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Is poor punctuation ruining your writing?

When it comes to punctuation, many people either don’t think it’s important, or if they do understand how important it is, they have trouble with it.

If you fall into either of these categories and you have to write anything at all for your job — even something as small as an email — you have a problem.

There are three major reasons proper punctuation is important — very important — to writing:

1. Clarity and “sound”: When we talk, we punctuate what we say with frequent pauses. Often we raise or lower our voices to stress or bring attention to certain phrases. We also gesture with our arms or raise our eyebrows to enhance what we are saying. We do all this without thinking about it. It’s natural. If we spoke to someone in a flat monotone, evenly spacing every syllable, we would lose the person’s interest. The person we are speaking to might even think something is wrong with us. When we write, we can’t rely on raising or lowering our voices or using hand gestures to make our point. Yet somehow we must clue the reader in to how we want our words and phrases to “sound” on the page. This is where punctuation comes in.

Punctuation helps the reader navigate what you’ve written. It can tell the reader where to pause, what emotions are behind certain phrases, what points you are trying to emphasize, etc. A writer’s job is to make life easy for the reader. Punctuation provides a framework that eliminates confusion and keeps the reader interested in what you have to say. If the reader is tripped up by poor punctuation or an awkward sentence, you’ve ruined the flow of your piece, and your message is lost.

Consider this paragraph from Sean Wilsey’s humorous memoir, Oh the Glory of it All:

We were Mom and Dad and I — three palindromes! — and we lived eight hundred feet in the air above San Francisco; an apartment at the top of a building at the top of a hill: full of light, full of voices, full of windows, full of water and bridges and hills.

Try to imagine that paragraph without any punctuation — it would be unreadable. With proper punctuation, it’s clear, entertaining and keeps the reader’s attention.

2. That’s not what I meant: Punctuation — where it appears or if it appears at all — can literally change the meaning of a sentence or clause.

In 2006, a Canadian court ordered cable TV giant Rogers Communications to pay Aliant Telecom $2 million because of a misplaced comma in a contract between the companies. The court ruled that the comma in question changed the meaning of a clause in the contract.

Another example didn’t cost anybody any money, but it does illustrate how punctuation alone can completely change the meaning of a sentence or passage.

An English professor wrote the following words on a chalkboard:

A woman without her man is nothing

The professor then asked his students to punctuate it correctly.

All the males in the class wrote:

A woman without her man is nothing.

All the females in the class wrote:

A woman: without her, man is nothing.

The words are exactly the same, but different punctuation changes the meaning entirely.

3. Look professional: How you communicate affects how people perceive you, and how people perceive you affects how they interact with you. Would they hire you? Do they want to do business with you? Would they trust you to represent them in court or handle their retirement fund?

Sloppy or confusing punctuation in your correspondence tells people: “I am second-rate. I haven’t dedicated the time or resources to get this right, so what makes you think you can trust me with your business?”

Don’t undermine the expertise you’ve worked hard to establish by sending a letter or giving a presentation that looks like it was written by a seventh-grader.

If you have trouble with punctuation, it’s important to recognize it and address the problem. You can either work at it yourself or hire someone to edit your writing. The last thing you want to do is ignore the weakness and hope others haven’t noticed, because they have.

June 24 is IABC Day in Chicago

Don’t miss the learning, networking and fun:

Early registration ends May 25 for 2012 IABC World Conference.

Sunday, June 24 has been proclaimed IABC Day in Chicago – offering a warm Chicago welcome to the more than 1,400 business communicators from 40 countries who will attend the International Association of Business Communicators (IABC) World Conference at the Sheraton Chicago Hotel and Towers, 301 E. North Waters St., on June 24-27.

“We’re fortunate that this year’s IABC World Conference is taking place in our own backyard, allowing Chicagoans to network and learn from so many of the world’s brightest communications pros,” said Ken Groh, president, IABC/Chicago. “We expect quite a turnout from IABC members and nonmembers alike, because the value is so compelling.”

Another date to remember: Friday, May 25 is the last day for early registration savings. Other opportunities for registration savings include a $100 discount (each) when you register with two or more other people from your organization. Not an IABC member? “Join and Go” for just $25 more than the nonmember rate. Or, just register for a single day.

