WhiteSmoke 2009 Review | Grammar Correction | Proofreading and Editing Writing Software
November 2, 2008 | Leave a Comment
WhiteSmoke 2009 is an innovative proofreading and editing tool with a single aim – to help you write better. Whether you simply want to compose well–written emails to family and friends, or you need professional results for business and corporate settings, WhiteSmoke consistently delivers
WhiteSmoke 2009 New Features
New GUI
WhiteSmoke 2009 introduces a new GUI with an improved workflow. Central to the new design is the presentation of WhiteSmoke’s suggestions and corrections. Replacing the pop-up menus of WhiteSmoke 2008, the user now receives corrections and suggestions in-line with the text, just like when a text is edited and proofread manually.”Our beta group is very pleased with this new development, which brings a more organic and ‘real-life’ feel to the writing and editing experience,” notes Liran Brenner, VP R&D at WhiteSmoke. Other changes include the placement of the additional writing tools (English Lessons, Templates, and the Dictionary) above the text area, and more intuitive placement of the “Check” and “Apply” buttons.
Style Checker
WhiteSmoke 2009 introduces a new collection of style checking features. The WhiteSmoke Style Checker includes WhiteSmoke’s patented Text Enrichment, a unique technology that has established WhiteSmoke in a field apart from competitors, as well as a range of new features that address overall writing style. Users will be notified of incomplete sentences, use of slang and IM speak, and informal sentence structures. These additional style checking features make WhiteSmoke 2009 a great leap forward from previous versions of WhiteSmoke, and consolidate the WhiteSmoke mission of creating an “all-in-one” writing tool.
Grammar Checker
WhiteSmoke 2009 introduces new grammar algorithms and updates to existing algorithms. Key new detections include confusions between countable and non-countable nouns (much/many, less/fewer), comparative/superlative mismatches (more nicer, less nicest), and recognition of run-on sentences. Updates to existing grammar algorithms have further improved the precision of WhiteSmoke’s corrections over a wider variety of possible sentence constructions.
whitesmoke 2009 business version review
With the WhiteSmoke 2009 Business Writing Version you can’t go wrong with any document you send out! Our online software corrects any potentially embarrassing grammar, punctuation, and spelling mistakes and takes your text to a new and more professional level with text enrichment suggestions relevant to the business world. The integrated dictionary-thesaurus, idiom database, and optional multi-language translator [Now Free] are complemented by 600 document templates that all-in-all provide you the best English writing package available!
whitesmoke 2009 Creative version review
Do you feel like you’ve got a burning desire to be a writer but afraid you still need to brush up on some writing basics? The WhiteSmoke online grammar and writing software is the all-in-one solution that caters to all your writing needs! It will correct grammar, spelling, and punctuation mistakes in any short story and essay you write. It will also provide you with text enrichment suggestions to enrich your writing with synonyms and extra adjectives and adverbs. The integrated dictionary-thesaurus, idiom database, 600 document templates, and online English lessons complete our unique all-in-one writing tool made just for you!
Get a free dictionary + ESL Online Video Tutorial Courses + Business English Video Tutorial Course
whitesmoke 2009 General Writing version review
Writing has never been more accessible than with the groundbreaking WhiteSmoke grammar and writing software. Whether you are a middle school student, about to hand in your first college thesis or already deep in the world of work, our software provides an all-in-one software package that caters to all your writing needs. Starting with grammar, punctuation, and spelling corrections all the way up to text enrichment suggestions of synonyms, adjectives, and adverbs, the WhiteSmoek English text enhancer does it all. Together with a built-in dictionary-thesaurus, idiom database, 600 document templates, and an optional multi-language translator, WhiteSmoke is just the writing tool you need to “Write Better – Right Now!”
whitesmoke 2009 Bio-Writing version review
Completing those patient progress forms or filing lengthy medical supply orders can be tedious and even embarrassing if sent out with mistakes. The WhiteSmoke online English grammar and writing software answers to all your needs as it corrects grammar, spelling, and punctuation mistakes. It goes even further by offering text enriching synonyms, adjectives, and adverbs – all suited to medical jargon. Completing this package are the integrated dictionary-thesaurus, 600 professional document templates, and the optional multi-language translator. All in all, WhiteSmoke is the best all-in-one writing solution to make you “Write Better – Right Now!”
whitesmoke 2009 Hi-tech version review
The Hi-Tech Writing version of WhiteSmoke is an excellent writing solution for Hi-Tech and IT professionals. Like all versions of WhiteSmoke, you get full access to our advanced grammar checker and spell checker, as well as the style checker, which provides text enhancement suggestions to improve your writing. The dictionary-thesaurus and the spelling database of the Hi-Tech Writing version are tailored for the specific writing needs of Hi-Tech and IT professionals.
whitesmoke 2009 Executive version review
If you are an executive manager who just doesn’t have time for editing emails and business proposals, then WhiteSmoke’s English grammar and writing software is the solution you’ve been waiting for. The Executive Version includes the text enrichment capabilities of all other WhiteSmoke versions (business, creative, legal, medical, and general), and WhiteSmoke’s world-leading grammar, spelling, and punctuation correction. These core features are backed by a one-click dictionary-thesaurus, and over 600 professional document templates. WhiteSmoke’s all-in-one solution is the best bang for your writing buck!
