Posts Categorized: Grammar

Positive Proofreading

Posted by Christi McGuire

What was one of the things your teacher always told you in school? Do your best. Keep your hands to yourself. Practice makes perfect. Raise your hand before speaking. Yes, these are all valid. But the particular one I am thinking about is: Double check your work.

As an editor, that’s pretty much what I do all day long: Double check other people’s work! Was it only applicable in seventh grade? Nope! Anybody who writes a letter, word, or sentence needs to double check—triple check—his or her work. Whether or not you are a grammar goddess or spelling bee queen, you need to proofread everything you write.

Proofread, proofread, proofread!

You may never be congratulated for using proper grammar, but you sure may be ridiculed if someone finds a mistake in your marketing copy, your resume, a business email, or even a restaurant menu. Incorrect copy, misspelled words, and improper sentences can cost you a sale, a job, or even your reputation.

The cure? Proofread! No matter who you are or what you do, anything you write needs to be double checked for correctness. So how can you proofread accurately to catch mistakes?

1. Take a break for at least 24 hours.
Write your copy, and then leave it alone for at least full day. Writing is like having blinders on—your brain knows what it wants to see, and it can’t always see the mistakes. Not looking at it for a while will give you fresh eyes when you pick it back up again.

2. Block out noise.
Proofreading = precision. It’s hard to work precisely with noisy distractions. I can often write with music on, the TV blaring, and the kids playing. But I absolutely cannot edit when it is noisy around me. I need a quiet place to focus and concentrate on each word.

3. Read out loud.
OK, I know, this seems silly. But it does work! (Although you might want to do this when nobody is around!) Read your work out loud, and you will catch the mistakes and the parts that don’t flow well, seem awkward, and not what you originally wanted to say.

4. Print a hard copy.
I always edit on paper. Maybe I’m old school, but it really does help me edit better. Reading on a screen, my eyes become tired and glance over mistakes. When I print out a manuscript, article, or any other copy, it is easier and more effective to edit properly.

5. Read it backward.
It may sound like Jabberwocky, but reading backward will help you catch misspelled words.

6. Use color.
When you print out a copy to proof, use colored ink to make your corrections. It’ll help you as you enter in the corrections.

7. Take a break.
Proofreading and editing takes focused, concentrated effort, so take a break every 10 minutes or so, just to give your eyes and brain a quick rest.

8. Let someone else read it.
After you’ve done the previous seven tips, the last (and best) thing to do is ask a friend to read your copy. Ask them, “Does it make sense? Do you see any mistakes? Do you understand the point I am trying to make?” Someone reading a document for the first time will more likely be able to catch mistakes and give you feedback (whether positive or negative) better than you, especially when you have read the same sentence twenty-five times.

Please proofread! Make your seventh-grade teacher happy, don’t forfeit the job interview, secure the sale, and, most of all, look like an intelligent, competent person with correct copy by proofreading, proofreading, proofreading!

Freelance Tips #3 and #4

Posted by Christi McGuire

“The Wealthy Freelancer” by Steve Slaunwhite, Pete Savage, and Ed Gandia is a valuable resource for all freelancers. The authors not only conduct an online training site for all freelancers, but they have founded International Freelancers Day, which is on this Friday, September 23. This all-day online conference is totally free for freelancers, but you must register on their site for access to all the conferences.

There are four top tips this resource has given me to help me on my freelance journey. If you missed the first two, you can click here to go to that post. As promised, here are two more useful tips:

  • Schedule Your Work and Focus on It (pages 164 to 177)

Probably the #1 reason you became your own boss was the flexibility: you can work whenever you want to. The #1 downfall to running your freelance business is you can work whenever you want to! Working at home is wonderful. I love sipping my coffee while wearing yoga pants with no makeup on and a ponytail (lovely image, I’m sure). But then I think, “I’ll just check my email … then click over to Facebook … well, better check Twitter this morning.” Before I know it, I’ve lost an hour of precious time that needed to be spent accomplishing a particular task. Checking email and all forms of Social Media are worthy, as well as necessary. But without focus, a freelancer’s day can be unproductive.

Steve Slaunwhite suggests using the “50-Minute Focus” to double your productivity. For just 50 minutes, remain totally focused on one thing (and only one thing). Don’t check email, take a break, or wander aimlessly around cyber space. Focus one on task for 50 minutes, and then take 10 to 20 minutes to refresh your mind, take a break, throw laundry in the dryer, and check email. Many freelancers (including myself) can be easily distracted. This 50-minute focus helps me accomplish more in a typical day.

