Jane Watson

Effect as a Verb

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John’s question: “A colleague and I are having a dispute. Is there ever a time when you can use the word ‘effect’ as a verb?”

BizWritingTip response: Normally, effect is a noun meaning “result” or “consequence.”

Examples (correct)
What effect (result) will the holiday schedule have on staffing?
We need to assess the effects (consequences) of the decision on workload.

However, effect can also be used as a verb meaning “to bring about.”

Example (correct but used infrequently)
The manager effected (brought about) a change in the hiring policy.
When it comes to verbs, most people use affect. Affect means to “influence,” “change,” or “assume.”

Examples (correct)
The change will not affect  (change) his salary.
The decision affects (influences) hiring policy.
She affects (assumes) a disinterested air.

Other examples (correct)
There are a number of holidays that don’t affect (influence) trash collection schedules.
There are a number of holidays that don’t effect (bring about) changes in trash collection schedules.

Jane Watson

Grammar Tip – Commas With Introductory Phrases

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Robert’s question: “My manager has told me to insert a comma after the first few words in a sentence. However, I was taught to use commas wherever I would take a breath. I don’t often take a breath at the beginning of a sentence. What do you think?”

BizWritingTip response: The comma-with-a-breath rule is outdated. As people have different breathing/speaking patterns, it really doesn’t work. There are now very firm rules on when to use commas.

The first rule is to insert them after introductory phrases in a sentence. Think of an introductory phrase as one that sets the stage for the upcoming message.

Examples
Based on our findings, we decided to proceed with the project.
As you requested, I checked our files.
At the June 2 meeting, the board requested staff to …

It makes you, the writer, look lazy when people omit the commas.

Jane Watson

Grammar Tip – Proper Adjectives

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Pam’s question: “What is a proper adjective and should you capitalize it?”

BizWritingTip response: A proper adjective is a word derived from a proper noun. For example, Canadian and American are proper adjectives because they are derived from the proper nouns Canada and America. Proper adjectives are always capitalized.

Examples
I love Italian desserts. (Italy)
We are going to see a Shakespearean play. (Shakespeare)
He employs Machiavellian tactics. (Machiavelli)

Note: In some cases, the suffix (end of the word) does not change when it becomes a proper adjective. You still capitalize the word.

Examples
I like to play Texas poker. (Texas is a proper adjective.)
She is a recognized Hollywood star. (Hollywood is a proper adjective.)

Jane Watson

Checking Your Grammar Knowledge

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Rob’s question: I believe my grammar is fairly good. Is there a way I can check if I am as good as I think?”

BizWritingTip response: I am impressed with your interest. Too many writers weaken their professional image through poor grammar. I even had a workshop participant tell me recently that he did not bother with grammar for internal emails as it didn’t matter.

But if managers see sloppy writing in documents sent to them, they automatically assume the writer uses the same style for the public, customers, and clients. This does not go over well – particularly if an organization prides itself in being a leader in its field.

If you want to check your grammar knowledge, try the exercises on these three sites:

https://twitter.com/StaplesCanada/status/398970716605128705
http://www.bbc.co.uk/news/magazine-22512744

Canadian clients can request Ontario Training Network to visit their place of business to deliver either of these workshops:

Grammar Essentials

Post your scores below.

Jane Watson

Grammar Tip – Verb Agreement With Per Cent

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Louise’s question: “After a % sign should the verb be singular or plural? For example, is it 95% of the population live or lives less than 10 minutes away?”

BizWritingTip response: First, using the % sign in a narrative sentence is considered informal wtiting, e.g., emails. And you would use it in charts and tables. Spelling out the word is formal and more common for letters and reports.

Second, the % sign and the word per cent are exceptions to the standard subject and verb agreement rules. Whether you use the sign or the word, the verb agrees with the “of phrase” that follows.

Examples (Correct)
Ninety-five per cent of the population lives less than 10 miles away. (Population is a collective noun and takes a singular verb.)
Twenty percent of the voters are not happy with the candidate. (The verb are agrees with the plural noun voters.)
Approximately 30% of the mailing list is out of date. (The noun list takes the singular verb is.)

Note:

  • Numbers starting a sentence should be written out.
  • Per cent can be written as one word or two.
Jane Watson

Grammar Tip – Pronouns With Gerunds

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Marie’s question: “Is the following sentence correct? I appreciate your helping me. I have been told by a colleague that it should be ‘you’ not ‘your.’ I think I am right but I don’t know why.”

BizWritingTip response: Yes, you are definitely right. This grammar rule involves gerunds, a term many people are unfamiliar with. A gerund is a word that is normally a verb but is being used as a noun. Gerunds always end in “ing.”  In your example, helping is a gerund.

The trick with a gerund is that when you place a noun or pronoun in front of it, you must make the word possessive. (The possessive pronouns are my, your, his, her, our, and their.)