Whitesmoke 2009 Business English Video Tutorials
WhiteSmoke’s Business English Video Tutorial Course is based on a comprehensive and highly interactive method to help you learn the “ins and outs” of Business English. The course is based around a series of real-life business scenarios, which help you acquire the necessary communication skills through actual business interactions. There are achievement tests to help you track your progress, and detailed case studies to help you get the most out of your Business English learning experience.
Now buying any whitesmoke Products, get this Free!!
Whitesmoke 2009 ESL Online Video Tutorials
WhiteSmoke’s ESL Online Video Tutorial Courses are based on a comprehensive and highly interactive method to help you learn the “ins and outs” of English as a second language. The courses are based around real-life scenarios, which help you acquire the necessary communication skills through actual interactions. There are achievement tests to help you track your progress, and detailed case studies to help you get the most out of your English learning experience.
Now buying any whitesmoke Products, get this Free!!
The Writing Process - Guide to effective writing for Technical Writers
October 18, 2008 | Leave a Comment
Introduction
One of the more difficult tasks facing IT people is finding the best way of putting across technical information in a nontechnical way.
Nontechnical writing is often the most difficult type of communication for IT people (“techos” as they are sometimes known) to do well. This is because such writing calls for communication between people with widely different backgrounds.
Nontechnical writing takes technical information and translates into ideas that can be readily understood by people who are perhaps skilled in other areas or other disciplines.
Nontechnical writing presents a situation much like that involved with translating a foreign language. When you are speaking to someone who shares a common background and language, they can fill in the gaps and make up for mistakes in your communication. However when speaking to someone who has a different background and speaks a different language, they cannot make up for gaps and mistakes, and need additional explanation.
1. The Writing Process
This is a very important section for people who have not spent half their lives learning the many techniques of writing good, easy to read prose. While there’s no real substitute for those years, by applying some basic principles the result might be quite good.
1.1. Clear & effective communication
A subject as large as this could fill a library, but as big a subject as it is, there are some general guidelines which can be applied to help you write more readable reports.
If you are serious about becoming a better writer, you’ll take the following guidelines to heart and practice them. They were mainly put forward by the English writer George Orwell in his book Politics and the English Language (1947). Taught in university courses, practised by experienced writers everywhere, they can be considered some of the “tricks of the trade”.
By implementing the techniques outlined in this document you will be able to use language as an “instrument of expressing and not for concealing or preventing thought”.
1.2. No tired figures of speech
It is a fact that when communicating, people often use expressions and clichés that have become overworked. They may once have been full of impact, able to grab a readers attention with the freshness of their imagery. But after 1,000 uses, they are past their “use by” date and deserve to be retired. Take the time to think of new ways to express familiar ideas and your writing will benefit.
1.3. Short not long words
Never use a long word when a short one will do; use “timely” not “auspicious” or “opportune, use “set” rather than “predetermined”.
Short words tend to be more specific or concrete, making the message more definite. Short words also usually have more impact.
Use a specific, concrete word instead of a general, abstract one. Instead of: “We should request management to do something about their high overheads”, say “Let’s ask John, Susan and Peter to suggest five ways of cutting departmental costs”.
Examples of general (usually long) versus specific (mostly short) include:
- stringed instrument/guitar.
- transport vehicle/car.
- public service department/Queens land Transport.
- entertainment/movie.
- science/biology.
- sporting event/Olympic Games.
Specific words help by allowing the other person to see a clear meaning, general or abstract words tend to obscure meaning.
1.3.1. Economical & precise with words
Economical. if it’s possible to cut a word out without losing the meaning, always cut it out. For example to write: “You can begin to down load the data to the hard disk of the computer by loading the diskette into the diskette drive and selecting “down load” from the Utilities menu which is found in the System Administration area..” Is not as economical as: “To down load the data to the PC, insert the diskette and select “down load” from the Utilities Menu”.
They both get the same meaning across but the first includes extra words which add nothing to the clarity of the statement, but which the reader is obliged to plough through nevertheless. In this example it isn’t necessary to tell the reader where the down loaded data will go or where to insert the diskette or even that the Utilities menu is in the System Administration area if this section is dealing with the System Administration area as a whole.
The rule of thumb is, don’t make people read more than they need, they get in the way, waste time and cause irritation when done to excess.
Precise With around 500,000 words (not including technical), English has perhaps the largest number of words of any language. With such a variety, try to choose the words which best express your thought. Many words have only slight differences in meaning; i.e. assisted, benefited, served, helped. Or meritorious, illustrious, distinguished, significant, renowned.
The best way to achieve precision is to:
- Think carefully about what you’re saying, and
- Have a broad enough vocabulary. A good way to build your vocabulary is to make a point of looking up words you don’t know and perhaps using a thesaurus when writing a document.
1.3.2. Active not passive
Always use the active voice where possible. Active voice has more impact than passive voice and is usually more concise as well. For example it’s better to write: ‘use the active voice’ than to say: ‘the use of passive voice is to be discouraged’.
Notice the diluted effect that the passive voice creates. An enormous amount of what is written in organizations suffers from this problem. Why? Partly through habit, partly through a desire to lend authority to the words and partly to hide a lack of real understanding of the subject. Half-baked or incomplete thoughts tend to be expressed this way.
