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Active Verbs Inspire Action

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by Barbara McNichol

Do you know the difference between an “active” voice and a “passive” voice? Do you know when—and how—to use active verbs and passive verbs to get your message across?

Should you even care?

Yes. Because choosing the right voice changes your message. Don’t let a poor choice trip you up!

Here’s an explanation of the difference between the two voices and why you should pay attention.

How will I recognize active verbs?

These sentences feature active verbs:

  • Joanna manages the human resources department.
  • Spencer purchases all the office supplies.
  • Erik generates $1 million in annual revenue.

Read the same sentences using passive verbs:

  • The human resources department is being managed by Joanna.
  • All the office supplies are being purchased by Spencer.
  • $1 million in annual revenue is being generated by Erik.

The first group of sentences follows a Subject + Verb + Object structure. The second set gets the same message across but in more words. Yet, it lacks clarity and precision.

Why should I choose active instead of passive verbs?

Consider these three reasons:

  1. Active verbs declare who or what is—or should be—performing the action. You avoid confusion, guesswork, and dodging responsibility. (More on this point to follow.)
  2. Active verbs make your writing flow better. In business writing especially, your colleagues and clients demand you get to the point quickly.
  3. Active verbs eliminate the need for extra words, which requires striving to “whack wordiness” in your writing.

When should I use a passive voice?

If you can’t identify the “doer” of the action—the subject—the sentence has probably been constructed in the passive voice.

Even when the subject is clear, though, two clues help you identify “passive” sentences:

  • The word “by”
  • Variations of the verb “to be”

Use of a passive voice often leads to weasel-like language and can undermine your credibility in business communication. Your readers might think you’re avoiding taking responsibility for an aspect of your company’s service. This could set them on edge.

However, a passive voice can be useful when you require ambiguity. For example:

  • Refunds will not be issued.
  • Email inquiries will be answered in two business days.
  • Votes will be tallied at the end of each session.

Read the same sentences with an active voice:

  • The accounting department will not issue refunds.
  • Jackson is responsible for answering email inquiries in two business days.
  • The nomination committee will tally votes at the end of each session.

Using passive voice can be appropriate when you honestly don’t know the identity of the subject. For example:

  • The bank was robbed this afternoon.
  • Your product will be delivered tomorrow.
  • A ten-thousand-dollar donation was made at the fundraiser.

As details become available, though, you can rewrite the sentences in active voice:

  • A former employee, Robert Smith, robbed the bank this afternoon.
  • Helen will deliver your product tomorrow.
  • The Watson family made a ten-thousand-dollar donation at the fundraiser.

Using active verbs gets others to act.

Readers who understand who is doing the action, where, when, and why, without having to filter through extra words will likely join your cause. This applies to a discussion, a marketing campaign, or even a job application.

Consider these examples:

Passive: Public meetings are being held by the engineering team to discuss the merits of our building proposal.

  • Active: The public is invited to meetings with the engineering team to discuss our building proposal.
  • Passive: Feedback will be encouraged when our engineering team provides their update to the community.
  • Active: The community is encouraged to provide feedback to the engineering team.
  • Passive: Repairs are being done on the faulty security software by our IT department.
  • Active: The IT department is repairing the faulty security software.

Now it’s your turn. (It’s okay to make up a subject here. Write your answer in the Comments section below.)

  • Passive: This policy is being implemented in an effort to streamline our process.
  • Active:

Brevity is still bliss.

When writing fiction or nonfiction for recreational readers, using an interesting turn of phrase or literary device like alliteration makes reading a joy. But when readers have to have information quickly, don’t wax prophetic. Use the right tools to help you get to the point and improve your results.

If you’d like to learn more about ways to whack wordiness and tune up your written communication skills, contact me.

Do You Resist Improving Your Writing?

Is Your Writing Pompous?

Common Grammar Miscues that Undermine Good Writing

Why Use Active Verbs Instead of Passive?

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Active verbs motivate your reader to take action when the time is right
 
 
 
 
 
 
 
 
 
by Barbara McNichol

Active verbs.

Your English teacher begged, cajoled, implored, beseeched you to use them in your writing. 

And when you’re writing poetry or prose, playing with the English language is wonderful.

But when you’re writing non-fiction books or business reports, you want your reader to engage. You have to choose language that will hook them and keep them following along with your message.

That’s when active verbs come into play. Using them is critically important in book writing and daily business communication.

What do you mean by active – versus passive – verbs?

Here’s a quick summary. 

Active verbs:

  • Declare who or what is (or should be) performing the action you’re suggesting.
  • Help your reader “get to the point” more quickly.
  • Tend to eliminate extra words.

How can you identify passive verbs? Think, “To be, or not to be; that is the question.”