Examples (correct)
I appreciate your helping me.
Does anyone object to my smoking? (Smoking is a gerund preceded by a possessive pronoun.)
Your complaining about the assignment will not change anything. (Complaining is a gerund preceded by a possessive pronoun.)
The plane’s arriving on time surprised me. (Arriving is a gerund preceded by a noun.)
Our success with this event depends on Roger’s taking charge of the finances. (Taking is a gerund preceded by a noun.)

Isn’t grammar fun?

Jane Watson

Grammar Tip – Its Versus Their

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Susan’s question: “Please tell me the difference between its and their. For example, would I write ‘ABC Enterprises offered all its employees a bonus’ or ‘ABC Enterprises offered all their employees a bonus?”

BizWritingTip response: As ABC Enterprises is considered a singular noun, you would have to use the personal pronoun “its.”

Example

ABC Enterprises offered all its employees a bonus. (Its is replacing the company’s name.)

You would only use “their” when the noun it is replacing is plural.

Example

The managers offered all their employees a bonus. (Their is replacing the managers.)

Jane Watson

Grammar Tip – Hyphens With Prefixes

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Sandra’s question: “In words beginning with the prefix ‘pre,’ I am having difficulty determining when to hyphenate and when to state them as one word (or two words if that’s an option), for instance, words such as ‘pre content.’ ”

BizWritingTip response: A prefix is a short word (e.g., anti-, ex-, post-, pre-) placed before another word to modify its meaning. It is attached to the following word or joined to it with a hyphen.

Examples
anti-inflammatory     pre-war     pre-content     preheat    antitrust

A prefix cannot sit by itself in a sentence, e.g., pre content. (Note: Your spell checker will not identify this error as the two words in themselves are valid. But it is an error.)

Authorities often differ on whether you need to hyphenate the words or run them together. In American English, the guideline is to avoid the hyphen if you can. British and Canadian English tend to recommend the hyphen more often.

The following are some guidelines for prefixes regardless of what form of English you are using.

1.   Use a hyphen to avoid awkward spelling.
Example
Anti-aircraft (Antiaircraft looks awkward.)

2.   Insert a hyphen to avoid duplicating vowels.
Examples
pre-exist     co-operate      re-enter    de-emphasize

3.   Use a hyphen if the following word begins with a capital letter or is a number.
Examples
pre-Aids era       pre-Confederation      pro-American forces        post-1920 fashion

4.   Use a hyphen after a prefix when an unhyphenated word would have a different meaning.
Examples
re-treat versus retreat     coop versus co-op       re-cover versus recover

5.   Do not use a hyphen if the unhyphenated version is common.
Examples
prefix      prehistoric     postoperative   proactive    ultraviolet   nonnegotiable

Bottom Line: If these rules don’t answer your specific question, type the prefix and the following word as one word and then rely on your spell checker – set of course to the English dictionary you prefer.

Jane Watson

Who Versus That

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Theresa’s question: “I wonder if it is acceptable to use the word ‘that’ when referring to people. Usually this happens when referring to a collective noun. An example I find very jarring is the official apology about residential schools given by Canadian Prime Minister Stephen Harper.   He states, ‘It has taken extraordinary courage for the thousands of survivors that have come forward to speak publicly about the abuse they suffered.’

“It would seem to me that the word ‘who’ should be used. What are your thoughts?”

BizWritingTip response: I was taught years ago that who is used for people and that for things. But guess what? Times have changed. Now both who and that are used when referring to persons. Usewho when you are referring to specific people and that when referring to a category or type of person.

Examples
He is a manager who treats his employees well. (The manager is a specific person.)
He is the type of consultant that I would hire again. (category)*
She is the one who should be going. (specific)
Of all the people that should attend, I decided to send her. (category)
I am shocked by professionals that use improper grammar. (category)
I am shocked by one of our managers who uses improper grammar. (specific person)

Therefore, although it does sound awkward, Prime Minister Harper’s statement is correct.

*Yes, you could remove the word that from this sentence. Grammatically, that is the correct word to use. In the interest of brevity, you could – correctly – remove it: He is the type of consultant I would hire again.

Jane Watson

Grammar – Licensing

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Brenda’s question: “I understand that ‘licence’ is a noun and ‘license’ is a verb.  Our question is about the word licencing/licensing. For example, would you say ‘Microsoft will be licencing users next year’ or ‘Microsoft will be licensing users next year’?”

BizWritingTip response: The word “licensing” is always spelt with an “s.”

Example (correct)
Microsoft will be licensing users next year.

Note: You are absolutely right. All forms of English spell the word with an “s” if it is being used as a verb.

Example (correct everywhere)
Are you licensed to drive a truck?

However, when it is in the noun form — British, Canadian, and Australian English spell it with a “c.” American English spells the noun with an “s.”

Examples
You need to apply for a licence. (noun — British, Canadian, and Australian English)
You need to apply for a license. (noun — American English)