1.3.3. Everyday English not foreign, jargon or scientific
Except in situations where these are specifically called for, everyday English should be used rather than foreign, jargon or scientific words (i.e. not used for the sake of appearing knowledgeable). As a general guide, choose words that are likely to be understood by the largest number of people unless you are writing for a highly specialized readership.
It is often more difficult to use a common word when the concept is normally described in technical terms. Never assume that people know the meaning of technical words unless they have specific training (i.e. a computer science graduate can be expected to know computer jargon, but the accounts clerk who is actually using the software cannot be expected to understand computer jargon.
1.3.4. Prefabricated language
Orwell also pointed to the habit many people have of using “prefabricated” language. Rather than making the effort to think of new ways of describing things, most people lazily continue to use the same old expressions they’ve been using for years. For example: ‘At this point, the weekly invoice run is initiated and without further ado will run until finished.’ Contains two pieces of prefabricated language; “at this point” and “without further ado’.
The result of overused expressions is that the message may not get through since the reader has tuned out after encountering too many overworked phrases. Original sounding language helps get the message across by sparking the reader’s interest. In the above example, you could say: ‘The weekly invoice run now commences.” Not using prefabricated language also leads to the economical expression of ideas.
1.3.5. Present tense not past/future
Unless it specifically applies, use present tense. Say “Pressing accepts the default value” rather than “Pressing will accept . .” (future tense). Another example, “use active voice in the present tense” rather than “the use of passive voice in the future tense is to be discouraged’.
Using present tense makes the message sound more immediate. The reader unconsciously thinks if it’s happening now, it’s worth knowing. If it’s happening in the future, let’s wait until it happens. If it’s already happened, it’s history.
1.3.6. Avoiding overstatement
This general guideline applies to all communication. In an attempt to strengthen their message, many people resort to overstatement - words that convey an exaggerated view of a person, event or situation. If someone says “You never help me with my work” they invite a reply like “Of course I help you, what about last week?’.
When a speaker exaggerates it usually makes the other person defensive - all of which gets in the way of clear communication. It’s better to limit yourself to simply stating the facts, it shows that you’re being fair and mindful of the other person’s feelings.
1.3.7. Adapting words to the reader
To help the other person perceive what you’re saying as interesting and intelligible. Certainly, using precise specific words adds interest as mentioned earlier, but you can also add interest by being concise and colorful in your phrasing.
Another way to add interest is to use colorful, non cliché expressions. For example, to describe an experience as being “electrifying” is colorful but commonplace, to say it was “like touching an electric fence” adds color and freshness, making it both more interesting and entertaining for the listener/reader.
1.3.8. Never barbarous (advisory only)
Note: This section is for general interest only. It is included for the sake of completeness. Despite the fact that opportunities to use “barbarous” language in reports are limited, it is still worth mentioning since it is perhaps the most corrupting use of language seen today.
Orwell makes the point because he was appalled at the way governments would use terms like “collateral damage” to describe the deaths of innocent people, or their own soldiers being killed by “friendly fire” (mistakenly killed by their own side), or “ethnic cleansing” used to describe genocide.
Notice that barbarous terms are abstract, they don’t have a down-to-earth meaning. “Collateral damage” would become horrifying if the meaning was made concrete by showing the victims as real people - perhaps one’s own husband, wife or children. “Ethnic cleansing” sounds almost harmless but its real meaning is barbaric when you imagine it happening in your street, to people you know.
Why is it done? Usually as a way of legitimizing or “selling” acts of barbarism to people who would otherwise object. As an exercise, the next time a war occurs in which Australia or it’s allies are involved, listen to the way in which the events are described in the media. The words are carefully chosen to persuade us that the war is necessary because “we” are right and “they” are wrong. People often forget that there is no absolute right or wrong when it comes to why nations go to war. It is up to governments to “sell” the idea by glorifying our own cause and demonising the enemy’s.
1.4. Non sexist language
Care should be taken to avoid sexist (or nondiscriminatory as it is legally known) language.
As a general guide:
- Make no gender assumptions - avoid using language which assumes a person’s gender. Today, there are very few jobs where a person is always male or female. Instead of saying “he/she” or “they” when mentioning a person, refer to their job title or function, i.e. “the data entry clerk” or “the user” or simply as “you”.
- Don’t get carried away with removing apparent gender bias in language. With the best of intentions it can mutilate language. For example a “manhole” cover is the generic name of the object and to call it a “personhole” cover obscures it’s meaning and leaves itself open to ridicule, whereas “access” cover is acceptable.
- Further information - if in doubt, consult the Anti-Discrimination Act and the Equal Opportunity in Public Employment Act relevant to your state.
1.5. Writer’s block
Common causes of writer’s block include:
- Internal censor - imaginary, internal critic, speaking with the voice of teachers, parents or other authority figures. The censor makes us reject what might have been written before the writing process has a chance to get under way.
- Fear of failure - originates also from authority figures. It makes us see writing as difficult or risky. It generates anxiety and lack of self-esteem (I’m a hopeless writer!)
- Perfectionism - having unrealistically high standards, not setting realistic goals.
- Procrastination - you begin by sitting down to make a start. After a time you’re thinking of all the things you could be doing - some of them quite important which should probably be done right away. Next thing you know, you’re doing that something else and thinking “Well I’ll get back to that later”. This is the gentle art of procrastination whose basis lies deep in the heart of human nature.
