What Does Grammar Have to Do with Anything?

by Vivian Zabel  

    A while back,  I wrote about the need for writers and/or editors to use good grammar whenever they write (check for article here). Some people argued that worrying about grammar stifles creativity. I disagree, and I'm not the only one.  Using correct grammar adds to a person's qualifications and credibility.

    In that article I briefly mentioned that often people in business are promoted, or not, based on their grammar usage. Oh, my, one would think I had torn a hole in a valuable painting. However, my research shows I'm correct.

 
     Some writers fight the idea that grammar (including sentence structure, punctuation, subject/verb agreement, pronoun usage, spelling, etc.) impacts the worthiness of writing, which is like saying failing to lay a solid foundation does not impact the stability of a building. However, many people don’t realize that the use of grammar influences a person’s future in business from being hired, to receiving promotions, to validity as a professional.

      Speech and English instructors inform students that how they speak and how they use their language can determine whether an employer hires them or not. Many applications include the need to write a paragraph. Those who evaluate the applications read the paragraph to gain knowledge of the applicants education in language usage. During an interview, if an applicant uses correct grammar and word usage, he will be considered over another applicant with the same credentials but poor grammar and speaking ability. A person doing the interview will become distracted by incorrect grammar and rough speaking patterns, and the applicant loses in the process.

    According to Naphtalia Leba as well as other experts, poor grammar and word choice leads to unclear communication. Kyle Wiens, CEO of iFixit, (Harvard Business Review, July 20, 2012) states he will not hire people who use poor grammar. “I have a zero tolerance approach to grammar mistakes that make people look stupid.”

       Once a person is hired for a position, he faces the possibility of promotion and pay raises. Kyle Wiens’ article includes the following:           
           Good grammar makes good business sense — and not just
       when it comes to hiring writers. Writing isn’t in
       the official job description of most people in our
       office. Still, we give our grammar test to
       everybody, including our salespeople, our operations
       staff, and our programmers.

      He continues to show that grammar does have something to do with job performance, creativity, and intelligence. If someone can’t properly use “it’s” after many years, then that person has a defective learning curve. People who make fewer mistakes on a grammar test make fewer mistakes in other activities not related to writing, such as stocking shelves or labeling parts. People who care about grammar (the details of good writing) also care about other details.

     Cheryl Conner, in her article for Forbes (March 11, 2013), gave the results of a study involving English-speakers in industry. 1. Professionals with fewer grammar errors in their profiles had achieved higher positions. 2. Fewer grammar errors correlate with more promotions. She cites Brad Hoover, CEO of Top Ten Reviews who says grammar skills indicate the following positive workplace traits: Attention to detail; critical thinking; and intellectual aptitude.

     The use of poor punctuation, grammar, and word choice leads to unclear communication. If a person’s writing is confusing, if his spoken words are unclear, confidence in him will be poor, too. The adherence to the “rules” helps build a positive impression involving client relationships, communicating with co-workers, and impressing employers.

     As Naphtalia Leba  added, “Unclear, confusing or ambiguous writing causes misunderstanding and misinterpretations. These can lead to costly mistakes, hurt feelings, lost money, and legal issues.” The same is true of unclear, confusing or ambiguous speech.

    Proper grammar usage is important not only in writing stories, novels, and other books, but also for writing in business and for use in speaking.  

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Intra-Company Etiquette

 by Vivian Zabel    

      Several articles concerning different types of etiquette have appeared in this newsletter. I thought I'd follow up with one dealing with intra-company etiquette or good manners. Since I worked in the business world for several years, as well as a teacher in one of the largest companies in the world -- the school system, I learned many things about what helps make life less stressful for employee and employer.

     No, I don't have all the answers, but I do have a few tips that could make a difference. I hope the following article helps make your company relationships work better.

Intra-company Etiquette I

    In any business or company, a protocol exists to address concerns, problems, or day-to-day occurrences or business. Those “rules” make the business run smoother and helps to avoid problems, or avoids aggravating existing problems. Businesses, including 4RV, have protocols in place for those reasons, and when anyone avoids, circumvents, or bends protocol, problems arise. 

    One example, 4RV has the request (actually requirement) that authors and illustrators avoid direct contact with each other unless the president or vice-president gives limited permission. One author insisted that the two be able to contact each other and that the author “guide” the illustrator. The result, part way through the book, the illustrator quit. If a person doesn’t understand the need for a “rule” or requirement, ask and then respect that the “powers that be” know what they/he/she is doing, even if the answer is that is the way the company wants something done.

   Therefore, what does intra-company etiquette mean? Such etiquette addresses the relationships, the procedure, the way things occur between members, employees, employers, staff, etc. in a company; most such protocol or behavior means using good manners and being respectful of others. Below are a few “rules” that apply anywhere, for any type business:

1.  Follow communication protocol. If your superior is to be included in the loop, don’t leave him out for any reason. Doing so undermines his position and creates hurt feelings and a lack of respect for the person not following protocol and for the superior. 

2.   Don’t gossip and discuss company business unknown by a superior who needs to be included, or with people who have no need to be included. For example, an illustrator directly contacts an author and discusses material without including the art director, or a staff member contacts another staff member without including their superior because the first is not happy with the supervisor.  In both examples, someone is showing great disrespect for a superior and for the other person placed in an awkward and compromising position.

      Example: At 4RV, everyone is to Cc certain people in emails. Yes, at times we forget to “reply all,” but leaving a required Cc off an email causes problems and often undermines the position of the person deliberately “forgotten.” Such action also shows a lack of respect.

          3.  Sharing business information with someone else in the business who doesn’t need to know undermines coherency in a company. Unless it’s “George’s” right to know what “Bob’s” salary is, “Craig” is breaking protocol to share the information.

           4.  Complaining about what happens in the company doesn’t help, in fact hinders a solution to an actual problem. Anyone who has a problem should go to his/her supervisor. Only if no solution is found, should he go elsewhere to find help — and then to someone further up the line, not to others who cannot help.

          5.  Do not undermine a superior by telling another person in the company that the superior wants something done a certain way but that way is not what others in the same business do, insinuating the “boss” is wrong. If a superior, especially the “boss,” wants something done a certain way, it is not the right of a person who may disagree to undermine the superior’s position. Such action is rude and disrespectful.

    

     6.  Management should respect those under themselves in the hierarchy of a company, too. Nothing about an individual should be discussed with anyone who doesn't need to know the information. Respect should be shown and exercised no matter how "important" anyone is within the company.  

     Just a few suggestions for making relationships smoother in a company. I know others exist, but these five are a start. Later I’ll address etiquette between a company and its clients.

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