The things that drive editors crazy

For some time now I have been visiting The Blood-Red Pencil, a blog that offers "sharp and pointed observations about good writing". The blog is run by 10 editors and writers whose goal, they say, is to help writers by blogging about what they know best: editing.

If you are a writer or an editor, or even a media student, you will find plenty of relevant and enlightening material here presented in an interesting way.

Take, for instance, a January 2010 post on the things that drive editors crazy. Author and freelance editor Maryann Miller gets straight to the point in her intro:

I’ve been editing for a long time and am still amazed at how often I see common mistakes repeated over and over again.

And then she gives us examples of the common mistakes:

Fred walked out, taking the file with him. You don’t need ‘with him’. If he took the file, it’s with him, DUH!! Or the sentence could be rewritten to make it a little more visual. Fred grabbed the file and walked out.

Those gray eyes of his stared right at her. This is an incredibly popular phraseology used in romance novels, and I wince every time I read it. As if he would be looking at her with anyone else’s eyes.

Sally shrugged her shoulders. What else would she shrug?

Harry nodded his head. As opposed to his elbow?

Sam found himself standing in the middle of… Was Sam lost? Much stronger to write: Sam stood in the middle of….

It was a picture of Madeline Smith, herself. Could it not just be a picture of Madeline Smith, period? Even my husband asked if the use of the reflexive pronoun was necessary, and he’s not an editor.

As I noted earlier, there's so much to learn here. Read the post in its entirety: "Things That Drive An Editor Crazy".

• The latest post, published today, on The Blood-Red Pencil is also, coincidentally, by Maryann Miller. Titled "Time Out for A Little Fun", the piece focuses on comic strips that, she says, feature jokes that connect loosely to writing and promoting. Read it here.

Your Facebook profile may be a fairly accurate reflection of how good you will be at your job

I have always known that companies have been checking out the Facebook profiles of prospective employees. Now here is confirmation of that fact in the form of a study published in the Journal of Applied Social Psychology last month.

Writing about the study on the Forbes magazine website, Kashmir Hill says that employers already know it’s a good idea to check job candidates’ Facebook pages "to make sure there aren’t any horrible red flags there".

She continues:

The reddest flags for most employers seem to be drugs, drinking, badmouthing former employers, and lying about one’s qualifications.

But there’s another good reason for checking out a candidate’s Facebook page before inviting them in for an interview: it may be a fairly accurate reflection of how good they’ll be at the job.

The Facebook page is the first interview, Hill writes, because if you don’t like a person there, you probably won’t like working with them.

Read the feature in its entirety here: "Facebook Can Tell You If A Person Is Worth Hiring".

• Also read: "Facebook: Boon or bane?" and "Yes, recruiters are using Facebook and Twitter to screen candidates".

Thou shalt follow these 10 commandments to be effective — and successful — at work

The best advice on workplace behaviour that I have ever read comes from Mary M. Mitchell, who heads an executive training consultancy, The Mitchell Organization. The company, which is based in Seattle, is dedicated to the credo that good manners create good relationships, and good relationships create good business.

MARY M. MITCHELL

Last month, Mitchell wrote a feature for Reuters, which was titled "The 10 Commandments of Business Behaviour".

Mitchell opens her article with an appropriate quote from the late American tycoon, John D. Rockefeller: "I will pay more for the ability to deal with people than any other skill under the sun."

And then she explains, while outlining her 10 Commandments, the impact your interpersonal skills have on your ability to do your job.

Here are Mitchell's 10 Commandments:

1. Thou shalt have a positive attitude.

2. Thou shalt be on time.

3. Thou shalt praise in public and criticise in private.

4. Thou shalt get names straight.

5. Thou shalt speak slowly and clearly on the telephone.

6. Thou shalt not use foul language.

7. Thou shalt dress appropriately.

8. Thou shalt take clear messages.

9. Thou shalt honour social courtesies at business functions.

10. Thou shalt be accountable.

The point about having a positive attitude (I have to say here that I have problems on this score sometimes) is deservingly No. 1. Everybody has bad days, Mitchell writes, but...

... nobody has the right to take it out on others. Rudeness, impoliteness, surliness, ugly moods, unprovoked displays of anger, and general unpleasantness can be costly to your career — and your company's bottom line.

