Emphasizing clarity over adherence to rules, this presentation reviews guidelines for effective business writing and doesn't apologize for getting into the nitty-gritty of sentence structure, punctuation, and other things you hated your high-school English teacher for grading.

1. Grammar Brush-Up
Facilitated by Chris Friend
The John Scott Dailey Florida Institute of Government at the University of Central Florida

2. Grammar Brush-Up
Introductions
Name
Department in the County
Job Title
Years of Service
Biggest Grammar Frustration
The John Scott Dailey Florida Institute of Government at the University of Central Florida

3. Grammar Brush-Up
Today’s Goals
1. What makes a “rule”?
2. What makes writing clear?
3. What do I need to watch?
4. How can I fix my trouble spots?
The John Scott Dailey Florida Institute of Government at the University of Central Florida

4. Grammar Brush-Up
Today’s Agenda
Sentences
Spelling
Punctuation
The John Scott Dailey Florida Institute of Government at the University of Central Florida

5. Breaking the Ice

6. Grammar Brush-Up
Part I: Sentences
The John Scott Dailey Florida Institute of Government at the University of Central Florida

7. Fragments

8. Agreement

9. Dangling Modifiers
Image courtesy
IHeartVector.com

10. Active/Passive Voice

11. Parallelism

12. Grammar Brush-Up
Part II: Spelling
The John Scott Dailey Florida Institute of Government at the University of Central Florida

13. Breaking the Ice (Again)

14. Frequently
Confused
Words
Easy mistakes that spell
check won’t catch

15. Frequently Confused Words
a suggestion (it’s a thing)
advice I need advice on buying ice.
to help guide (it’s an action)
advise You are wise. Can you advise?

16. Frequently Confused Words
to influence (it’s an action)
affect Will this affect our community?
a result (it’s a thing)
effect What effect will this have on us?

17. Frequently Confused Words
to distribute
allot Our team was allotted two hours.
more than a little
a lot Orlando has a lot of traffic.
alot not a word

18. Alot
Image courtesy
Hyperbole and a Half
http://bit.ly/thealot

19. Frequently Confused Words
smaller number (countable items)
fewer I got fewer emails today!
smaller amount (uncountable ideas)
less There is less water in that puddle.

20. Frequently Confused Words
distance
farther Tampa is farther away than Ocala.
degree
further I want to go further with my career.

21. Frequently Confused Words
performing an action
I I sent that email last week.
being acted upon
me She sent me another copy.
acting reflexively (reflecting back)
myself I hurt myself this morning.

22. Frequently Confused Words
you performing an action
&I You and I sent that email last week.
you being acted upon
& me She sent you and me another copy.
you &
not used
myself

23. Frequently Confused Words
contraction: “it is”
it’s I think it’s too hot outside.
possession: belonging to it
its Florida is known for its sun.

24. Frequently Confused Words
lie 1 ¦lī¦
g ¦ lī-i ng ¦; past
lay 1 ¦lā¦
verb¦(; past laid .¦lād¦) lān¦)
lay ¦lā past part lain ¦
[ intrans. ]
n
verb ( lyin 1 a trans. ho or gently positio
g
rizontalesp.restin or to lie
or [ ssume ]aput down, carefully : she laid the baby in his
1 (of a person or animal) be in crib. face downward on the grass | I had
e man lay ws and
o n a supp orting surface : th [ trans. ] lay back on the pillo
• og g y | Lilyprevent (something) from rising off the ground : there may
ause I was gr been the odd light shower just to lay the dust.
dow n for two hours bec have
watched him. en on the table.
a2 e :trans.k] lay op
c [ a boo put down and set in position for use : it is advisable to have
• (of a thing)
rest flat on a surf your carpet laid rby lace.
on) be buried laid.in a particula p a professional | figurative the groundwork for change had been
es in ruins today |
• (of a dead pers
pt in a specified state : the church li ty.
remain, or be ke set cutlery, crockery, lie emp
2 be,
p lay
utting homeless fam
ilies into apartm
•ents that would otherwiseand mats on (a table) in preparation for a
mealb:eshe und the table for thees in meal.
e or
li
fo laid : the solution evening
a return to
ct) resid• (often be laid with) cover (a surface) with objects or a substance :
• (of something abstra
al family values.”
Use a different word.
n ortiles.ection : th
dir e small town
“tradition spefloor d polaidowith
the cifie was siti
3 (of a place ) be situated in a • make ready .(a trap) for someone : she wouldn't put it past him to lay a
nor of Boston
about ten milestrapth her. s viewpoint in a specified
of Swampscott lies for
observer'
• (of a scene ) extend from the• puterdam lies beforeforu(a fire) in place and arrange it.
(set, put, placed, napped, reclined,
the material yo .
ere, and all of Amst r sustainable.
direction : stand h ) be ad idea or o lay 4
• work out (anmissible suggestion) in detail ready for use or
n, charge, or claim
4 La w (of an actio
e)
or fibbed, depending on meaning)
presentation : I'd like more time to lay my plans.
lie
noun (usu. the li • lay ich something lies. past of lie .
n (in whsomething before). presentrds the information or suggestions to be
1
the way, dir ection, or positioconsidered omesacted st, esp bys(someone) : he laid before the House
ball c and to re upon
a rega
• Golf the posi
tion in which a golf for the establishment of the committee.
proposals
ease of the next shot. • (usu. be laid) a bird. (an episode in a play, novel, etc.) in a certain
or locate
la ce of co ver of an animal
• the lair or p place : no one who knew the area could be in doubt where the scene was laid.

25. Frequently Confused Words
to misplace
lose Spelling makes me lose my mind.
not tight
loose This clamp is so loose it won’t hold.

26. Frequently Confused Words
an action
passed The car passed by.
a description
The car went past.
past
a time
The trouble is in our past.

27. Frequently Confused Words
comparison
than I like blue more than green.
time
then Let’s chat, then do lunch.

28. Frequently Confused Words
contraction: “they are”
they’re Maybe they’re the experts.
possession: belonging to them
their They work with their hands.
location: not here (& other uses)
there Please park over there.

29. Frequently Confused Words
number: between one and three
two I see two paragraphs here.
addition: “also” or excess
too I see too many paragraphs, too.
all other uses
to I want to go to Lake Eola.

30. Frequently Confused Words
describes action—how it’s done
well You did your job very well.
describes things—tells quality
good You did a very good job.

31. Frequently Confused Words
placeholder for actor
who Who sent that to you?
placeholder for acted upon
whom You sent that to whom?

32. Frequently Confused Words
contraction: “you are”
you’re I think you’re working too much.
possession: belonging to you
your Is that your winning Lotto ticket?

33. Grammar Brush-Up
Part III: Punctuation
The John Scott Dailey Florida Institute of Government at the University of Central Florida

34. Punctuation Matters

35. Battling Punctuation

36. Grammar Brush-Up
Concision
The John Scott Dailey Florida Institute of Government at the University of Central Florida

37. Reduction Example
How to Write Effectively:
The task of developing clear and concise
writing is not a difficult one. You simply
determine what is the best way that you can
present your subject. Then write it for the
potential audience the very simplest way.

38. Reduction Example
w
How to Write Effectively:
The task of developing clear and concise
writing is not a difficult one. You simply
To write effectively: write simply.
determine what is the best way that you can
present your subject. Then write it for the
potential audience the very simply way.
simplyst

39. Thank you.
Grammar Brush-up
Facilitated by Chris Friend