The conference will offer more than 70 professional development sessions that feature the latest developments and best practices in communication leadership, public relations, change management, employee communication, strategy and counsel, marketing/brand communication and skills development. Speakers continue to be added, and include keynote addresses by noted environmental activist Robert F. Kennedy and best-selling author Kevin Carroll.

Social events include a “Give the Gift of Communication” community service project on Saturday, June 23, a walking architectural tour and a Chicago photo walk on Sunday, June 24, complimentary yoga classes, and a “Dine-Around” that matches Chicago and out-of-town communicators on Tuesday, June 26.

For details on conference sessions and to register online, visit http://www.iabc.com/wc.

You also can follow the conference on the social media channels below:

• Ning: http://iabcwc11.ning.com/
• LinkedIn: http://linkd.in/waWi2I
• Facebook: http://www.facebook.com/events/279045562166274/
• Plancast: http://plancast.com/p/9o7i/iabc-2012-world-conference
• Twitter hashtag: #iabc12

The International Association of Business Communicators (IABC) is a global network of communication professionals committed to improving organizational effectiveness through strategic communication. Established in 1970, IABC serves more than 15,000 members in 70 countries with a multi-disciplinary approach to corporate communication, public relations, employee communication, marketing communication, media relations, community relations, public affairs, financial communications and government relations. IABC/Chicago (http://chicago.iabc.com) is the oldest IABC chapter in the world.

IABC Announces New Slate of Officers for 2012–2013 International Executive Board

The International Association of Business Communicators (IABC) has announced the new slate of officers for its 2012–2013 international executive board. The slate has been approved by the current executive board and will be ratified by delegates of IABC chapters and regions at the annual general meeting, to be held at the association’s World Conference on 26 June in Chicago.

As the governing body of IABC, the international executive board develops the strategic plan and direction for the association under the guidance of bylaws approved by the IABC membership. The board supervises, controls and directs the affairs of the association; actively pursues IABC’s mission; determines its policy within the limits of the law, bylaws and articles of incorporation; upholds the IABC Code of Ethics; and supervises the disbursement of funds.

The slate of officers put forth by the executive board includes the following:

* ROBIN MCCASLAND – VICE CHAIR
(automatic succession to 2013–2014 chair)

McCasland is an accomplished professional who specializes in human resources (HR) communication. She owns Brain Biscuits Strategic Communication in Dallas, Texas. Before becoming an independent consultant, Robin was a director in the communication practice of Buck Consultants, a Xerox Company. Previously, she spent nearly 15 years in communication, marketing, and public relations roles with Texas Instruments Incorporated and Burlington Northern Santa Fe Railroad.

McCasland chaired the 2011–2012 search committee for IABC’s new executive director. She is a past chair of the IABC Research Foundation and former member of IABC’s international executive board. McCasland served on the boards of the IABC Southern Region and the former IABC District 5. She has been president of the Dallas and Fort Worth IABC chapters, and was honored as IABC Dallas’s Communicator of the Year in 2000. She has received an IABC Gold Quill Award, a Silver Quill Award and several Bronze Quill Awards over the past two decades. She has also received Communicator Awards for distinction in HR communication programs. McCasland is a graduate of The University of Texas at Austin.

* MICHAEL J. AMBROZEWICZ – DIRECTOR

Ambrozewicz is manager of corporate communications and diversity & inclusion at DIRECTV. He oversees global strategy communications as well as communications for employees, human resources programs and all benefit plan participants. He has won numerous awards for his communication efforts, including an IABC Gold Quill Award. His responsibilities also include managing DIRECTV’s diversity and inclusion strategy, which coordinates initiatives targeted at the company’s consumer and community marketplaces, inclusive workplace culture and diverse workforce.

Ambrozewicz served two terms as president of IABC Los Angeles, for which he was recognized with an IABC Chapter Leader of the Year honorable mention award. He holds a degree in international business administration and a degree in German studies from Loyola Marymount University. A native Californian, he lives in Los Angeles and has resided in Germany and Poland.

* TERRY CERISOLES – DIRECTOR

Cerisoles is vice president of technology communications for Turner Broadcasting System Inc. worldwide. In this role, she leads technology-focused communications for the company’s critical technical initiatives, including the build-out of the digital production facility, the rollout of TNT and CNN’s high-definition networks and, most recently, CNN’s worldwide transition to file-based production. Her articles on production facilities and workflow change management have appeared in broadcast industry trade magazines.

