In this issue
	CONGRATULATIONS TO THE SECRETARY OF THE YEAR Complicated language or simple words? Common errors in business writing Today's Secretaries - Ambassadors of Excellence Last but not least ...

Complicated language or simple words?

Regular readers will know that I am a big fan of The Plain English Campaign. I'm pleased to quote an extract from this week's Plain English Campaign e-newsletter, which says: We've often accused people who use needlessly complicated language of trying to appear intelligent (at the expense of clarity). But according to a leading American university, they may be failing in such an aim. The Stanford University study says people who use complicated language when simple words will do tend to be viewed as less intelligent than those who use a more basic and understandable vocabulary. The study found this applied even to 'academic' writing such as postgraduate applications, sociology dissertations and translations of the philosopher Descarte's writings. "I think it's important to point out that this study is not about problems with using long words, it's about problems with using long words needlessly," lead study author Daniel Oppenheimer explained to the Reuters news agency. "If the best way to say something involves using a complex word, then by all means do so. But if there are several equally valid ways of expressing your ideas, you should go with the simpler one." He added that most writers were unaware that readers judged intelligence in this way. He gave the example of college applicants adding complicated language to application essays to impress the reviewers. If the school rejects their application as a result of the heavy-handed writing, the student may not realise why. "The student might even think that the reason was because he or she didn't obfuscate enough." Shirley Says: If you haven't discovered the Plain English Campaign's excellent website, you don't know what you're missing - go check it out now. Read more about The Plain English Campaign »

Common errors in business writing

Do you get mixed up between advice and advise? What about affect and effect? Do you know when to use anytime or any time? What about sometime, some time and sometimes? If you scratch your head over things like this from time to time, then you are not alone - these are probably some of the most common questions that I am asked at my workshops. Here are some more question that I am often asked about use of language: Do you need 'but' when we start with 'Although'? When do I use 'bring' and when do I use 'fetch'? What can I say instead of 'As per'? Can you help me with when to use 'send' and 'take'? If you want to learn more about these common problems, please click here and don't forget to try the quiz too. Learn more in Shirley's Learning Links »

Today's Secretaries - Ambassadors of Excellence

It was great to meet so many lovely secretaries in KL this week when I was up there speaking at the Malaysian Secretaries Conference. Here I am with some of the lovely ladies who attended my special one-day pre-conference workshop called "Success Skills for Secretaries and PAs". Many regular readers will know of my affinity with secretaries because of my own 9 year history as a secretary. In case you didn't see my article in the Singapore Straits Times this week, I thought I'd reproduce it here, so that you can learn a little more about my life as a secretary and also how the role has changed: _______________________________________________ I was a secretary for nine years in the seventies in my home town of Sheffield, England. During that time I would have listed my main duties as shorthand, typing, filing, answering the phone, greeting visitors and making tea and coffee - oh, and don't forget buying the boss's wife a birthday present! I started my working life as a secretary on a manual typewriter, then progressed to electric (does anyone remember the excitement of the IBM golfball typewriter with lift-off tape?) and then to electronic with a one-line display. As a secretary back then I was also responsible for keying laboriously into the telex machine; as I sent messages across the world, I used to marvel at the wonders of technology that brought us such a wonderful machine like telex! Crikey, if only I knew then that the future held the fax machine and the wonders of e-mail! The life of today's secretary's is very much different. Technology has advanced so much, bringing us word processing, computers, fax, mobile phones, teleconferencing, video conferencing, the Internet, e-mail and so much more. All this means that not only is the world becoming smaller and communications becoming quicker and easier, but the role of the secretary has become so much broader and much more exciting and challenging than it was in my secretarial days. If you want to read more about today's secretaries - those wonderful people who I believe are the glue that holds the team together in today's offices - please check out my article Ambassadors of Excellence, which also includes my checklist on how YOU can be an Ambassador of Excellence! Today's Secretaries are Ambassadors of Excellence »

Last but not least ...

Thanks to my great friends in Perth, Liz and Keith, for a wonderful weekend in April. Great food, great company, great friends, and above all ... lots of laughter! You two are very special! To see more photos please visit my Photo Gallery. TIP OF THE MONTH "Read your message aloud, concentrating on intonation, pauses and emphasis where appropriate. This will help you get punctuation in the right place and get your message right." If you would like to receive a FREE COPY of one of my books, please send your tips to me at news@shirleytaylor.com. I hope you've enjoyed this issue of Shirley Says. If you have any ideas about what you would like me to include in future issues, please write to me at news@shirleytaylor.com. PS: You may reprint this e-newsletter or forward it to your customers and colleagues. However please keep this copyright and contact information intact: Copyright Shirley Taylor 2004. Shirley Taylor is author of several popular books on effective communication and business writing. She lives in Singapore and works as an international trainer, seminar leader, professional writer and conference speaker.