1.5.1. Preparation
The problem is often that you’re expecting to hear the finished product being dictated in your mind by that mysterious process called inspiration. But before the words will start to flow you need to know a lot about the subject. So if you are experiencing writer’s block, it’s generally a sign that you don’t yet know enough about the subject. Spend some more time preparing and getting to know the subject well.
1.5.2. Make a start
Another tip is to lower your expectations about the quality of output at the beginning and just write what you do know even if it sounds half baked. The important thing is to start the flow of words one way or another. Concentrate on getting as much down as possible with the intention of going back and correcting it later. It doesn’t matter at this stage how bad it sounds, no one else need see it. Anything you write now can be changed later in the light of a better understanding of the subject.
1.5.3. Review the reference material
If that doesn’t help, go back and review the reference material you have prepared. A lack of reference material as discussed in the previous chapter is the source of writer’s block. It highlights the importance of thorough presentation to the success of the documentation.
1.6. Environment
Most people work best in a quiet, comfortable environment, as free as possible from interruptions and distractions. Easier said than done in many work places, particularly when the telephone never stops ringing and coworkers frequently want to chat.
It is important to arrange a time and a place during the working day where you can work in a quiet, interruption free environment, since you need to be able to concentrate and follow a train of thought for an extended period.
1.7. Routine
Get into the habit of writing everyday. It helps to reinforce the writing process and to overcome writer’s block.
The process of writing involves using the part of your mind that performs the enormously complex task of turning ideas into language. Unless you use this acquired skill regularly, it falls into disuse. It gets rusty and won’t work properly. It’s similar in some ways to physical fitness. Just as regular exercise keeps a person fit, writing something every day helps to keep your writing faculties in good working condition. Schedule a period each day to work on the documentation and do everything you can to stick to the schedule. If your other commitments make it difficult to allocate time on a regular basis, discuss the matter with your manager with a view to reorganizing your work load.
1.8. Ergonomics
Since writing involves sitting in one position for long periods, certain ergonomic factors need to be considered. These include the following:
1.8.1. Chair
Provide yourself with a chair that gives good lumbar (lower back) support. Try to avoid slouching in the chair for long periods as this places strain on the lumber vertebrae.
1.8.2. Screen
The screen should be on or around eye level and not closer than around 40 centimeters. Screens (liquid crystal flat screen types excepted) do emit a small amount of radiation. While no definite proof exists that this radiation is harmful to humans, many people do report degrees of discomfort and eyestrain. Common sense would suggest trying to minimize your exposure. Using an earthed radiation shield is recommended. The intensity of radiation coming from a screen decreases rapidly the further away the screen is. Therefore, position the screen to be as close as it needs to be to allow your eyes to comfortably read the words on the screen, and no closer.
Adjust the brightness to be just bright enough rather than brighter than necessary. If the brightness needs to be high to overcome reflected light from windows, either rearrange the screen away from the direct light, or arrange blinds. All of this helps to minimize eyestrain.
1.8.3. Regular breaks
Occupational health guidelines recommend taking a break every hour by getting up and walking around. This not only helps your circulation and eyes, it also clears the mind.
1.8.4. Keyboard
Your wrists should not need to be bent while using the keyboard. Studies show that Repetitive Strain Injury (RSI) can occur where a keyboard operator, over a long period, constantly types with bent wrists. The strain is due to the tendons which pass through the wrist from the lower arm to the hands becoming inflamed because they are being stretched and constricted as they pass through the narrow aperture in the wrist known as the Carpal Tunnel.
Avoid this possibility by making sure the keyboard is not too high. Either adjust the seat higher up, or arrange for a lower desk or a keyboard drawer which fits under the desk top, or a wrist support pad.
White Smoke Writing Proofreading Software - Editing & Fixing Your Grammar
October 3, 2008 | Leave a Comment
White Smoke Writing Proofreading Software is an important tool for both English native speakers and ESL students alike. We can spend hours on writing, rewriting, checking and proofreading our different writing tasks trying to maintain it correct and professional. Looking for new ways that will help you to enrich and correct your English writing without any extra effort? Read this article.
Some background
White Smoke Writing Proofreading Software provides advanced grammar and proofreading capabilities that aren’t available with our conventional word processors. The way they ‘fix’ your writing is interesting yet complicated; basically these solutions compare your sentences to their own ‘proper versions’ of similar sentences. These sophisticated software solutions usually provide the following: proofreading for correct grammar, correcting spelling mistakes, and checking on proper punctuation.
Important advantages
Let’s summarize the main benefits and advantages:
- Helping us to avoid embarrassing grammar mistakes.
- Providing extra capabilities which do not exist in conventional word processors.
- Enriching our English vocabulary.
Looking closer on this technology, we could easily find other advantages that were not mentioned in this review, as this technology is constantly moving forward, bringing us fresh improvements that help us on improving our Writing performance.
Conclusion
White Smoke Writing Proofreading Software and other NLP technologies (Natural Language Processing) will undoubtedly gain more and more popularity as we all understand the importance of maintaining a high-quality writing level. It is important to keep in mind that this technology is not 100% perfect; however, it provides help for our most common writing problems. Developing this complex technology is challenging, however, we can expect this solution to further develop itself, simply because writing is one of the most important tools that helps us communicating with others.