  • Set Regular Business Hours (page 192)

The glory of being a freelancer is that you can work anytime you want or need to. This is great for a mom like me with young children. I am able to be present and engaged in their lives and fit my work around our family schedule. That means I work a lot of late nights and weekends. However, the trick is not to let clients know you work outside of typical business hours. Never schedule conference calls (unless absolutely necessary due to different time zones) or send emails outside of business hours. Once you do, you give the perception that you are “on” all the time, around the clock, at the client’s beck and call. Clients will begin to expect a response at all hours.

When I read “The Wealthy Freelancer,” I realized I struggled with this concept. I was doing exactly this! Since I do a lot of work on the weekends, I would email it to a particular client as soon as I completed each project so that it was crossed off my to-do list. What transpired was that this client sent me projects at night and over the weekend, as this client knew I was working. This client would send me as assignment on Saturday and expect it returned on Monday, which should be considered a “rush” job with an additional fee. The expectation had been set that I was available at night and weekends, after typical business hours.

After I read the tip “Train Clients to Respect Your Time” and set boundaries of my availability to clients, I was much happier and less stressed. I felt like my time was my own again. Even if I finish a project at night or on the weekend, I send it in a scheduled email via Microsoft Outlook to go out the next business day at 9 a.m. (go to “Options” and then “Delay Delivery” to schedule emails). I do not reply to client emails after 5 p.m. on weekdays or on the weekend. If I receive a project from a client after 5 p.m. on a weekday or on the weekend, I consider it received the next business day.

These tips have helped my freelance business become more successful and have allowed me to be a happier writer and editor.

If you are a freelancer (whether writer, editor, designer, photographer, consultant, or other) tell us your best tips to grow your own business.

Freelance Tips #1 and #2

Posted by Christi McGuire

If you are a freelancer—whether a writer, editor, photographer, designer, consultant, or contractor—the book “The Wealthy Freelancer” by Steve Slaunwhite, Pete Savage, and Ed Gandia (Alpha Books, 2010) is a great resource. It shares 12 secrets to shorten the learning curve of starting your freelance business and dozens more tips and insights to grow your existing freelance career. The co-authors are also co-founders of International Freelancers Academy. Check out all of the free training courses for all types of freelancers at their site.

Much of my copy of this book is highlighted and has made a positive impact on my personal freelance business. If you have read my biography, “Christi Who?” you may know that seven years ago I resigned as editor of ParentLife Magazine to move to Florida and begin a freelance career as an editor and writer. But only in the last few years has my freelance taken off. The secrets, tips, and insights from this resource have been a big part of that growth and success. There are four tips that have personally been the best for me. Today, I’ll share two of those tips.

  • Itemize Your Services on Your Website (page 95)

When people discover I am a freelance writer and editor, they don’t quite understand what I do. They typically ask is: “What do you write? What does an editor do?” It’s not enough to say writer or designer; you will gain more clients by being specific about what services you provide. Potential clients don’t want to waste time by contacting you to see if you fit their needs. My website lists my services as: Magazine Writing, Curriculum Writing, Business Writing, Book Publishing, and Speaking. The authors of “The Wealthy Freelancer” would probably recommend being even more specific than that. I could break down the category of “Business Writing” to be: marketing campaigns, email copy, website copy, newsletters, correspondence, brochures, annual reports, proposals, and resumes. Your clients want to know as much about you as possible before taking the time to contact you. Answer all their questions by being specific about your services.

  • Create a Fee Schedule (page 96)

As noted above, potential clients want to know if it’s worth their time contacting you for a particular job. If they are on a low budget, and your services cost three times as much as they are willing to spend, then they’ll know whether or not to contact you. Personally, having a set fee has helped the awkwardness of talking about “price” with potential clients. Publishing your services and standard fees alleviates time wasted by negotiating with clients. It also sends a message: “I am a professional who provides services for a fee.”

I once experienced an awkward moment with a client who wanted a professional writer for only $10 an hour. I was able to refer to my list of services and fees. There is much written in the freelance world about fees being per project or per hour. For example, typical editing services begin at $30 per hour and writing for marketing campaigns can start at $75 per hour. However, when you have an established career, you are more able to charge per project because you have experience in knowing what a certain project will take to complete. Charging a fixed rate per project is more appealing to clients who want to know the total cost upfront. It’s difficult to charge clients an hourly price but not know how many hours a project will take.

Check in on Wednesday for the next two tips—don’t miss them!

If you are a freelancer, share your best tips to grow your business.

 

Break the Rules!

Posted by Christi McGuire

Rules, rules, rules. The English language is full of rules. “I” before “E” except after “C” (and in a bunch of words that are exceptions). Never capitalize a, an, or the in a title unless it’s the first word. Make sure your subject and verb agree (as if they don’t get along). So many rules to remember … and so many exceptions.

