to suggest that the design shares a common origin or structure with its environment or that the design is attracted to its environment and somehow motivated to combine with it. The writer uses affinity to mean ability, which use is less effective for technical writing. Revising that sentence into something more effective is easy. Just use the word with the intended meaning.

The success of the latest design in this environment rests with the ability of our new proprietary alloy to withstand stress corrosion cracking.

Don’t follow the less effective example. Develop the ability to use affinity effectively and employ precision of language in your writing. You’ll produce more effective presentations of your message to your audience. And that in turn will better represent both you and your brands to that audience.

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Tip #161: In spite of what you may think, beware despite and the blame game

3/16/2017

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More effective writers in any field seek to use the right words to convey their messages. They understand the difference between denotation (direct meaning) and connotation (associated meaning), and they seek to match both with the context of their messages. That effort provides increased clarity, resulting in more effective communication.

Consider the example sentence in the cropped graphic at left. The writer could have used in spite of instead of despite. Both expressions have the same denotation (which is notwithstanding), but they have very different connotations. Despite suggests an effort to avoid or to deflect blame. In spite of simply juxtaposes two contrasting elements.

Does the writer of the example sentence above really want to play a blame game? Consider this revision:

In spite of their best efforts to reach desired production levels, plant managers failed to restore their facilities to profitability last quarter.

Without the revision, the sentence suggests that the plant managers are not responsible for the failure (which isn’t entirely true; management always bears at least some responsibility for results — or the lack thereof). With the revision, the sentence suggests that the plant managers did what was possible, but failure came anyway. The revision helps the sentence to convey a more realistic message while keeping the writer out of the political fray that playing the blame game often incites.

Some writers ignore not only the difference in connotation between despite and in spite of but also the confusion created by combing these two expressions together. More effective technical writers always avoid using despite of. The phrase is awkward and as such very ineffective at conveying anything meaningful.

So in spite of what you may think, beware despite and the blame game. Ensure your technical writing more effectively conveys your message by exercising more care in the words you use. Considering both the denotation and the connotation of the words you use will present not only your message but also you and your brands more effectively to your audience.

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Tip #160: Avoid the aforesaid jargon

3/9/2017

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Every more effective writer knows the importance of tone. And that’s why more effective technical writers avoid jargon and slang in their technical writing. They understand that a more formal tone presents better to a technical audience.

Case in point: Aforesaid, which means stated previously, is legal jargon. Its use may find acceptance in legal circles, but its presence in technical writing introduces an informality which more effective technical writing seeks to avoid. The writer of the example sentence in the cropped sentence at left could make a revision like this:

Although at greater initial cost, selecting U-400 for the design material will solve the previously described problems with premature failure.

Other possibilities abound, though many of them are more wordy. This revision combines the clarity necessary to avoid confusion with the more formal tone typical in more effective technical writing.

So avoid the aforesaid jargon in your technical writing. Preserve a more formal tone in your technical writing, and you’ll present your content more effectively to your audience. They in turn will have a more favorable impression of both you and your brands.

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Tip #159: Clear your dates of commas for greater clarity

3/2/2017

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Lately words by kurt has cleared away the confusion regarding the use of several words and phrases. For instance, two weeks ago we clarified the distinction between the mean and the median. Three weeks ago we delineated the use of the word average. And a month ago we distinguished the use of libel and liable. This week, we’ll address the confusion many writers have regarding dates.

In professional circles, the most common convention conveys dates in a month-first format. In this format, the month is spelled out, and the year, preceded by a comma, is a four-digit number. Writers may or may not employ a comma after the year.

This means the example sentence in the cropped graphic above is correct. Placing the comma after the year makes the year a type of parenthetical comment, and delineating parenthetical comments with commas is grammatically appropriate.

However, the final comma need not appear in the sentence. In that case, a writer could revise the example sentence in the cropped graphic above in this manner:

The inspection occurred on September 24, 2015 in accordance with previous arrangements.

In this instance, the comma before the date is simply part of the conventional format, the entirety of which forms the object of the preposition on.

A convention commonly used in the military and growing in use in business and industrial circles avoids the use of the comma altogether by placing the month second in the order of elements in the format. Thus, September 12, 2015 appears as 12 September 2015.

Unless your audience demands the more traditional convention, using this month-second format provides the most clarity in communication while avoiding the confusion surrounding commas simply because commas do not comprise part of the format. Note the change in the example sentence from the cropped graphic above when the writer applies this month-second format.

The inspection occurred on 12 September 2015 in accordance with previous arrangements.

Note the added sense of clarity, even if only slightly, in this example. Avoiding commas in dates provides that extra clarity and avoids confusion.

Of course, writers should avoid using numerical formats for dates, especially in technical writing. These formats have always conveyed more confusion than clarity. Much of the world lists the month first when using a numerical format for dates, but Americans list the month second. Thus, the date from our example sentence could be 12/09/15 or 09/12/15. Just looking at the numerical format, your audience could wonder whether you mean September 12 or December 9. Writers expressing the most clarity with dates avoid numerical formats.

Writers conveying the most clarity with dates also avoid the use of commas. So clear your dates of commas for greater clarity. Greater clarity better communicates your message. And that more effective presentation will in turn more effectively promote you and your brands in the minds of your audience.

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Tip #163: Don’t be defective is using deficient

Tip #162: Develop the ability to use affinity effectively

Tip #161: In spite of what you may think, beware despite and the blame game

Tip #160: Avoid the aforesaid jargon

Tip #159: Clear your dates of commas for greater clarity

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