White Smoke Writing Proofreading Software provides advanced grammar and proofreading capabilities that aren’t available with our conventional word processors. Smart proofreading and grammar correction solutions rely on sophisticated engines and dynamic databases. They process your writing, compare it, and finally fix it. If we research these nlp (natural language processing) programs we will notice that most of them provide the following: instant correction for basic grammar mistakes, spelling and typos, and punctuation errors.
What are the main benefits?
Let’s quickly see what is in it for us:
* Improving our writing style.
* Improving and enriching our speech, enabling us to speak correct and better English.
* Enriching our English vocabulary.
If we examine it closer we would probably find additional benefits that aren’t mentioned here, as this innovative technology keeps improving, bringing us fresh solutions that help us on improving our English writing.
Summary
White Smoke Writing Proofreading Software can help us correct and polish most of our daily writing assignments - Emails, documents, job applications, and more. Everyone agrees that it cannot completely eliminate our writing problems; however, it can significantly help us on improving our writing skills. Although it is already available, we can expect this tool to further develop itself, simply because writing is one of the most important tools that help us fulfill our daily assignments.
A Guide to Business English Writing
October 1, 2008 | Leave a Comment
Successful business writing means taking some extra care with grammar and spelling, clearly stating your main point, writing clearly, and giving some thought to your audience.
The Impact of Business Writing
Readers will judge you to some extent based on your writing. Take extra care with grammar and spelling. Sending a message with grammar errors is like showing up for a meeting with your shirt untucked. It gives an impression of sloppiness.
Business English should be reasonably formal. Do not, however, let your writing become stilted. Keep a somewhat conversational tone, without being unprofessional. Be careful with humor, which is easier to miss or misunderstand in writing without the benefit of body language.
Don’t use “smilies” 
or the casual abbreviations that have become popular in e-mails, like LOL or TTFN.
Be particularly careful with the names of companies and people. You don’t want subordinates, colleagues, or clients to get the impression that you don’t care about them.
Bad writing will do more than give a bad impression. A poorly-written document will fail to achieve whatever objective you had when you wrote it. If you write a long, rambling document with dense blocks of text, many readers will skim it briefly and discard it. If people don’t read your letters and e-mails, then writing them is a waste of your time.
Write Clearly
To write clearly, keep the following points in mind:
- Use simple, clear words
- Get to the point
- Format the document appropriately
Use Simple, Clear Words
Most of us can speak fairly clearly, but somehow when we write, an unhelpful complexity often creeps in. People use words in writing that they would never use in conversation. Often we use written words that are less clear, because they seem more official or more formal. The result is stilted, stuffy, unnatural writing that is more difficult to read than it needs to be.
Here is a list of fancy words and their simpler equivalents. Try to use the words in the second column instead of the words in the first column.
commence begin
prior to before
furnish give
proceed go, continue, walk, drive
anticipate expect
implement start
utilize use
Try reading your documents out loud. They should not sound clumsy, awkward, or pretentious. You should write more or less the way you speak, although with more strict attention paid to grammar.
Get to the Point
There are two questions you must answer before you begin to write. What is your message? What are you trying to achieve? Answering these two questions will make the writing process easier, and the quality of the writing higher.
In your document, you should immediately state the main point or key piece of information. Don’t make your readers dig through a long letter or e-mail, trying to figure out why you wrote it. State your conclusions or key message up front. Add further details after you’ve gotten to the point.
Avoid unnecessary words. Don’t bury your message in pointless phrases. Trim meandering sentences that add nothing to your message. Consider the following example, with two versions of the same paragraph.
In the event that the purchaser is not fully satisfied, the company warranties and guarantees that the purchaser shall be eligible for a full and complete refund, subject to the following conditions: that the product is returned in a reasonable condition; that a receipt is presented at the time of returning the product; that the receipt shall correspond in every way to the product being returned. Customers not fully satisfied with the product must bring both the product and the corresponding receipt to the service desk on the second floor.
You must have a receipt to get a refund. See the service desk on the second floor.
The first paragraph has no useful information that is not found in the second paragraph. It is harder to understand, and that is all.
Format the Document Appropriately
Make your documents reader-friendly. The main point should appear close to the top of the document, and it should be easy to find. The document should not resemble a marathon, or a maze where you’ve cleverly hidden your information.
Avoid extremely long sentences or very long paragraphs. It is intimidating to search for information in a large, dense mass of text. Use whitespace to break up the document and to emphasize key points.
Use headings to make it easy for readers to find information, and to keep track of where they are in the document. Use bulleted and numbered lists so that key facts are easy to find.
Here is a basic model for clear, accessible documents:
- start with your main point
- organize your writing into blocks of information
- label those blocks with headings
Consider Your Audience
Keep the reader in mind as you write. Think about your reader’s vocabulary and education level, and write appropriately. Only use abbreviations or jargon that your audience will understand.
Ask yourself what your readers are interested in and need to know. What is in it for the reader? Don’t write out every fact that you know. Put in the information that the reader needs.
Sometimes, considering your audience means deciding not to send out a document. Many workers feel inundated with e-mails, especially corporate communications sent to too many recipients. Many people learn to delete e-mails with only a cursory glance.