Last year she was honored with the Atlanta chapter’s President’s Award for leading four initiatives simultaneously. Besides serving as her chapter’s vice president of membership, she is currently the chair of the IABC Investment Committee. She is a certified “Getting Things Done” trainer, and is the national president of an animal rescue nonprofit.

* VITA KERNEL, ABC* – DIRECTOR

Kernel has more than 20 years of experience leading strategic communication projects in the media, corporate entities and consultancies. She is the founder of Studio Kernel and collaborates with the Science and Research Centre of the University of Primorska. Her work focuses on corporate communication, promotion of natural and cultural heritage, and planning and communicating sustainable development of organizations. She was the initiator of integrated reporting in Slovenia, where she lives.

Kernel has won multiple Gold Quill Awards. She was active in the re-establishment of the IABC Slovenia chapter where she held several senior positions, including that of the president in 2007–2008.

* JEFF J. BISHOP – SECRETARY/TREASURER (as a second term in this role)

Bishop has more than a dozen years of experience providing communication and public relations council to a variety of organizations. He is currently communication coordinator with Forest Products Association of Nova Scotia—the voice of the forest industry in his home province.

Bishop has been active with IABC throughout his career, including two terms as president of IABC/Maritime Canada and a term as chair of IABC/Canada East Region. He holds a Bachelor of Arts in political science from St. Francis Xavier University, and an Advanced Diploma in Public Relations from the Nova Scotia Community College.

The 2012–2013 IABC international executive board will be comprised of:

* Chair – Kerby Meyers
* Vice-Chair – Robin McCasland
* Past Chair – Adrian Cropley, ABC

Directors
* Tom Roux
* James Lynch, ABC
* Russell Grossman, ABC
* Peter Yorke
* Kristen Sukalac
* Michael Ambrozewicz
* Jeff J. Bishop
* Terry Cerisoles
* Vita Kernel, ABC
* Gloria Walker, ABC (2012–2013 Chair of the Accreditation Committee)
* Michaela Hayes (2012–2013 Chair of the Research Committee)

Why Should You Attend the IABC 2012 World Conference?

Please check out the latest podcast on the IABC/Chicago podcast website, an interview of Maryellen Thielen, ABC, and Stephanie Sheppard, as we discuss the benefits of attending the [Read more]

Announcing the 2012 IABC/Chicago Bronze Quill Winners!

The IABC/Chicago Bronze Quill Awards celebrate excellence in business communication and the invaluable ways that communication strengthens the bottom-line of any organization.

The competition was open to all Chicago-area business communicators who completed a significant project in 2011 embodying excellence in one of 27 categories across three divisions: communication management, communication skills and creative. Winning entries feature clear objectives supporting the organization’s goals, creative communication strategies and effective, measurable results.

Register for the Awards Banquet

“A Bronze Quill Award signifies an outstanding communication program or project that helped influence a company’s goals, as well as its bottom line,” said Justin Brunner, Director of Awards. “The winning entries were rigorously judged by seasoned IABC professionals from across the country, based on the global, stringent standards set by IABC Gold Quill Committee.  Bronze Quill winners can now say they are truly the best in class.”

Here are this year’s winners:

DIVISION 1: COMMUNICATION MANAGEMENT

Category 1: Government Relations

AWARD OF EXCELLENCE

New York No-Fault Campaign – Steven Cline, Property Casualty Insurers Association of America

Category 2:  Community Relations

AWARD OF EXCELLENCE

Purple Purse: Let’s Talk About Domestic Violence – Lisa Claybon, Fleishman-Hillard

General Motors: Driving Engagement with Grassroots Marketing – MSL Chicago

AWARD OF MERIT

Fox Valley Habitat for Humanity ReStore Grand Opening – Jane Cooper, Cooper Hong Inc.

Category 6: Multi-audience Communication

AWARD OF EXCELLENCE

Sealy: Springing Ahead “In Bed” with Influencers – MSL Chicago

Practicing What We Preach: True Integrated Marketing Communications – Jane Cooper, Cooper Hong Inc.

