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The Excellent Ellipsis (…)

The ellipsis, a punctuation mark that employs three consecutive periods (…), is used when intentionally omitting a word, phrase, or paragraph within quoted text. When summarizing information or writing articles, it is occasionally necessary to include direct quotes from your research.  You may not, however, always want to use long sentences that not only take up space, but may contain useless or irrelevant information.

When you use an ellipsis, you can take out the information that isn’t necessary while maintaining the integrity of the quoted text. For example, let’s consider a sentence from the latest AIR Blog entry “More than 200 sacred objects that were in the possession of the Smithsonian Institution’s National Museum of the American Indian were returned last week to the Yurok Tribe in northern California, as reported in an Associated Press piece published by the Times Leader on Aug. 15.”  To eliminate the excess text and indicate that some text was omitted from the sentence, we would use an ellipsis:

“More than 200 sacred objects… were returned last week to the Yurok Tribe in northern California, as reported in an Associated Press piece published by the Times Leader on Aug. 15.”

If you want to omit words at the end of a sentence, you would include an ellipsis and then an additional period. Let’s consider the same sentence, but this time leave off “as reported in an Associated Press piece published by the Times Leader on Aug. 15.”

“More than 200 sacred objects that were in the possession of the Smithsonian Institution’s National Museum of the American Indian were returned last week to the Yurok Tribe in northern California… .”

Although you may not use an ellipse in everyday emails or memos, it is important to keep in mind when writing documents or presentations that require you to cite or quote important information.

Interviewing Don'ts

All of us have likely interviewed for a job we didn’t end up getting. Unfortunately, we rarely receive feedback as to why we weren’t chosen for the position. A survey of 153 American Human Resource Managers identified the 20 most common errors made by applicants attending job interviews.

In order of importance, here is a list of reasons cited by the HR managers for why someone is not chosen for a job:

1. Poorly or inappropriately dressed
2. Overaggressive
3. Unable to express information clearly (difficulty understanding your answers to questions)
4. Lack interest and enthusiasm
5. Display no career planning
6. Seem nervous and lacking in confidence
7. Overemphasizing the importance of the pay for the job
8. Unwilling to start at the bottom
9. Make excuses
10. Lacking in tact and courtesy
11. Appear immature
12. Condemned past employers
13. Seem to have no genuine interest in the company or the job
14. Failure to look the interviewer in the eye
15. Application form poorly completed
16. Seem to lack sense of humor
17. Late for the interview
18. Failure to express appreciation for the interviewer's time
19. Failure to ask questions about the company and the job
20. Responses to questions too vague

What do you think about these reasons?  This survey was conducted in 1986.  How do you think this list has changed over the years?

Common Abbreviations

Abbreviations are meant to make our lives a little easier. By shortening frequently used words and phrases we are able to save time and convey the same information. However, some abbreviations can have tricky or inconsistent rules. Here are a few abbreviations that you might use on a regular basis when writing formal emails, memos or letters:

Titles before a name: Mr., Mrs., Ms., Prof., Dr.

Using titles before a person’s name is the proper way to formally address an individual in any written communication. You might begin a letter with the salutation “Dear Mr. Doe” or “To: Mr. John Doe.” However, when using a person’s name within the body of your message, it is not necessary to refer to an individual as Mr. John Doe. Simply use the name John Doe.

Titles after a name: Jr., Sr., Ph.D.

Using titles after a person’s name can also clarify which individual you are speaking of—for example: John Doe Sr. or John Doe Jr. You may also use this abbreviation in this way: Mr. and Mrs. John Doe Jr. However, it is not standard to use Jr. or Sr. when omitting the individual’s first name: Mr. Doe Jr.

Names of countries: U.S.A., U.K.
You can also use USA as an abbreviation for the United States of America, however, if writing U.S. it is standard to always use the periods in between.

Names of states: NY, VA, MD
These abbreviations should only be used when referring to addresses on an envelope or list. When referring to the actual state within the body of a message, it is standard to write the entire name. For example: “I am going to NY for the weekend” is incorrect while “I am going to New York for the weekend” is correct.

Names of commonly used objects: TV, DVD, CD

Periods between the letters of these abbreviations are not required.

Units of measure: in., ft, lb, m, kg

Using a period after units of measure is not necessary except in the case of in. Since this unit can be confused with the word “in” it is helpful to add the period after it. There is no need to add an “s” after the unit of measure to make it plural. Also, when using the unit as a modifier such as a 10-ft wall or 3-lb weight, it is common to add a hyphen between the number and unit.

Time: A.M., P.M.

This can also be written as a.m. or p.m.

Hopefully this has shed some light on the common abbreviations we use. Are there any others that we might have missed? Or do you have any questions regarding the ones we have used here? Please comment below!

The Dress Code Dilemma

What kind of image do you project at work? Regardless of your level of employment or career path, it’s always a good idea to project a polished, competent image. But these days, when many offices don't have dress codes, it's hard to know what to wear to work. While a casual dress code is a nice perk, it doesn't mean that anything goes. 

Whether your office has a strict dress code of none at all, there are a few commonsense guidelines that will help you look your best and gain respect in the workplace.