It’s a seminal phrase in Shakespeare’s prose and has its place in literature, but any use of the verb “to be” in business communication is passive and doesn’t inspire action.

Still confused? That’s okay, the rules of English grammar are a challenge, even for those of us who practice it for a living! 

So here are two examples of passive versus active verbs in a sentence:

Passive: The juicy watermelon was eaten by the boy.

Active: The boy chomped into the watermelon’s juicy belly.

Passive: Employees are seen by their managers as responsive and enthusiastic.

Active: Managers see their employees as responsive and enthusiastic.

When you want to place emphasis on the object of the sentence, passive verbs help. 

In these examples, do you see how the passive verb puts emphasis on the watermelon and the employees while the active verbs place the emphasis on the boy and the managers?

It changes the perspective for the reader. And as the writer, you have to ask what you want them to care about?

Own the problem.

In stripped-down terms, not owning the problem is called “passing the buck.”

Passive verbs can be used to hide the person – or people – responsible for a mistake or lack of action. Worse yet, they can be used to validate inaction. For example, when you sign a lease, you’ll likely see a clause along these lines:

“The rules for the homeowners will be enforced.”

Rules by whom?

Or you might have received a message like this during your workday:

“Mistakes were being made that resulted in a failure to comply with regulations.”

Mistakes by whom?

Do you see how the ambiguity of the passive verb lays a foundation for poor business relationships?

What active sentence structure works?

A general pattern for a sentence employs an active verb rather than a passive one. It’s typically “subject + verb + direct object.”

Here’s an example:

“The landlord (subject) will implement (verb) the new safety protocol (object) to ensure renter safety.”

This sentence makes it clear that the landlord is responsible for the actions detailed in the contract.

Now it’s your turn.

Here’s an example of a passive verb. Using the tips I’ve shared, change the sentence to one in which the verb is active and then send me your response.

Passive: “This policy is being implemented in an effort to streamline our process.”

Active: _________________________________________________________

I look forward to hearing from you!

If you found this article helpful, you might enjoy these:

How to Wake up 16 Boring Verbs

Mixing Singular with Plural: Keep the Old Rules With Some New Tricks

Better Word Choices For Better Writing

When to Use an Apostrophe with Numbers and Dates

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Nothing highlights the importance of when to use an apostrophe like a weather report.

by Barbara McNichol

When to use an apostrophe…

Sometimes, “apostrophe confusion” is more apparent than reading weather reports during an extreme cold snap. 

If we can trust Punxsutawney Phil, the end of these sub-zero temperatures should be near…but in case a groundhog isn’t your first choice for meteorological – or grammatical – advice, let’s cover the basics with examples inspired by fellow grammar-guru Kathleen Watson.

Adding an “s” to numbers…

If you’re pluralizing a number, don’t add an apostrophe.

  • Temperatures will drop into the 30s tonight.
  • There were four 747s waiting on the tarmac.Nothing highlights the importance of when to use an apostrophe like a weather report.
  • She said both size 8s were too loose.

Adding an “s” to decades…

If you’re writing about years as decades, don’t add an apostrophe.

  • He teaches a class on rock bands of the 1960s and ’70s.*
  • They worked together to refurbish a vintage car from the 1940s.
  • This is the most snowfall the region has seen since the 1980s.

When writing about a trend in a year or decade…

When a year or decade defines something that could be replaced by another proper noun, use an apostrophe to indicate possession.

  • During Germany’s Olympic Games in Berlin, Jesse Owens won four gold medals.
    During 1936’s Olympic Games in Berlin, Jesse Owens won four gold medals.
  • Funds raise by Mary Holmes in 2018 surpassed Jane Smith’s efforts in 2017.
    Funds raised in 2018 surpassed 2017’s efforts.
  • The Chicago White Sox were World Series Champions in 2005.
    The Chicago White Sox were 2005’s World Series Champions.

When starting a sentence with a number…

Whenever possible, avoid using a number at the beginning of a sentence unless it’s a year. And be sure to add an apostrophe according to the rules above.

  • 1929’s stock market crash marked the beginning of the Great Depression.
  • 2019 was the most robust year for new car sales in our region.
  • Seventy percent of my day is consumed by responding to emails.

In summary…

Don’t use an apostrophe to pluralize numbers:

Incorrect: “The airline owns a fleet of 747’s.”

Correct: “The airline owns a fleet of 747s.”

Don’t use an apostrophe with a number that indicates a decade:

Incorrect: “The 1960’s were marked by advances in civil rights and space travel.”

Correct: “The 1960s were marked by advances in civil rights and space travel.”

Do use an apostrophe to designate possession.

Incorrect: “Funds raised this year surpassed 2019s target.”

Correct: “Funds raised this year surpassed 2019’s target.”

*Bonus: Use an apostrophe to indicate missing digits.

