Kevin Mikles
000774328
10/23/02
No matter how technically advanced our society becomes, one thing remains apparent: the ancient tool of written communication will always be an important part of exchanging information, whether it be through paper, metal engravings, or in binary code. Especially today, in the ever-changing age of information, physical and electronic documents are vital for explaining thoughts, ideas, and bringing fragmented companies together over long distances.
With the changing times, there must come evolution in our writing styles. Languages change or are put to death. New words and concepts are invented. Older styles are revised to improve their clarity in a modern world. Grammar changes over time, and evolves due to trends and usage.
Many would agree that drafting an essay – such as this one – should have a different feel than writing an e-mail message to a co-worker. The types of information one is trying to get across would be different. Each document would have a different focus; a business e-mail message would most likely be written for efficiency and the exchange of raw data, while a particular essay may be written to induce thoughtfulness or emotion.
Despite the difference, both messages are built upon the same language and grammar foundation, even if they have evolved a bit. Rules of usage that have survived the test of time still find themselves intertwined in modern formats to aid in the most understandable and theoretically correct forms of communication of the moment.
Take the referential text “The Elements of Style” by William Strunk and E.B. White for instance. The tiny manual, still barely over 100 pages – even after years of updates and revisions – was originally written and used by Professor Strunk to teach an English class at Cornell. Although the text is meticulous and somewhat nit-picky at times, it has served as an excellent source for correcting grammar and writing papers for over 80 years.
Grammar rules from “The Elements of Style” can be used to improve any document and give the writer credibility as being educated. The first section of the book, “Elementary Rules of Usage”, covers everything from pluralizing words to subject-verb agreement, and can be used in most writing and editing circumstances, regardless of what is being drafted.
As far as style goes, however, new rules must be created to coincide with new ways of communicating that come from higher technology. Dianna Booher, a business woman from Texas, recently compiled information on written style geared towards the business world, and the electronic communication that accompanies it. Her book, entitled “E-Writing: 21st Century Tools for Effective Communication”, discusses the do’s and don’ts of writing e-mail. Booher introduces formats for writing effectively in business situations, ranging from drafting proposals and reports, to writing complaints and apologies.
Although the two books were written over 80 years apart from each other, they still find some common ground in grammar agreement. Both texts push for the use of the active voice over its passive counterpart, arguing that the active voice creates more bold and direct statements. Booher brings up this point often in her book, reminding the reader that the active voice creates stronger and clearer sentences, as well as making them shorter.
“The more words you pour into a sentence, the weaker the message” (Booher, 259). This is certainly true when attempting to get an important point across in a business memo, but the statement can be confused into meaning that all sentences should be as short as possible to create a strong message. If Professor Strunk were today, he may not agree with Booher’s claim wholeheartedly, based on his love of literature and the English language. Lengthy prose and artistically inclined writing can be quite powerful in a different sense, unrelated to business.
Of course, Strunk does not advocate purposely long phrases. Instead, he pushes readers to remove unnecessary words. “This requires not that the writer make all sentences short, or avoid all detail and treat all subjects only in outline, but that every word tell” (Strunk, 23). An example of this would be to simply use the word “he”, rather than the phrase “he is a man who” in a sentence.
Grammar and style change over time, but at irregular paces. One could argue that different styles arise and evolve at a much quicker pace than popular grammar rules due to increasing technology and the context of the written text. Take the new phenomenon of e-mail, for example. Of course, an e-mail message is comprised of a common language (such as English) with common grammar. This is so the recipient can make sense of what you’re trying to say. But the concepts behind e-mail revolve around brevity and convenience. Shortcuts are taken, as proven in the hoards of new web acronyms pop up weekly.
The newest style of writing (we’ll call this electronic writing, or in reference to Booher’s book, e-writing) differs much from the older traditional styles.
“In today’s e-commerce, written communication makes the competitive difference in overall organizational success” (Booher, 2). This can be viewed as the base statement of what e-writing and modern business composition are all about. Successful e-writing in the forms of e-mail, web pages and documents are the result of conciseness and content of the information.
Booher’s patented MADE format for business writing sets guidelines for the efficient exchange of information. It was created to introduce vital parts of a message in logical order, thus reducing any confusion the recipient may have. In the world of business, a legible document is the difference between a new customer and a failing electronic storefront.
The object is to draft short documents that are packed with content relevant to your message. Booher recommends that a written draft should begin with the conclusion, or the main message you’re trying to get across. “When readers know from the beginning where they’re going, they can better understand and remember the details” (Booher, 82). This top-down approach also allows the reader to know the message instantly, rather than scan the entire document for the purpose. This is useful for the businessman in a hurry, who rarely reads entire documents or reports anyways.
But what is ideal for business purposes may not be the best style for other writing, largely based on a more traditional style, which encompasses novels, stories, essays, and everything in between.
For instance, a mystery writer would never begin a novel explaining the conclusion of the story. Where’s the fun in that? A top-down way of organizing creates straightforwardness, but kills any suspense or atmosphere needed to make stories interesting. In this sense, business writing is cold and technical, where artistic writing in traditional styles is warm and lively.
Artistic writing tends to be creative, as the writer lends a bit of him or herself to the work. “The beginner should approach style warily, realizing that it is an expression of self” (Strunk, 69). There is no room for personal flair in a business proposal; it would be treated as useless and unneeded information, distracting from the real points at hand.
Language can be crafted to fit many different needs, and, over time, changes itself to make sense in a more modern world. How it is used deeply depends on the context of information.