If you send out too much information, you can create a situation where less and less information is actually being received. If your co-workers expect to receive irrelevant and long-winded e-mails, they may not recognize an important message. Be selective about the messages you send, to avoid training people to delete your messages unread.
Give all e-mails an appropriate and descriptive subject line. It is the first step in making your message clear.
Good business English means more effective communication. It is simple, clear, and straightforward. It is easier to read, and when you get used to it, easier to write.
The Essentials of Writing in English
October 1, 2008 | Leave a Comment
Good writing in English has several key components. Good writing is clear and unambiguous, with descriptive words that are easy to understand, proper grammar and punctuation, and careful use of pronouns and modifiers. Good writing is concise. Unnecessary words and repetitious phrases are removed. Good writing is focused, with every sentence contributing to the purpose of the document.
Good Writing Is Clear and Unambiguous
There are many ways for writing to be unclear. Esoteric or unusual words will confuse many readers. Poorly chosen words can make your writing less clear. Spelling, grammar, and punctuation mistakes make writing harder to understand. Pronouns are inherently ambiguous, and pose a constant threat to clarity. Misplaced or clumsy modifiers can also distort the meaning of a sentence.
Obscure Vocabulary
Eschew obfuscation. Very few readers will understand this gem of advice. However, if you say, “avoid making things unclear,” almost any reader will be able to understand.
Try not to use obscure or unusual words which many readers will not be able to understand. This includes needlessly fancy words like “pulchritude” or “anthrogogue,” and technical and scientific terms. Be wary of abbreviations. Most people know what a CD is, but they may be less familiar with an MRI or an SOP. Not every reader will be familiar with the casual abbreviations often seen in e-mail, like “LOL” or “OMG.”
Be careful with slang expressions, especially words whose meaning has changed over the years. Readers over the age of 30 are likely to consider the word “pimp” an insult, while younger readers might consider it a compliment.
Descriptive Words
Use the best word for the situation. Usually a more descriptive word is better than a less descriptive word. Instead of “dog,” write “collie” or “poodle.” Instead of “vehicle,” use “pickup truck” or “sedan.”
Resist the temptation to use vague words because they sound official or serious. Never write that someone was “proceeding down the street.” If they were driving, say so. If they were walking, say that they were walking. Don’t make your readers guess.
Grammar
Grammar is a subject too complex to be summarized here. Poor grammar may do nothing worse than irritate your readers. Sometimes, however, poor grammar can make your writing confusing or impossible to understand.
Be careful with spelling, and especially with homonyms (words which sound the same but are spelled differently). You may have correctly spelled a word that you didn’t mean to use. “Joe is a little horse” is a very different statement from “Joe is a little hoarse.”
Incorrect punctuation can change the meaning of a sentence. “My brother’s money” belongs to my brother, but “my brothers’ money” belongs to my brothers. A misplaced comma can turn one modifier into two different modifiers. “He arrived for his appointment, late yesterday afternoon,” suggests that he arrived on time for an appointment in the late afternoon. “He arrived for his appointment late, yesterday afternoon,” suggests that he was late for his appointment.
Failure to understand the parts of speech can also cause confusion. If, instead of “I feel bad,” you write, “I feel badly,” it sounds as if you are not very good at feeling.
Pronouns
Every pronoun risks confusing your readers. Consider the following example:
Andy and Bob tried to install a new carpet in the hall, but he said it was too wide.
Who did the talking? Was the carpet too wide for the hall, or was the hall too wide for the carpet? Your guess is as good as mine.
Every time you write “he,” “she,” “it,” “they,” or any other pronoun, you need to double-check for any chance of misunderstanding.
Modifiers
A modifier is a word or phrase that describes or modifies something in a sentence. The modifier should be placed as close as possible to whatever it is modifying. Consider the following examples:
Tom had some chicken that he thought was greasy, with his friend.
Tom had some chicken with his friend, that he thought was greasy.
In the first example it sounds like Tom thought the chicken was greasy. In the second example it sounds like he thought his friend was greasy.
Good Writing Is Concise
Brevity, according to Shakespeare, is the soul of wit. Most of us write documents that are somewhat bloated and repetitive. If you can learn to remove unnecessary words, phrases, and sentences, your writing will improve dramatically. Here are some examples of trimming the fat:
Right now, gasoline is expensive.
Gasoline is expensive.
Mr. Smith, who is my lawyer, wrote this document.
Mr. Smith, my lawyer, wrote this document.
I was not aware of the fact that the car was stolen.
I was not aware that the car was stolen.
I did not know that the car was stolen.
The truth is, I don’t like your hat.
I don’t like your hat.
Egg whites are low in fat. Egg whites are also high in protein. Egg whites are more healthy than whole eggs.
Egg whites, low in fat and high in protein, are healthier than whole eggs.
Good Writing Is Focused
A well-written document should have a point. If you are not sure what you are trying to say or what it is that you are trying to accomplish with your writing, then your writing will be vague and meandering. Take the time before you begin to decide what your essential message is. If you don’t know what you’re trying to say, you’ll have a hard time trying to say it.
After the document is finished, go back over it, keeping your theme or purpose in mind. Anything that doesn’t contribute to your central message or goal should probably be removed.