But here are a few rules that you can get away with breaking. (I just broke one of them in that sentence!)

1. Never end a sentence with a preposition.

Nope! Not valid anymore. It used to be “proper” not to end sentences with prepositions; however, it made language very awkward. For example, the sentences “Where should we eat at?” or “Who do I give this to?” would have been considered illegal (well, at least ungrammatical). Teachers forced us to alter sentences to “At where should we eat?” and “To whom do I give this?” We all sounded as formal as the British monarchy! Syntax (the rules for putting together phrases and sentences) has become less archaic and more relaxed in order to be readable, so this rule has nearly become extinct. Instead of saying “To where has it gone?” go ahead and break the rule to say “Where has it gone to?”

2. Do not begin a sentence with so, and, but.

But why? Because most of us were taught never to start a sentence with a conjunction. A conjunction is a part of speech that joins together sentences, phrases, or clauses. These are seven little conjunctions: and, but, or, yet, for, nor, so. Poor little words! Why can’t they be important enough to begin a sentence? There is “no historical or grammatical foundation” to this rule, so says the Chicago Manual of Style (see the 16th edition, page 257). Using a conjunction to begin a sentence can add emphasis, especially in dialogue. So go ahead—use a conjunction. But just don’t overdo it. (Like the last two sentences!)

3. Never split infinitives.

First of all, what is an infinitive? Well, I’m glad you asked! An infinitive is a verb phrase that consists of a “to” + “verb” (for example: to do, to see, to be, to have).

In the English world, as well as publishing, there has been a strict rule not to split infinitives. Guess what? You can get the scissors out and cut the apron strings: infinitives can be separated. Infinitives can be split for the sake of readability, comprehension … and just ‘cause it sounds better! So instead of writing “there is a strict rule not to split infinitives,” I can write “there is a strict rule to not split infinitives.”

Another example: To never stop learning is a crime! (“to” and “stop” combine to make the infinitive “to stop.”) If you wrote “Never to stop learning is a crime” only to avoid splitting the infinitive, it would sound a little ridiculous. So split away!

Ahhh … how freeing is it to break a few rules
where there are so many laws of the language!

What rule (grammar or otherwise) do you wish could be broken?

GRAmER MysTaeKeS: Part 2

Posted by Christi McGuire

Did you enjoy the last post of the “Top 12 Grammar Mistakes”? Ready for more? Well, if you can’t get enough grammar, you’re in luck. Here are #7-#12 of the most common grammar mistakes (in my editorial experience).

#7: Semi-Colons

Use a semi-colon only where you could use a period instead. In other words, a semi-colon must join two clauses that could stand by themselves as complete sentences.

Incorrect: The following people will come; Amy, Mark, and Lisa.

Correct: We will meet at the restaurant; we’ll carpool to the movies.

#8: Pronouns (Gender Neutral)

Pronouns must “agree” with the subject. Singular pronouns with singular subjects; plural pronouns with plural subjects.


Incorrect: Someone said that, but they were wrong.

Correct: Someone said that, but she was wrong.

Incorrect: Each child must bring their lunch.

Correct: Each child must bring his or her lunch.

#9. Periods and Commas with Quotation Marks


Incorrect: “Commas and periods go inside the quotes”.

Incorrect: This is “incorrect”, because the comma is outside the quotes.

Correct: “Commas and period go inside the quotes.”

Correct: This is “correct,” because the comma is inside the quotes.

#10. Plural of Letters and Numbers

ABCs / 123s (all caps/no interior periods = no apostrophe)

abc’s (lowercase = apostrophe)

1990s (no apostrophe)

Ph.D.’s (interior periods = apostrophe)

Note: Check your style manual on this one, because AP and CMH are different!

#11. Hyphens


Rule = hyphenate adjectives when followed by a noun; do not hyphenate if not followed by a noun
(Always check style manual/dictionary.)

Example: The manual is up to date.

Example: The up-to-date manual is correct.

#12. Commas


Rules for Commas:

  1. Use a comma to separate words in a list (use comma before the “and”).
    Example: Mark, Lisa, and John received the inheritance.
  2. Use a comma after introductory phrases or words.
    Example: At the end of the day, he went for a swim. (2 prepositions)
    Example: Therefore, insert a comma here.
  3. Use a comma to separate compound sentences. (Compound sentences are 2 complete sentences, both with a subject and verb.)
    Example: I love pizza, and I could eat it every day.

 

ToPe 12 GRAmER MysTaeKeS

Posted by Christi McGuire

I’m always asked about the most common grammar mistakes that I come across as an editor. From my experience, these are it! Here are the first 6 of 12 top grammar mistakes.