Incorrect: “Most people look back at the 60s with fondness.”

Correct: “Most people look back at the ’60s with fondness.”

Following the guidelines of good grammar is always important. Why? When you communicate in a clear, correct  manner, your message carries more resonance and credibility.

What are some of the grammar rules that trip you up in your everyday communication? I’d love to know.

Did you find this article helpful? Here are a few more gems.

Poor Writing Means Your Credibility is at Stake!
Active Verbs Motivate Your Reader to Take Action When the Time is Right

Thanks to Kathy Watson for her input to this post. I highly recommend her reference guide Grammar for People Who Hate Rules to help you get over the grammar hump with ease.

Have You Heard of Book Selling University?

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by Barbara McNichol

Did you know you can now get book-related information on demand to help you plan, produce, price, distribute, and promote your books more  efficiently? Yes, through Book Selling University, sponsored by Association of Publishers for Special Sales (APSS).

book selling universityI’m fortunate to be part of a line-up of 60+ fabulous instructors who have one goal in mind: show you how to succeed as an author in these categories.

  1. BUSINESS OF PUBLISHING
  2. PREPARATION
  3. PRODUCT DEVELOPMENT
  4. DISTRIBUTION
  5. PROMOTION
  6. SPECIAL SALES

My hour-long webinar/course, Strengthen Everything You Write (Barbara McNichol, BSU-176) is offered as part of PREPARATION.

Working with Book Selling University, you’ll be able to:

  • Take courses as time permits and needs demand
  • Learn from instructors who are experts on their course material
  • Make more money selling your books
  • Price your books for maximum profits
  • Pinpoint social media
  • Improve your sales online
  • Make your publicity more effective and efficient and MORE

These TWO FREE COURSES get you started:

  • How to Purchase a Course (Brian Jud, BSU-199)
  • Introduction to Special Sales (Brian Jud, BSU-100)

I encourage you to check out this golden opportunity to take any element of the book writing/publishing/selling journey and learn more about it.

Full details at BookSellingUniversity.com or contact BrianJud@bookapss.org

Feel free to contact me for a comprehensive flyer listing all courses available.

 

 

English Grammar Matters – and it’s easy to follow the rules

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by Barbara McNichol

When it comes to English grammar, disagreements show up in writing and editing all the time – and mainstream media has blurred the lines along the way.

I can hear you saying, “Fine, but why does it matter?”

Well, precision in language is important, because an exception on one platform – a printed newspaper article or spoken news broadcast, for example – will have different repercussions than an exception in an academic paper, a technical manual, or a formal business document.

If you’re creating content on one platform that doesn’t adhere to basic English grammar rules and suddenly find yourself in a situation, at work or in university, where you’re expected to follow them to the letter you’ll be at a disadvantage.

By following the basic rules of English grammar at all times you will establish yourself as an authoritative, clear, and precise communicator. And there are some simple ways to stay on the right side of grammar rules, but first…

What does the media have to do with it?

As I mentioned, mainstream media has influenced English grammar.

The Associated Press (AP) Stylebook gave writers the green light to use one disagreement: the plural pronoun “they” as a singular noun. This change came about because of issues surrounding gender identity, and it’s a worthy endeavour to represent people more accurately.

AP’s solution to this shift is to substitute:

  • He or she with “they”
  • His or hers with “theirs”
  • Him or her with “them”

The Stylebook suggests that writers use the person’s name wherever possible if they’ve asked to not be identified by gender. Further, when using the plural pronoun in place of the singular pronoun, to be sure the reader understands you’re talking about one person, not several.

In theory, this leaves less room for ambiguity on the reader’s part when he or she is taking meaning away from a news item.

Grammar experts are asking themselves…

Why is this necessary?

It’s a fair question.

Isn’t it more important to follow English grammar norms – especially when there are easy fixes to common problems?

Here are some common examples of noun/pronoun disagreement, and the simple solution:

  • “We want the school board to do their job.”

Problem? It’s one school board, not several. Here are two potential fixes for this grammatical error:

“We want the school board to do its job.”

“We want the school board members to do their job.”

  • “Your reader can peruse your book at their leisure.”

Problem? There’s only one reader, not several. Here are grammatically correct alternatives:

“Your readers can peruse your book at their leisure.”

“Your reader can peruse the book at his or her leisure.”

To keep agreements in place – to not switch between singular and plural – when dealing with gender identity, you can use these writing tips:

  • Use the person’s name instead of a pronoun.
  • If you don’t know the gender (or preference) of the person you’re citing, use “his or her”, “he or she” or even “s/he” – they’re all grammatically correct.
  • Alternate between masculine and feminine pronouns – I edited a book for an author writing about raising a baby who did this seamlessly.