I am glad, too, that Mitchell has made it clear with Commandment No. 6 that there is no place for foul language in the workplace. Back in January last year, I had written about this issue on The Reading Room (What is the need to turn the air blue?). Now, in her article, Mitchell points out that vulgarity, poor grammar, and use of slang are three of the top reasons people don't get hired. That should give many people out there, especially freshers on the threshold of employment, some serious pause for thought.

Mitchell also discusses another issue that I consider to be very important — dressing appropriately:

Don't enter your workplace without knowing its dress code. If you must, call the human resources department and ask. Good grooming is at least 10 times more important than making a fashion statement. Good taste and fashion are not always synonymous.

There's lots of good advice here. Read the article in its entirety — "The 10 Commandments of Business Behaviour" — and think hard about how you will apply these guidelines.

What impression do you create when you use "SMS lingo"?

Here are snatches from a conversation thread I was privileged to read on Facebook some time ago (actually you can see similar posts and comments written in similar inelegant language on Facebook — and on Twitter — every day):

cos thedy r idiot

idiots

xctly..........

who is sayng xctly! som1 coming frm d same list..

What balderdash is this?

I have never felt the need to use so-called SMS lingo... not even when I am writing an SMS (why do you think our mobiles come with a T9, or dictionary, feature?). For one, I am never so pressed for time that I cannot give some thought to articulating my thoughts. And second, I get the heebie-jeebies when I have to read an illiterate text message or Facebook post or comment.

That is why I was pleased to see a short piece titled "Inelegant language — illiterate impression" by Srijana Mitra Das on the the edit page of The Times of India yesterday. "A clear connection," Mitra Das writes, "certainly exists between poor vocabulary used in text messaging and poor linguistic skills overall — not to mention a poor impression accompanying messages from such writers."

If these people do not even have time to spell words correctly, argues Mitra Das, if they are so "terrifically busy", how will they ever make time for books? "Obviously, their grammatical growth and literary vibrancy will be stunted," she says.

And then she delivers the coup de grâce:

Texts that say "hv snt rpt" instead of "I have sent you my report" make you think of someone coming to work wearing crumpled clothes and a bad attitude — sloppy, unconcerned.... Even between friends, poorly worded texts — "hw abt tht flm" — don't sound cool. They sound illiterate.

My sentiments exactly.

PS: My tolerance levels for illiterate posts on Facebook are dangerously low nowadays. So low that I have begun unsubscribing from activity stories, comments and likes, and even status updates of people whose inelegant language drives me nuts. Does that make me a bad person?

A marketing whiz and the lessons she learned from journalism

Good journalists make good media professionals. Meaning, if they want to, they can do well in most other jobs in the media industry be it PR (as many of my former colleagues have proved), marketing, advertising... even teaching. :-)

That is what I believe. And that is what I tell every new batch of students at Commits.

NANCY FRIEDMAN

Now here's a former journalist turned marketing whiz reinforcing my belief that journalism training and experience can be a great asset in other media fields. Nancy Friedman, who styles herself as Chief Wordworker at Wordworking, an unusual communications company in California, says she has been able to apply to marketing some of the lessons she learned from journalism and she explains them in detail on her blog, Fritinancy.

Here are the 10 points she discusses:

1. Get to the point.
2. Take notes.
3. Ask and anticipate questions.
4. Spell the names right.
5. Nouns and verbs are your best friends.
6. Hello sweetheart, get me rewrite.
7. Omit needless words.
8. Grab attention with a great headline.
9. If you make a mistake, issue a correction.
10. There's no writer's block on deadline.

To let you revel in the strength of Friedman's argument — and to give you a flavour of her uncluttered, persuasive writing style — let me reproduce what she has to say about her first point, "Get to the point".

All journalists learn the inverted pyramid format: putting the most important news in the first paragraph, or lead, and the least newsworthy information at the end. Readers of ads, web content, and white papers are no different. Give them the information they need up front; don't waste time with throat-clearing and other verbal filigrees.

And because I really like what she has to say about Point No. 3, let me give that to you as well:

Ask and anticipate questions. When you're digging for information, there are no better digging tools than the five W's — who, what, when, where, why — plus H for how. I use them all the time when I'm interviewing clients. Who are your competitors? What are your products? When do you expect to launch? Where are your target markets? Why are you in business? How do you expect to achieve your goals? And like the journalist I once was, I'm ready with follow-up questions when I get the answers.

Friedman elaborates on the other points just as brilliantly. Read her column in its entirety here: "What Journalism Taught Me".