The Guide to Proofreading and Editing
October 1, 2008 | Leave a Comment
Editing is not the same thing as proofreading. Editing works on a larger scale. When you edit, you look at the overall document and what it is trying to say. You may add or remove entire paragraphs, or drastically change the way the document is organized. You might ask the following questions: What is the purpose of the document? Is that purpose achieved? Does the organization of the document make sense? Is it clear and easy to understand?
Proofreading works on a much smaller scale. When you are satisfied with the basic structure of the document, confident that it says what you wanted to say, then you proofread to check the small details. Look at each sentence by itself. Is the sentence grammatically correct? Is it punctuated properly? Look at each word. Is it the best word you could have chosen? Is it spelled correctly? Did you use the correct word, or did you use a word that sounds the same but is spelled differently?
Editing
Editing is primarily concerned with four things: content, structure, clarity, and style.
Content
What is the purpose of your document? What is it that you need to communicate? As you edit the paper, ask yourself if you have included all of the information that needs to be there. Does the document say what it needs to say?
Have you clearly communicated all of the necessary facts? How about opinions? If you were trying to convince someone of something, does the document show what your opinion is, and why your choice is better?
Is your content accurate? Is it clear which parts are fact, and which parts are opinion? Have you included anything irrelevant or confusing that should be left out? Is there anything offensive, or anything that your readers could misunderstand and find offensive?
Structure
How is the document organized? Different kinds of documents should be organized in different ways. A business letter has a very different structure from the memo or an essay.
Often you will start with an introduction, followed by a description of your main points, followed by a conclusion. This basic structure can work for anything from a long paragraph to a textbook. The introduction could be a sentence, a paragraph, a page, or a chapter, depending on what you are writing.
As you edit, check that your topics are in a logical order. Now that you can see the whole document, you may want to reorganize it.
Clarity
This is a tricky area. The document will seem clear to you. You wrote it, so you know exactly what everything means. You must learn to watch for things that your readers could misunderstand.
Are you using slang, technical terms, jargon, or obscure words? Do you refer to people, places, or things, without explaining who or what they are?
Check your pronouns. If you use “he,” “they,” or “it,” is there any chance of creating confusion?
Look at each sentence by itself. Have you written any sentences that can’t stand on their own?
Have you used any ambiguous words? Did you say “proceeding down the street” instead of “walking,” “driving,” or “sliding?” Did you say “vehicle,” leaving people to wonder if it was a car, truck, or bus?
Style
Editing for style will not help people to understand your writing. It will, however, make it more likely that people will keep reading to the end of the document. A poor writing style is like chewing with your mouth open. It doesn’t make you harder to understand, but it gives a bad impression and makes it less likely that people will pay attention to what you write.
Editing for style means removing things that are clumsy, repetitive, or unnecessary. It means putting variety in your sentences and paragraphs, and making your writing pleasant to read.
As you edit, watch for a repetition of words or phrases. Maybe you use the word “nevertheless” several times in every paragraph. Take it out. It’s distracting.
Watch for unnecessary words. Instead of “right now, sales are down,” just say “sales are down.” Instead of “due to the fact that,” just say “because.”
Whenever possible, use the active voice rather than the passive voice. Instead of “a decision was made by the committee,” say “the committee made a decision.”
Proofreading
You probably need more proofreading than you realize. Your brain will correct things for you unconsciously as you read. If you go through the document a couple of times and don’t see any errors, you should not assume that the errors aren’t there.
You may want to make several passes through the document, looking for a different kind of error each time. Check your grammar. Check your punctuation. Make sure you haven’t used an adjective to modify a verb (”He is quick. He moves quickly.” Not, “He moves quick.”) Check your spelling, and give extra care to homonyms (words that sound the same but are spelled differently). “You paid to much” is an example of using the wrong homonym.
If you are going to proofread for someone else, you will have to learn standard proofreading marks. These are symbols used by professional editors to indicate when text should be omitted, inserted, capitalized, transposed, and so on.
Tips
Don’t try to edit or proofread right after you finish writing the document. You need distance to get perspective. Leave it alone for a while, and come back with a fresh eye.
Consider asking someone else to look at the document. Things that seem perfectly clear to you may not be clear to other readers. Often, one person will catch errors that another person will miss.
Read the document out loud. This will help you notice clumsy phrasing or passages that don’t quite make sense.
For meticulous proofreading, try reading the document backward. This gives you a new perspective and helps you to focus on one word at a time and one sentence at a time.
Watch for errors that you commonly make. Consider keeping a list of your own most common mistakes. This will help you keep from repeating them.
Whitesmoke 2009 Launched - FREE dictionary + FREE online tutorial + FREE templates!
September 25, 2008 | Leave a Comment
|
|
|
JUST LAUNCHED!! WHITESMOKE 2009!!!
Take advantage of our special launch offer, valid for 1 week only.
|
Improve your writing skills and communications with white smoke
September 24, 2008 | Leave a Comment
White Smoke is a U.S based company offering English writing software. White Smoke is designed to help you improve your whole experience of written communication - at home, at the workplace and on the internet.
| Improve your writing skills and communications with this all-in-one programme. |
Their all-in-one programme provides a wide range of English writing tools including; grammar check, spell check, text enrichment, punctuation check, proofreading and editing, writing templates, English dictionary and thesaurus, allowing users to enhance all their written texts.