#1: It’s / Its

“Its” is possessive. “It’s” is a contraction for “it is.”

Incorrect: I love this pie; its the best ever!
Correct: I love this pie; it’s the best ever!

Incorrect: It’s coat is too shaggy.
Correct: Its coat is too shaggy.

#2: They’re / Their / There

“They’re” is a contraction for “they are.” “Their” is possessive. “There” indicates location.

Incorrect: The managers are in they’re weekly planning meeting over their where there working on reports.

Correct: The managers are in their planning meeting over there where they’re working on reports.

#3: Effect / Affect

“Effect” is used as a NOUN and means “something that is produced by an agency or cause; result; consequence.”
 
“Affect” is used as a VERB with an object and means “to act on; produce an effect or change in.”
 
Incorrect: The storm shouldn’t effect any users during work hours; its affect will be minimal.

Correct: The storm shouldn’t affect any users during work hours; its effect will be minimal.

#4: You’re / Your

“Your” is possessive; “you’re” is a contraction for “you are.”

Incorrect: Your right … she does love you’re pie. 

Correct: You’re right … she does love your pie.

#5: Lay / Lie

“Lay” is a verb that is used with an object and means “to put or place in a horizontal position or position of rest; set down.” Verb tenses include: lay/laid/laying.

“Lie” is a verb that is NOT used with an object and means “to be in a horizontal position; recline.” Verb tenses include: lie/lay/lain/lying. 

Incorrect: I got dizzy and had to lay down. Lie the books here.

Correct: I got dizzy and had to lie down. Lay the books here.

#6: Could of / would of vs. could have / would have

“Could of/would of/should of” are all slang. Use the proper verbs “could have/would have/should have.”

Incorrect: I could of done that by mistake.

Correct: I could have done that by mistake.

 

Stay tuned for Part 2 of
“Top Grammar Mistakes.”

Ellipsis: Do’s and Don’ts

Posted by Christi McGuire

In my last post, I talked about the correct way to make an ellipsis. If you missed it, you can read that info, preceded by a cute, little ditty, here. I also shared a fabulous tip on how to make an ellipsis correctly by using a shortcut on your keyboard—many thanks to Peter at the blog “9 Months with the Chicago Manual of Style.”

So now that we know how to create the ellipsis, when and how should we use it? It can correctly be used in writing—from formal writing to emails. The biggest tip? Just don’t overdo it.

Use an Ellipsis to Show Omission
An ellipsis is most often used to show that you have omitted words. If you are quoting text and want to shorten it, use an ellipsis to indicate where you have left out words, phrases, or even complete sentences.

For example, if I wanted to quote only a portion of Psalm 139:1-3, I would properly style an ellipsis like this: “O LORD, you have searched me and you know me … you are familiar with all my ways.”

Do Not Use an Ellipsis to Change the Meaning of a Quotation
It is not correct (or ethical) to use an ellipsis to change the meaning of a quotation. Writers must be cautious of being ethical and writing with integrity, especially when quoting others. Make sure not to change the original meaning of text just to make it fit your argument or point of view in writing.

Use an Ellipsis as a Pause
It is correct to use an ellipsis to indicate a pause or trailing off of a writer’s train of thought. The Chicago Manual of Style states, “Ellipsis points suggest faltering or fragmented speech accompanied by confusion, insecurity, distress, or uncertainty.” Another option in writing is the dash, which should be used for more decisive pauses.

For example:

After seeing an elderly man stumble, Mary panicked, “Sir … are you okay … sir?”

After seeing an elderly man stumble, Mary exclaimed, “Somebody call 911—now!”

OR

My shopping list consisted of ice cream, brownies, chocolate syrup … well, you know, the usual fixings for dinner! (meant to be more conversational and humorous)

My shopping list consisted of ice cream, brownies, chocolate syrup—all the fixings for a great meal! (not as conversational; a more definite pause)

 

Tips

• If you are inserting an ellipsis after a complete sentence, put the ellipses after the period. Be careful that you do not style it to be four equally-spaced dots. An ellipsis is treated like a word with a space before and after.

For example: “O LORD, you have searched me and you know me. … you are familiar with all my ways.”

• If you are omitting words at the very beginning or end of a quotation, you generally do not need an ellipsis. However, if the word you are beginning the quote with begins with a capital letter even though it is in the middle of the sentence, you will need an ellipsis to show that you are starting the quote in the middle of the sentence.

For example: “ … Mary did not come to the party.” [The original sentence was “Just like you thought, Mary did not come to the party.”]