• Also visit Nancy Friedman's Wordworking website here (Slogan: "Announce. Convince. Describe. Define. Celebrate. Sell. Tell your story.") and learn how she helps companies tell their story.

Imagine — NDTV does not know the difference between "byte" and "bite"

For ten years I have been telling my students at Commits that a "quote" on television is referred to as a "sound bite" or "bite". But I have noticed many journalists — both print and television — writing it as "byte".

A few months ago I sent an email about "bite vs bite" to CNN-IBN editor-in-chief Rajdeep Sardesai and he replied, "It should be sound bite. But you are right, several of us, myself included, use sound byte. Am not sure why."

Now here's a dictionary definition of sound bite: 

noun

a brief, striking remark or statement excerpted from an audiotape or videotape for insertion in a broadcast news story.

And this is what byte means:

noun Computers 

1. adjacent bits, usually eight, processed by a computer as a unit. 

2. the combination of bits used to represent a particular letter, number, or special character.

So how did NDTV air this graphic today with "BYTE of the DAY" leaping out at you from the screen?

IT'S STRANGE THAT NDTV DOESN'T KNOW THE DIFFERENCE BETWEEN "BYTE" AND "BITE".

I am indebted to Commitscion Dipankar Paul (Class of 2009) for sending me this image via e-mail with the subject line: "What do you think of this?"

Subsequently I wrote to the NDTV bureau chief in Bangalore, Darius Taraporvala; the news editor of CNN-IBN in New Delhi, Dipika Kaura; and also Imran Qureshi, the Bangalore bureau chief of Aaj Tak and Headlines Today to ask about the house style rule on byte vs bite.

Here is the relevant sentence from Taraporvala's e-mail to me:

To me 'byte' is computer terminology, and 'soundbite' refers to the reactions we get in the field.

This is what Kaura had to say in her e-mail:

Should be bite — that’s how the Oxford dictionary defines it. But it's more a matter of nomenclature. We’ve shifted to SOT — Sound on Tape. That at least is clearly defined.

Imran Qureshi also wrote to say that it should be "bite" and not "byte".

Byte is the language of computers.

I'm glad that's been sorted out. But has it? Watch television news closely and let me know.

When you're sickened by office politics...

...often the first thing you want to do is quit your job.

But you may want to do a rethink after reading what Tavishi Paitandy Rastogi has to say in Brunch, the Hindustan Times weekend magazine. "Don't quit! Just play the game" is her advice. And she explains how to do exactly that by outlining eight simple points with the help of corporate experts. Here are their tips:

1. Understand your surroundings
2. Keep your records straight
3. Play on the front foot
4. Keep up the good humour
5. Don't be part of a clique
6. Confront and communicate
7. No blame game
8. Your boss is no fool

Not surprisingly, the best advice comes from a journalist, Shalini Singh, who elaborates on Point No. 6:

Clear communication always cuts across office politics. Be transparent and back your arguments with solid facts. “Be polite, persuasive and firmly assertive when it comes to fighting for a ‘cause’. Also, if you need to clear misgivings, it is always advisable to confront the person one-on-one instead of sneaking to a senior. It bonds the team wonderfully,” says journalist Shalini Singh.

Read the article in its entirety here.

• By the way, Brunch is by far the best Sunday publication offered by any newspaper in the country. It is superbly edited, it is full of ideas, and it is beautifully designed. Hindustan Times does not have an edition in Bangalore, but I get to read Brunch every week only because it is supplied with Mint, and I'm grateful for that.

Why I cried when reading "The Help"

I can't remember the last time a book made me cry.

Last Friday, I was reading The Help on my Kindle Fire on the Volvo bus to work. I had been doing this for the better part of a week. And I was on the last couple of chapters.

Reading this tale of the segregation era in America — when "coloured" people were considered "separate but equal" and treated, especially in the South, worse than animals — had already had a big emotional impact on me.

And I had also been struck by the originality of the writing. Kathryn Stockett tells us the story in three distinctive voices: there is Aibileen, a "coloured" maid; Minny, her best friend and fellow maid; and Skeeter, a young — white — woman who has a worldview different from that of her peers.

KATHRYN STOCKETT

On Friday, in the bus that morning, I came to a particularly moving passage.

And the floodgates just opened up.

I was not shedding tears of sadness, though; rather, my eyes welled up because I had become so involved in the book that I was able to share the characters' moment of triumph at that point in the story. It felt so real to me.