Category 7:  Marketing Communication

AWARD OF EXCELLENCE

The McRib: Sandwich of Legends – Bryan Blaise, GolinHarris

General Motors: Driving Engagement with Grassroots Marketing – MSL Chicago

Getting Schooled on College Savings – Meghan Fitzpatrick, Communications Consulting Worldwide

AWARD OF MERIT

Snow Sells in Snowless Winter – Alison Hamer, L.C. Williams & Associates

Category 8: Issues Management and Crisis Communication

AWARD OF EXCELLENCE

Winning Community Support for a New Corporate Headquarters – James Sloan, Navistar

HSBC Global Strategy – Project Verona (U.S.) – Lisa Sodeika, HSBC North America

Reality Check: Girls Get Real – Lynda Baldwin, Communication Strategies Group

AWARD OF MERIT

First Alert California Carbon Monoxide Legislation Outreach – Alison Hamer, L.C. Williams & Associates

Health Inequities: Life. Politics. Death. – Queta Bauer, Cultural Communications LLC

Category 9: Employee/Member Communication

AWARD OF EXCELLENCE

Changing Culture Starting at the Top – David Grossman, The Grossman Group and Accor North America

Inspired to Care Campaign – Debra Lynn Ross, APP Pharmaceuticals/Fresenius Kabi USA

AWARD OF MERIT

Enabling a Seamless Move to a New, Integrated World Headquarters – James Sloan, Navistar

Category 10: Human Resources and Benefits Communication

AWARD OF EXCELLENCE

Choose Well – Ken Groh, Groh & Associates, Inc.

Category 12: Brand Communication

AWARD OF MERIT

The State of the African-American Consumer Report – Cheryl Pearson-McNeil, Nielsen

Category 13: Special Events – Internal or External

AWARD OF EXCELLENCE

Launching the World’s Number One Ice Cream in the U.S. – Kimberly Bernhardt, GolinHarris

2011 Morningstar Investment Conference – Shawn Malayter, Morningstar

AWARD OF MERIT

National Hiring Day: I Love My McJob – Bryan Blaise, GolinHarris

Category 14: Economic, Social and Environmental Development

AWARD OF EXCELLENCE

First Alert’s Great Escape – Alison Hamer, L.C. Williams & Associates

Category 16: Electronic and Digital Communication

AWARD OF EXCELLENCE

KISS in Saudi Arabia: Connecting Engineers in the Desert – Theomary Karamanis, AKADREM, Inc.

Category 17: Social Media

AWARD OF EXCELLENCE

Chevrolet: Steering Klout Influencers into the Sonic Driver’s Seat – MSL Chicago

 

DIVISION 2: COMMUNICATION SKILLS

Category 18: Electronic and Digital Communication

AWARD OF MERIT

Connections Online – Bonita Brodt, Northwestern Memorial Hospital

Category 21: Writing

AWARD OF MERIT

Inside APP – Debra Lynn Ross, APP Pharmaceuticals/Fresenius Kabi USA

SEO Copywriting for the Web – A Necessity, An Art – Jane Cooper, Cooper Hong Inc.

 

DIVISION 3: COMMUNICATION CREATIVE

Category 24: Interactive Media Design

AWARD OF EXCELLENCE

Functionality Meets Web Feng Shui – Striking the SEO Design Balance Art – Jane Cooper, Cooper Hong Inc.

Category 25: Outdoors/3-D

AWARD OF MERIT

Mural Brightens Chicago Midway – Justin Brunner, Standard Parking Corporation

Congratulations to all of this year’s winners!

Register for the Awards Banquet

 

 

The dawn of the ‘zero email company?’

The announcement in 2011 by global software company Atos Origins that it plans to become a “zero email company” by 2014 has sparked much discussion about email and social media as internal communications tools.

In an effort to combat what it calls “information pollution,” Atos will replace its email system with tools such as Microsoft Lync (instant messaging, voice over IP, video conferencing) and Yammer (basically, Twitter for the workplace), as well as social community platforms to share and keep track of ideas from management through to sales.

As it relates to email, it’s unclear what exactly “information pollution” means. But Atos reports that it has been encouraged by the early response to its campaign. William Rice, who heads the team that’s overseeing Atos’ zero email initiative, told Melcrum that the company’s 50,000-pus workforce has begun making better use of instant messaging and other technologies in place of email.

There’s no doubt that internal communicators should take advantage of social media in their efforts to cultivate an inspired, motivated and engaged workforce. Tools such as YouTube, Yammer or a customized social networking site promote community, conversation, and an exchange of ideas.