• If you remove text between sentences using question marks or exclamation points, style the ellipsis as you normally would between sentences.

For example: “Where did he come from? … Where did he come from Cotton-Eyed Joe?” [The original sentence “Where did he go?” was left out.]

• If you remove text before a question mark or exclamation point, then place a space between the ellipsis and the question mark or exclamation point.

For example: “Where did he come from … ?” [The original sentence was “Where did he come from Cotton-Eyed Joe?”]

• Style commas and semicolons the same as above with question marks and exclamation points.

For example: “Mary went home, … so Ben took a cab.” [The original sentence was “Mary went home, because she had a migraine, so Ben took a cab.”]

Hopefully, this sheds some light on the elusive ellipsis; but, as always with all things grammar, consult your style guide!

The Elusive Ellipsis

Posted by Christi McGuire

 

Such havoc these three little dots cause.

When writing, you most certainly need to pause.

 

Where do the spaces go?

Most writers just do not know.

 

Do the spaces go before, in-between, or after?

The wrong style sends editors into a fit of laughter.

 

Check your style guide before you write,

Or make you look silly, it just might!

 

Instead, look intelligent, smart, and clever,

When you correctly use ellipses. The wrong way? NEVER!

~

I never thought three little periods would drive me crazy! I love to use ellipses. Most people do! But the problem is creating the ellipsis properly. How do you style it? Like most things having to do with grammar, punctuation, mechanics, and the like, you must consult your style guide. However, each style guide has its own … you guessed it … style! For the last 10 years, I’ve been gaining competency in the Associated Press Stylebook (or AP for short). I was first introduced to the AP style at LifeWay Christian Resources as I worked on magazines such as HomeLife, ParentLife, and BabyLife. The AP Stylebook is comically referred to as “The Journalist’s Bible,” and it has most certainly been the case for me! This guide is used mostly for writers and editors of newspapers and news magazines and is updated annually by the Associated Press.

The rival of the AP Stylebook is the Chicago Manual of Style (CMS for short), and it is the oldest style guide (first published in 1891) and the most comprehensive (over 1,000 pages) and covers everything you cannot find in other style guides. However, the style guides do have their differences in style (which I’ll save for a later post).

Now back to the issue at hand … those pesky ellipses. How do you make them?

The Chicago Manual of Style defines an ellipsis as “the omission of a word, phrase, line, paragraph, or more from a quoted passage” (13.48). Omitted material is indicated by the use of three spaced periods (or ellipsis points). Ellipses may also be used “to show a trailing off or an indecisiveness in thought or speech” (The Christian Writer’s Manual of Style, page 191).

However, the ellipsis is so elusive that four pages have been devoted to its correct use in the CMH. Four pages! So apparently, I’m not the only one who is often confused on its usage.

The confusion arises not from the dots but from the spaces. Where do they go? I’ve seen writers use every combination of the dots and spaces imaginable. Which do you suppose is the correct form?

  1. I just don’t know…where do they go? (no spaces)
  2. I just don’t know… where do they go? (space on the right of the dots)
  3. I just don’t know …where do they go? (space on the left of the dots)
  4. I just don’t know . . . where do they go? (space before, after, and in-between each dot)
  5. I just don’t know … where do they go? (space before and after the dots)

If you chose #5 you are correct! An ellipsis is created with three dots and one space before and one space after. (Although in-house style guides for particular publishers may differ—always use the appropriate style guide for your publication.)

Technically (and we are getting way technical here), the truly appropriate way to create an ellipses is with a teeny-tiny space in-between each dot; however, a “space” is too much space. How do you solve that problem? I found a fantastic blog with the answer!

“9 Months with the Chicago Manual of Style” is a very in-depth blog about “one man’s quest to read the Chicago Manual of Style from cover to cover in nine months and discuss points of grammar along the way.” How fantastic is that?

I know, I know … only for people like me who care about these tiny little dots and lie awake at night thinking about them. But Peter, the man behind the blog who is enduring the 9 months of dissecting the CMH, has saved my life … editorially speaking. I never, ever knew the secret to ellipses. Peter shares from his blog on May 6, 2011: “I’ve found a shortcut in Word whereby you type CTRL+ALT+period to get three (slightly different-looking ellipsis points).”

Can you say FAB-U-LOUS?

Thanks, Peter! Now there is no more worry about where the spaces around the dots go. We can all sleep at night knowing this valuable shortcut to creating the ellipses. And I can guarantee you all … I will be using this shortcut with devotion for the rest of my life!

Elusive? No more! Ellipses no longer have to create havoc in your life! No more sleepless nights! However, now that you know how to properly create them, my next post will be a few do’s and don’ts in using them … do … stay … tuned!