Just because it’s old…

You could argue that it’s not relevant to hang on to the “old” English grammar rules and it’s true that they have flexed and changed slightly over time. But it’s wise to hang onto those basic rules, and there are ways to adapt your message to current communication standards without abandoning the basics.

I’ve got a handy Proper Pronoun Chart you can use if you’re in doubt – request one here.

Finally, I’d like to know what you think. Given our ever-changing language, would you side with the exceptions the AP Stylebook offers, or do you prefer to put accuracy above all in your writing?

Did you enjoy this article? Here are three more you might find useful:

Better Word Choices For Better Writing

Does Word Order Matter? Think Short to Long

The Pros and Cons of Using the Oxford Comma

 

Plant Word Pictures in Their Minds

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by Dee Dukehart (used with permission)

Spring’s the time for planting, nourishing and growing, and not just plants and vegetables.

When you present your ideas, knowledge, directions, or how to’s, plant your points into the readers’ minds with word pictures, and continue to nourish the points along the way. When you want to grow their learning, their future, and their well-being, use action verbs and descriptive information.

Describe your points with action verbs: verbs you can “see”: e.g., produce, generate, write, sell, achieve, deliver, etc.  When possible, rid your spoken and written words of auxiliary verbs: e.g., is, was, has, had, have, etc. Use a strong, action verb in their place if you can.

Examples:

  • We had an increase in sales last quarter. OR Our sales increased by 14 percent last quarter.
  • It was a great day for our team. OR We signed three new contracts today!

Which one gets you to “see” the action? Of course the second sentence.

How to Plant Word Pictures

Meetings get bogged down in minutia: a “quick” meeting can sometimes lag into hours. Make your meetings and presentations memorable with points that are worthy of everyone’s time.  What seeds of information are you cultivating for them to reap personal and professional benefits?

What do you remember from last week’s meetings?  What do you remember from a sales call?  What do you remember from any training?  When you want listeners to remember your points, plant word pictures in their minds.

How? Rid your writing of vague expressions such as these:

1)      Better

2)     Satisfactory

3)     Understand

4)     Good

5)     Improves

6)     Soon

What pictures do you conjure up in your mind when you read those words? Can you “see” the concept of better? Understand? Soon? No. Information needs to show “color” like your garden, so nourish and feed it so you can “see” the knowledge blossom.

Consider These Variations

1)      Instead of “better” use a statistic. “Your production escalates by x percent within a year when you use these tools.”

2)     Your sales numbers were “satisfactory.”  Instead:  “Your sales numbers exceeded our goal by 65 widgets; let’s get to 100 by fourth quarter.”

3)     “Understand?”  Everyone understands differently.  Instead: “You will recognize/identify your new time management skills by the extra hour in your day.”

4)     “Improves.”  By how much?  By how many? By when? Instead: “Accomplish your goals in six fewer steps with this process.”

5)     “Soon.”  What date?  What time? What quarter? Instead: “Get your initial draft to me by the end of the week. We expect to see our new product on the shelves in 45 days.”

Strive to plant a picture in your readers’ minds, then nourish your points with review and repetition.  Your ideas, knowledge, products or services, and how-to’s will grow more fruit.

Here’s to your great harvest seasons of information.

Dee Dukehart is a marketing communications trainer who can be reached at 303-549-0045 or Dee@DeeDukehart.com

Words Matter: Give Them the Respect They Deserve

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by Barbara McNichol

Have you heard that gestures, tone of voice, and facial expressions carry significantly more weight in communication than words? Being a wordsmith, I never bought into this belief, and I’m grateful and relieved it’s been busted. Words matter!

This video demonstrates why the oft-referenced Mehrabian study needs to be examined more accurately. A fun production to watch!

Conclusion: Of course, words matter–a lot. Learning how to use them effectively should never stop!

Share your thoughts about what makes communication successful below.

Change Long Nouns to Short Verbs to Whack Wordiness

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short verbsby Barbara McNichol

Ever wonder how to make your sentences less verbose and more direct?

Here’s a trick that works like magic: Change long nouns to short verbs.

Consider the differences in these three examples from a nonfiction manuscript I edited:

  • “They remain in contradiction with themselves” vs. “They contradict themselves.”
  • “He made an acknowledgment of her success” vs. “He acknowledged her success.”
  • “We get closer to the implementation of leadership practices” vs. “We get closer to implementing leadership practices.”

Study these examples. They show how you can increase readability by turning a long-winded “heavy” phrase into an active “lively” verb. What clues do you look for? Nouns ending in “ion” and “ment.”

Whatever I’m editing, I’m using this “magic” trick dozens of times a day. What a difference this one technique can make! Try it for yourself.

Action: Identify “ion” and “ment” words in your writing, then rewrite them using a lively verb.

What techniques do you use to whack wordiness? Share them here.

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