But does that mean there’s no longer a place for email? Should it be an either-or proposition?

Critics of the zero email theory say there needs to be a channel for communication that is “authoritative” and “official.” They say that social channels carry with them an informality that is sometimes inappropriate. New channels are great, but there needs to be an information anchor that is simple and consistent.

One person who commented on the Melcrum story thinks Atos is making a big mistake:

“What on earth are Atos thinking? Social channels are absolutely terrible for formal, top-down communications, e.g., a note from the CEO on strategy — ends up with lots of chatter, lots of misunderstanding, lots of side discussions, and inevitably, the original meaning becomes muddied…Social media will spiral out of control many times faster than email. My advice to Atos would be to implement a channels protocol — define what channel should be used for what purpose.”

Another person who commented is more open to the idea of a zero email company.

“I think, looking to the future, that the working environment is becoming more flexible and social — companies are offering employees a lifestyle now, not just a way to earn money. So perhaps social media tools are the best channels to supply information to the future workforce as the world of work becomes less rigid and more social itself.”

What are your thoughts on email and social media as internal communication tools? Should companies begin phasing out email, or do you feel that is a mistake at this point?

Image credit: timemanagementninja.com

Mary Hills, ABC, Honored with IABC Chairman’s Award

Long-time IABC/Chicago volunteer Mary Hills, ABC, is one of two IABC members who will be honored during the 2012 IABC World Conference as winners of the IABC Chairman’s Award. Each year, the IABC chair honors one or more members who have worked selflessly behind the scenes to enhance the association’s image, facilitate member development and benefit the communication profession. Any current IABC member who has belonged to the association for at least five years is eligible for the award.

Adrian Cropley, ABC, the 2011-2012 chair of the International Association of Business Communicators (IABC) has selected Claire Watson, ABC, and Mary Hills, ABC, as the recipients of this year’s Chairman’s Award. Watson and Hills are scheduled to accept the award at IABC’s World Conference in Chicago on 24 June 2012.

“I am proud to have Claire and Mary as the 2012 Chairman’s Award winners. They have dedicated themselves to serving IABC at every opportunity and are brilliant communication professionals,” Cropley said. “Mary’s work with the accreditation program from the chapter to the international level, particularly championing new initiatives like the Corporate Accreditation program globally has allowed accreditation to grow and truly be the global standard for Communication professionals. Claire’s work across multiple IABC programs, especially the Gold Quill Awards, accreditation and most recently her work on developing and rolling out certification training for award, has shown staggering results in setting the standard for awards. Both Claire and Mary are tireless leaders for IABC and I look forward to honoring both of them at the World Conference in Chicago in June.”

Claire Watson, a longtime member from the Regina chapter, has been involved in multiple IABC programs during her 19 years as a member of the association. As an accredited member herself, she has been heavily involved with accreditation exam and portfolio reviews. Recently, Watson led the development of a comprehensive training program for Gold Quill Awards volunteers and has implemented several group training sessions. Watson has also spent time on the Regina chapter board in numerous roles, currently serving as Director of National Programs and Sponsorships since 2009.

On learning about her selection for the award, Watson said, “When I think of the thousands of worthy volunteers around the world who contribute to our association and our profession, I’m very grateful and truly humbled to receive this award. It is a great honor, but not a solo accomplishment. The credit is shared with all those I’ve met along the way who opened doors, encouraged me, believed in me, trusted me and stood for my success. Without those special people none of this would be possible.”

As an IABC member, Mary Hills has administered and graded accreditation exams, reviewed portfolios and created many presentations about accreditation at IABC conferences. She has served as Director of Accreditation and Director of Strategy for IABC’s Chicago chapter. Hills started the Accreditation Completion Program for IABC/Chicago in 2003, roping in graduates of the program to serve alongside her. She co-authored the Value of Accreditation Study in 2007 and ensuing Accreditation Toolkit materials in 2008. Hills was Director of Marketing for the Accreditation Council at that time, serving a three-year term before becoming Vice Chair and later the 2010-2011 Chair.

“I am honored and humbled to be included among the group of distinguished professionals who have received this award,” Hills said. “Our industry has seen amazing evolution in the past 30 years. It has been a privilege to work with IABC as we discover the undeniable impact communication has on organizational success.”

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