White Smoke helps you to improve your writing skills and communications by using innovative, patented technologies. These technologies are the product of years of research into natural language processing and artificial intelligence tapping into the complexities of human language.
There are a range of different products available depending on your needs, from general writing to business, legal, medical and even creative writing. With White Smoke, you can perform all English editing and proofreading tasks within a single intuitive interface.
Simply choose which of the software packages you require and click to download. White Smoke is compatible with most operating systems and programmes. The online demo takes you through the programme and there are also testimonials and a section of FAQs should you have any.
Bad Grammar Goes Up in Smoke
September 24, 2008 | Leave a Comment
(Business 2.0) — IDEA NO. 5 Turn your shortcomings into a killer product idea.
English isn’t your company’s first language, but you want to compete on a level playing field in an English-dominated world. How do you draft contracts and write to investors with the language skills that moneymaking requires?
If you’re lawyer Hilla Ovil-Brenner, who emigrated from South Africa to Israel in 1993 and whose English would not thrill the queen, you spend four years building software called WhiteSmoke that analyzes and constantly learns the language. It then fine-tunes users’ writing so that “nobody can tell that English isn’t their mother tongue,” Ovil-Brenner says.
White Smoke was launched last year and already has 40,000 users, netting Ovil-Brenner sales of $100,000 a month. She also just inked a deal with Symbian to develop a version for mobile devices.
The software’s secret sauce is its online database, which crawls news and business websites every day and “reads” all the sentences using WhiteSmoke’s proprietary algorithms. It uses that knowledge to edit prose based on the category you select: commercial, legal, medical, casual, creative, executive, even dating.
White Smoke has also been picked up by native English-speaking Americans, such as writer Susie Proctor, who uses the $90 software to fix up her stories. Could the editing trade soon go up in smoke?
Start-up wants to enhance your adjectives
September 24, 2008 | Leave a Comment
TEL AVIV, Israel–One of the questions received at the help desk at White Smoke was “Do you eat sauce or do you drink sauce?”
The Tel Aviv-based start-up has come out with a service that aims to enhance the style and grammar of business letters, e-mails and other documents. Consumers write a document, send it to the company, and the company, through a computer program, sends back suggestions for stronger adjectives, improved grammar and style points, depending on the document being written.
Initially, the company targeted individuals who spoke English as a second or adopted language, but it turns out that 85 percent of the customers are native English speakers who want writing help, said Liran Brenner, vice president of research.
“It is something of a surprise,” Brenner said.
The company, which exhibited at an international summit being held here by Silicon Valley investment group Silicom Ventures, is part of a very small, but potentially growing, number of companies in Israel trying to target consumers directly. The majority of tech companies out of Israel are tech-heavy operations that provide chips or software to brand-name establishments, but the worldwide growth of the consumer market is piquing interest.
Instant messaging got its start here with ICQ back in the mid-1990s. ICQ co-founder Yair Goldfinger is an investor in WhiteSmoke. Goldfinger is now at a new start-up called Dotomi, which mixes instant messaging with Internet advertising.
Israeli venture capital firm Giza Ventures, meanwhile, will unfurl a game company in a few weeks, according to Chairman Zeev Holtzman. Another company, SecureOL, has started to market a virtualization application for PCs that’s designed to let consumers visit potentially risky sites safely.
“We (Israelis) are lousy at marketing,” said Zak Dechovich, CEO of SecureOL, explaining why the nation has to date not played much of a role in the consumer market.
WhiteSmoke’s software looks to improve documents in two ways. First, it runs a grammar and spell check, trying to find things missed by the standard tools found in e-mail and word processing applications. Second, it tries to achieve “text enrichment,” Brenner said.
The enrichment and grammar check are determined by the nature of the document. There are four different modules: legal, medical, commercial and literary. Thus, the software will provide different adjectives for “spleen” when the consumer wants to beef up a medical article, versus when “spleen” is used metaphorically in a literary piece.
“We’re coming out with a dating one next,” Brenner said. “We’ve had a lot of requests for it.”
The price ranges from $17.99 to $249, depending on how many modules a consumer wants. So far, the company has attracted about 50,000 customers and, surprisingly, a number have bought the $249 package that lets consumers check the document under all five different modules. (After the first year, consumers pay $16 a year to continue the service.)
The company has also begun to sell its software to Internet service providers, which in turn sport it as an added feature on their free e-mail services. A large ISP in Israel has already rolled it out, and one in the U.S. will launch it soon.
Potentially, the service presents privacy issues. Consumers, after all, do send in their word documents and e-mails to the company for advice. The documents, however, are reviewed by computers. Besides, “we’re too busy to go through things you send us,” Brenner said.
And the answer to the sauce food or drink question? It depends on the context, the company determined.
White Smoke Special Offers!
Recently Written
- Whitesmoke Writing Software - Quality Writing is Essential in the New Job Market
- WhiteSmoke 2009 Review | Grammar Correction | Proofreading and Editing Writing Software
- TellMeMore Language Learning Software Review
- The Writing Process - Guide to effective writing for Technical Writers
- White Smoke 2009 - Computer Make Your Text Grammatically Terrific
- Word vs. WhiteSmoke 2009 - Which Checks Your Writing Better?
- Learning English On Your Own
- TESL/TEFL qualifications
- English Tips for ESL Learners
- English learning article summary