At the end of this exceptional and uplifting tale (the movie version is a hit, too), I could not help thinking to myself again: This is Kathryn Stockett's debut novel? What will she do for an encore?

UPLIFTING EXPERIENCE: A STILL FROM THE MOVIE VERSION, AND, RIGHT, OCTAVIA SPENCER ACCEPTING HER OSCAR FOR BEST SUPPORTING ACTRESS IN L.A. YESTERDAY.

10 quotations from writers and editors on the importance of editing (or revision)

You may be a great writer, but you still need a good editor. That is what I believe as an editor with 30 years of experience. And that is the belief of the best writers and editors, too.

Here are 10 quotations from writers and editors that underscore the importance of editing (or revision).

[I'm greatly obliged to Dr Mardy Grothe for this list.]

Sit down, and put down everything that comes into your head
   and then you're a writer.
But an author is one who can judge his own stuff's worth,
   without pity, and destroy most of it.
         Colette

Cut out all those exclamation marks.
An exclamation mark is like laughing at your own joke.
         F. Scott Fitzgerald

My most important piece of advice to all you would-be writers:
     when you write, try to leave out all the parts readers skip.
         Elmore Leonard

 A writer is unfair to himself when he is unable to be hard on himself.
         Marianne Moore

Editing is the same as quarreling with writers — same thing exactly.
         Harold Ross

In composing, as a general rule, run a pen through every other word
     you have written; you have no idea what vigour it will give your style.
         Sydney Smith

It is with words as with sunbeams —
      the more they are condensed, the deeper they burn.
         Robert Southey

Omit needless words. Vigorous writing is concise.
 A sentence should contain no unnecessary words,
    a paragraph no unnecessary sentences,
    for the same reason that a drawing should have no unnecessary lines
    and a machine no unnecessary parts.
         William Strunk, Jr.

Writing is not like painting where you add.
It is not what you put on the canvas that the reader sees.
Writing is more like a sculpture where you remove,
    you eliminate in order to make the work visible.
Even those pages you remove somehow remain.
         Elie Wiesel

The very bitter lesson that everyone who wants to write
   has got to learn, was that a thing may in itself be
   the finest piece of writing one has ever done, and yet
   have absolutely no place in the manuscript one hopes to publish.
         Thomas Wolfe

My favourites? Fitzgerald's quote on the unnecessary use of exclamation marks and the one by Elmore Leonard which says so much (without saying as much) on why everything we write must be written keeping our audience in mind.

Also read:

• "Why subs, or copy editors, are the lifeblood of a news organisation"

• "What it means to be a newspaper sub"

• ADDITIONAL READING: "10 Things to Look Out for when Line Editing"

"Wha-aaat? You have FOUR HUNDRED AND NINETY-SEVEN unread E-MAILS in your INBOX!"

That was my cry of astonishment — and anguish — yesterday when one of my students came into my cabin with her laptop to show me her inbox and to explain why she had not seen an important e-mail I had sent her three weeks ago.

Once I had taken a look at the staggering number of unread e-mails, she did not have to offer any explanation.

I know many people like her. The philosophy at work here seems to be, "We'll get to it later." But before these people know it, another dozen or more e-mails have arrived, and that all-important e-mail has been pushed to the next "page".

Clearly, this is a philosophy that does not work.

How many of you have tons of unread e-mails? Is it really that difficult to maintain a clean inbox?

I have two primary e-mail addresses. Here's a screenshot of my Gmail inbox:

Now here's a screenshot of my Commits Mail inbox:

I have a simple 1-2-3 formula for dealing with e-mail:

1. After you log in and check out your inbox, take quick decisions on "deleting", "marking as spam", and "opening", in that order.

2. Reply ASAP to the e-mails remaining in the inbox.

3. After you reply to each e-mail, take a quick decision on whether to delete it or move it into a folder for future reference. (I have upwards of 40 folders, termed "labels" by Gmail, for each of my e-mail addresses. It may seem like a lot, but believe me, this system is a very efficient one, especially since, additionally, the search function allows me to zero in on ANY e-mail in these folders.)

Want to use this 1-2-3 formula over the weekend to organise your inbox? Be my guest. And send me a screenshot afterwards.

• ALSO READ: How to achieve "Inbox Zero".

• By the way, I prefer my desktop to be uncluttered, too. See image below: