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The Perils of Style Guides

Style guides can be handy tools when used properly, but their application should always be informed by context.

Case in point: take this article abstract from MDLinx, a medical journal abstracting service, which I found while researching recent publications for one of my clients:

“The authors must be aware that acute encephalopathy is an important complication in children with Dravet syndrome, and associated with fulminant clinical manifestations and a poor outcome.”

Huh? Is the abstractor editorializing here? Is one of the authors of the article publicly chastising himself and his colleagues for overlooking something in their study?

A quick glance at the original abstract from Epilepsia magazine:

“We must be aware that acute encephalopathy is an important complication in children with Dravet syndrome, and associated with fulminant clinical manifestations and a poor outcome.”

Ah, that makes sense now. The authors are saying that pediatric neurologists in general should be aware of this potential complication. The MDLinx style guide — whether it’s applied by a human editor or an algorithm, I don’t know — must call for replacing “we” with “the authors,” presumably on the (not unreasonable) assumption that that’s what it typically refers to.

Editors: when applying a style guide, whether its your own or your client’s, don’t forget to take context into account. Otherwise, you risk causing a misunderstanding — or worse.

Tips for Writing a Gift Policy

The following post is adapted from “Put Your Money in Trust: How a Gift-Acceptance Policy Can Guide Your Fundraising, Reduce Your Risk, and Help Steward Your Donors,” by Paul Lagasse, Advancing Philanthropy, v18n3, May-June 2011 (reprinted with permission) You can read the whole article here.

Developing a truly helpful gift acceptance policy involves more than simply downloading a template from the Web and filling in the name of your organization at the top, although an organization doesn’t have to begin from scratch, either. A tailored policy reflects a consensus among not only the executive leadership and board members with financial and tax expertise, but also the development staff and volunteers who will have to implement the policy, says Katherine Swank, J.D., a senior consultant for Blackbaud Analytics in Charleston, S.C. Because of the importance of achieving that consensus, it’s not uncommon for the policy-development process to take 18 months or longer.

Swank says the policy-development team should focus on answering some key questions up front:

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Value-Added Writing

I’ll be hosting a panel session on “What Editors Look For in Freelancers” at the 2011 Maryland Writers’ Conference on April 2. One of my panelists will be Tam Harbert, an award-winning journalist who covers technology, business, and government beats. My introduction to Tam was her post on the ASBPE blog, “Freelance Work Worth Paying For,” in which she argues — and demonstrates convincingly — that writing is more than simply stringing words together. When editors hire writers, they are also paying for the ability to provide them with what they want (even when they’re not sure what that is); subject-matter expertise; the ability to present the story in an appropriate and compelling way; critical thinking skills that have been honed from experience; persistence and doggedness in order to get to the real story; and the ability to deliver everything on time.

In an age when “content farms” are busy driving down the rates that many writers can charge for their work — to say nothing of what they’re doing to the quality of information available to people who need it — it’s good for writers to remind ourselves that we offer our clients more than just good grammar. Professional writers bring a broad suite of skills to bear on solving their clients’ word problems. We answer the essential questions:

What questions do your readers have?
Where are the most accurate and reliable answers going to be found?
What’s the best way to present those answers to your readers?

By the time I finished reading the post, I knew I needed Tam on my panel, and I’m pleased that she accepted the invitation. Once you read her piece, I think you’ll understand why too. And if you’re planning to attend this year’s Maryland Writers’ Conference, I hope you’ll consider attending my session and hearing it right from the source.

Tips for Tailoring Your Research

The following post is adapted from “More Than Data: How Prospect Research can Help You Fine-Tune Your Ask, Allowing You to Raise More Money More Cost-Effectively,” by Paul Lagasse, Advancing Philanthropy, v18n1, January-February 2011 (reprinted with permission) You can read the whole article here.

Researchers today have access to more information, more quickly, than ever before. But are they looking for the right information in the right places? Are fundraisers making the best use of the information? Making sure that the wheat is being separated efficiently from the chaff has become a crucial management function for today’s fundraising executives.

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“Don’t Quit Your Day Job”

Ten years ago, in January 2001, I hung out my shingle as a freelance writer and editor. I decided to leave a comfortable middle-management position in a small research firm because I wanted to take a chance on myself and my writing and business abilities.

When I announced in October 2000 that I would be departing at year’s end, I had sold all of one article and didn’t have any other prospects. Though I spent the next couple months hunting pretty aggressively, by the time Christmas vacation rolled around I still didn’t have anything lined up.

I broke the cardinal rule of writing: “Don’t quit your day job.” I felt like I had just jumped out of a plane while still stitching my parachute together.

A day or two after Christmas, I got a call from an editorial services firm where I had taken a pretty intensive writing test. They called to say that I had passed and, oh by the way, they had just had a big project come in that needed a writer, would I be interested?

Every writer needs a break when starting out. Quinn McDonald gave me mine. It was a privilege to work with Quinn for several years, and a pleasure to be able to call her a friend and colleague still. Every writer should be so lucky to have such a top-flight mentor. (It also seems cosmically appropriate that she had known and worked with my college advisor, Dr. Anne Millbrooke, who had had an equally profound influence on my academic trajectory.) Thank you, Quinn! Thank you, Anne!

When I started out, the deal I made with my wife Mary Jo was that I could do this as long as I made enough money to pay my share of the bills each month plus something for retirement at year’s end. Plus the occasional dinner out and presents, of course. If I couldn’t hold that end up, I’d stop and get another job. So far, so good. Thank you, Mary Jo!

I’ve worked for a lot of really terrific clients along the way, met some amazingly intelligent, smart, creative, and dedicated people, worked on an incredible array of projects, and learned something new on each one. Thank you, my wonderful clients!

Four years ago, I launched this blog. In that time, I’ve written about writing, reading, and editing; about managing your records and your goals; about paper, pens, and Circa planners. I’ve enjoyed corresponding with readers in the comments, on their blogs, and in other forums — and occasionally even in person. Thank you, my dedicated readers!

Occasionally when I tell people about how I got started, they ask me whether, if I had to do it again, would I take the same chance.

Absolutely.

I wouldn’t trade a minute of the past ten years. It has been the most exhilarating, challenging, exciting thing I’ve done (professionally, that is) in my life. The daily balancing game of freedom and responsibility never gets old. Sure I’ve gotten tired many times, burned out more than once, stressed out quite a few more times than I’d like to admit. But I am a better writer, a better editor, and a better person for having taken the chance.

Yesterday, beginning my eleventh year as a self-employed writer/editor, I woke up feeling excited about what the day would bring. The morning that I wake up feeling otherwise, I’ll stop. Until then, let’s see what the next decade brings.

Image: iStockPhoto.com

Tips for Effective Grant Writing

The following post is adapted from “Dear, Near, and Clear: How Improving Your Organization’s Donor Relations Can Help You Provide More Resources to More Constituents More Effectively and More Often,” by Paul Lagasse, Advancing Philanthropy, v17n6, November-December 2010 (reprinted with permission) You can read the whole article here.

Nonprofits should remember to use their relationship savvy to cultivate grant makers as well as individual donors, says Jane C. Geever, founder and chairman of fundraising and management consulting firm J. C. Geever Inc. in New York City (www.jcgeever.com). Geever says that in more than 35 years in the profession she has seen enormous change in grant making — not just in the explosive increase in foundation and corporate giving, but also in the way these programs work with nonprofit applicants. “There’s an openness that didn’t exist years ago, and also a frustration that nonprofits don’t take the time to figure out how to approach them with priority projects,” Geever explains.

In her book The Foundation Center’s Guide To Proposal Writing, 5th Edition (The Foundation Center, 2007), Geever used extensive interviews with grant makers to discover not only what makes a winning proposal, but also how to best reach out to grant makers. She learned that grant makers dislike “fishing expeditions,” preferring instead to hear from grant seekers who have done their homework first. However, on average only about one in three applicants takes the time to ensure a program is a good match with grant makers’ missions before submitting an application. “Grant makers see themselves as investors in people and good ideas,” Geever says. “Why would they bother to respond to people who are just churning out applications? They like educated grant seekers because they want to give them an advantage.

“Grant makers complain that we don’t communicate enough. Every step builds the relationship,” Geever says. Stay in touch through mailings and phone calls — especially after a rejection. Keep them informed about your successes and challenges. Be sure to put them on your mailing list, too. Geever adds that it helps to think of grant makers as individuals, so make your communications to them personal, not institutional. She also recommends these tips for building strong relationships with a grant maker:

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GAO Audits Find Good, Bad News at NARA

As has been widely reported, last month the Government Accountability Office released the long-awaited reports on two audits of the National Archives and Records Administration’s oversight and management and information security. The results are a mixed bag, but indicate that NARA is continuing to learn from its past mistakes.