1. The goal is to look professional for your work environment. Look at the highest ranking female employee in your organization and mimic her style of dress. If she’s wearing business suits to work every day, then you should consider doing the same. On the other hand, if she’s wearing jeans to work every day, then maybe a business suit is too far over the top for your office. That’s not to say that you need to wear jeans to work every day, but maybe dressing up for your organization doesn’t require the classic business suit.
2. Avoid distracting accessories. Bangle bracelets, dangling earrings and garments that are too flowing are all things that distract from a professional image. Opt for more fitted garments, studs instead of hoops and closefitting bracelets instead of charm bracelets. And while we’re on the subject, avoid too much perfume. It’s annoying -- and sometimes even toxic -- to those around you.
3. Even if your office has a casual dress code, make sure your clothes are neat, clean and pressed, your shoes polished and your nails manicured. Your hair should be clean and neat. It’s all about attention to detail and caring about your appearance.
4. Avoid loud patterns and colors. That blouse with the florescent pink and orange flowers might look great on the dance floor, but it won’t do much for you at the office. Stick to subdued tones and prints.
5. Remember this: In the workplace, you want people to notice you because of the work you’re doing, not the clothes you’re wearing.  

Effective Meeting Tips: Evaluating Your Meetings

Poorly run meetings are a special kind of torture, aren’t they?  There’s nothing like having 1,001 things to do and then realizing you have a planning meeting for the next quarter that’s likely to take the rest of the afternoon… Especially when you know that chatty Darla is going to monopolize the discussion, as usual, and 75% of the time is going to be spent talking about unrelated topics, like your boss’s fantasy football team or new favorite skin cream. 

You don’t have to suffer in silence.  There is hope for dull, ineffective and inefficient meetings!  If you’re in charge of meetings that keep seeming to get away from you, implement meeting evaluation procedures at the end of each group meeting.  This is a great way to get feedback about what went well, what needs to be improved, and suggestions for next time.

If you aren’t in charge, suggest to the meeting organizer that your organization or company implement a quick meeting evaluation after the meetings that tend to be particularly unproductive.  Instead of approaching the situation as though you’re making a complaint, put a positive spin on things.  You could say, “I just read this blog post on meetings, and I think it had some great tips!  What do you think about this meeting feedback form?  Do you think it would work for us?” 

Here is a sample meeting feedback form you can adapt to suit your needs:

Meeting Feedback Form

Date:
Name (optional):

Your feedback is essential in helping to ensure our meetings are as productive as possible. Please take a moment to fill out the form below and circle the responses which best reflect your feelings. Your honesty and constructive recommendations are greatly appreciated!

1. How did this meeting’s productivity compare to our previous meetings?

1	2	3	4	5
Much worse		About the same		Much better

2. In your estimation, was our time used effectively in this meeting?

1	2	3	4	5
Not at all		Somewhat		Absolutely

3. Did the agenda help to organize the topics of discussion?

1	2	3	4	5
Not at all		Somewhat		Absolutely

4. Was the majority of our discussion oriented towards the present and future? (Did we avoid dwelling on the past?)

1	2	3	4	5
Not at all		Somewhat		Absolutely

5. Did you have a good understanding of what the meeting objectives were?

1	2	3	4	5
Not at all		Somewhat		Absolutely

6. Do you feel the objectives were accomplished successfully and efficiently?

1	2	3	4	5
Not at all		Somewhat		Absolutely

7. What went particularly well at this meeting?


8. What needs to be improved for the next meeting?


Good luck, and happy meeting!

Strengthening Your Communication Skills

Good communication skills are essential in the workplace. Whether you need to write an email to a co-worker or a memo to the entire office, it is important to communicate clearly and effectively. By doing so, you will lessen the chance of misunderstandings and subsequent headaches.

To be a strong and efficient communicator, you must be able to both send and receive messages. Here are a number of tips to help strengthen your communication skills.

Plan your message. Think before you write or speak. The first and most effective way to avoid communication confusion is to consider who your audience is and what he or she would like to know. Ask yourself a few simple questions before you begin communicating with another person:

• What is the purpose of my communication? Why am I sending this message?
• Who is going to be on the receiving end of this exchange?
• What is the best way to send this message (via telephone, email, letter, or in person)?

After asking these questions, take a moment to think about what you would like to write or say in the most succinct way. Try to avoid conveying information that isn’t necessary. A long email or telephone conversation does not necessarily result in better comprehension of the message you are trying to send.

Consider how the recipient of your message will perceive it. If you are sending a message to your boss’s boss, you would not use slang or informal remarks in an email to him or her. This could be perceived as disrespectful or unprofessional—therefore, using the right tone when crafting your message is crucial.

In terms of written communication, always take the time to review your work. Grammar, spelling and your use of jargon or slang are important factors to consider when composing a letter or email. By misusing an abbreviation or overlooking an incomplete sentence, you may cause more confusion. 

Be sure to think about the many forms of sending messages. If the topic of your message is time sensitive or requires a great deal of detail, perhaps it is better to use the telephone. If the topic you would like to discuss may cause the recipient to become emotional in any way, perhaps explaining it to him or her in person might be the best route. On the other hand, any message that is short and simple could be sent via email.

When you are the recipient of a message, be sure to listen carefully or reread a letter or email at least twice. Many misunderstandings come from haste, so in order to be an expert communicator you must also be an effective listener and precise reader.

Miscommunication can happen, however, it doesn’t have to happen all the time. Try some of these tips and see if your communication skills improve!