Here are some of the highlights:

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Associated Press Decides to Bury the Lede

All good things, they say, must come to an end. According to this article from the Columbia Journalism Review, the Associated Press has decided to phase out venerable wire-service-era editorial terms like “lede,” “hed,” “sted,” and “graf” in its stories.

Well, I guess these terms have certainly had their day. But I’m surprised, in a way, that they haven’t caught on with the latest generation of web-based writers. After all, they have a couple things going for them:

They’re retro. They were born in the time of steampunk. When you hear them, you think manual typewriters and telegraphs. And as print newspapers increasingly acquire retro-chic cachet akin to vinyl LPs, perhaps some of that warm glow will shine on the terms of the trade as well.
They’re short. In an era when, buy soma uk once again, space constraints limit how much can be communicated effectively in one burst (think Twitter and text messages), abbreviated terms can pack much information into a small, efficient space. Think about it: “30” is perfect for a numeric keypad, and it uses five whole fewer characters than “kthxbai.”

We may have to wait a while, but I think these classics will make a comeback. After all, text messaging gave numeric keypad letters a whole new life long after people had stopped using them to remember telephone exchanges. They have stuck around this long — not because of nostalgia, but because their usefulness outlived the contingencies that created them. Whether we “RT” or “TK,” we’ll always have a need for editorial shorthand.

-30-

Writing Skills are Essential for Successful Fundraising

The following post is adapted from “All Thumbs?: How Nonverbal and Verbal Skills Can Make All the Difference with Donors — and Why Young Fundraisers Should Care,” by Paul Lagasse and Mary Ellen Collins, Advancing Philanthropy, v17n4, July-August 2010 (reprinted with permission) You can read the whole article here.

Accurate, clear and persuasive written communication is essential for successful fundraising, particularly for grant proposals, says Diane M. Gedeon-Martin, president of The Write Source LLC, a grant-writing consultancy based in Glastonbury, Conn. She believes that proposal writing is becoming a lost art in part because technologies that were developed to help people communicate more quickly have instead made it easier for people to communicate more frequently, with a resulting loss in quality amid the density. “Proposal writing is something we must champion because grant makers often look unfavorably on proposals that are poorly written,” she explains. “Grant makers are very savvy these days, and if there’s a similar proposal that articulates the need and project description well, they may place a higher priority on the one that they can fully grasp the concept of.”

Gedeon-Martin, who is on the faculty of the Fund Raising School at Indiana University, recently completed a two-day basic grant-proposal writing course that exemplifies the dilemma. “Here were 50 people in my session, with one-half of them under the age of 30,” she recalls. “I spent a lot of time educating them on proper grammar, style and voice.”

Those basics can make or break a grant proposal and, by extension, the nonprofit that needs the money. “Poor writing skills suggest an inability of organizations and their personnel to manage funds,” Gedeon-Martin stresses.

Perhaps ironically, the trend toward ever-shorter communications spurred by text messaging and email has affected grant proposals, too, as more corporate and larger foundation grant makers switch to online-only submissions that place a cap on the number of characters allowed and reduce or eliminate altogether opportunities for face-to-face or telephone meetings. This compression has made it harder for grant seekers, as they try to write persuasive case statements in 2,000 characters or less. “The day of 12- or 15-page grant proposals to foundations and corporations are long gone,” Gedeon-Martin explains. “The attention span of reviewers is compromised when they have to read 20 to 30 proposals in a day. How can we keep their attention? We have to write differently by getting to our point quickly. We need to keep them reading.”

At a time when more and more nonprofits are seeking grants just to be able to keep their doors open, the attention-grabbing power of words is that much more important. “You’re not just writing a grant proposal,” Gedeon-Martin emphasizes. “You’re writing an introduction to your whole organization. It might be the only thing they see from you, so it needs to be the best thing you’ve ever written.”

To make sure it is, the writing must do the following:

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Ultimate Office is Back!

Recently I had the pleasure of being interviewed by the good folks at Ultimate Office, the company behind the Jotz Refillable Notebooks that are the backbone of my freelance writing and editing business.

I am grateful to have had the opportunity to share with them and with other customers how much I have come to rely on their quality office products. The story of how Ultimate Office is starting up again after being forced to close by the Meltdown of 2008 is inspiring.

Be sure to read to the end of the interview to learn about some great new Rollabind-based products that we can expect to see from the fiendishly creative minds behind Ultimate Office’s signature products! Their gear isn’t for sale yet (we’ll post it here when it happens), but in the meantime you can follow them on Facebook and Twitter.

Welcome back, Ultimate Office! We kept the light on for ya.