THE 10 DUMBEST MISTAKES BUSINESS WRITERS MAKE
Lots of dumb mistakes can slip into even the best writing. Here we look specifically
at reports and other technical documents to provide authors with a
checklist they can use for their work.
1. Numbers that don't add up
Just one table where the numbers don't add
up correctly is enough to shatter confidence in an entire report.
Usually this happens when tables are updated manually.
The best thing to do is to keep all original tables in a spreadsheet
and copy them in each time. You can make sure that colleagues are not
tempted to make changes manually if you paste tables in as graphics.
2. Incorrect table and figure references
What does a reader think when he/she reads that "evidence is provided in Table 3"
but then is unable to find that table? Or what happens if the reader finds Table 3
but the evidence is completely unrelated because it should have referred to
Table 4? To make sure it doesn't happen to you, use automatic cross-references.
3. Unsourced data
Numbers that appear from nowhere can be just as infuriating as numbers that do not add up.
To present a credible argument, evidence needs a source. Insert footnotes as you write.
4. Leaving in details to be completed later
Have you ever come across a document that refers to a XX% increase? A sure-fire
way of alerting your reader to careless checking is to leave in phrases like
"more details to be added on this later", or "note to self: check this is
correct". A good way to avoid this is to agree a format for all comments within
your company and for everyone to adopt the same one. That way a search can pick
these out. You can also use automatic tools to find these errors.
PerfectIt contains a test that scans documents
for any of these editorial comments that have been left in.
5. Blinding with science
Technical reports are often intended for a non-technical audience. Sometimes
authors can get away with blinding the audience with technical language and
complex theory. More often, authors that try that will have to face a complete re-write.
Technical explanations belong in an annex, keep the flow of your text simple.
6. False accuracy
The way that numbers are presented
conveys important information about confidence in the result. If the benefit
to the US economy is $1billion, it means that it could be anywhere from $0.5bn to
$1.5bn. If the benefit to the US economy is $1,050,023,178 then it means we are
confident that the benefit is exactly $1,050,023,178. The degree of rounding should
reflect the degree of confidence and the likely range implied.
7. Inconsistent writing
There are an incredible number of
consistency errors that can creep into technical documents, especially if there
is more than one author. A review of those can be found here.
With careful checking and tools like PerfectIt,
you can cut down on consistency errors and present your results in your corporate style.
8. Over-reliance on spell check
Spell-check is a great tool. But it cannot spot every error. It's easy to write the word
"manage" without the second "a". A Google search shows that there are thousands of documents that use
the phrase "project manger". Errors like these can be difficult to spot and can also be the
most embarrassing when clients find them. PerfectIt includes a test for some of the most frequently found typos and
customised versions of PerfectIt can be geared
to specific industries to increase the power of automated checking.
9. Less is more
Technical reports are not paid for by the word. So long reports are not an
advantage. They are difficult to read and harder to check. Sharp, concise
reports that are accompanied by more detailed annexes and supporting evidence
are better for making almost any case.
10. Acronyms / abbreviations that are not defined
TLAs help to keep your text short. However, if your readers do not know that
'TLA' stands for 'three letter acronym' then it's important that you define the
word in its first instance. Tools like PerfectIt can be used to scan your text
for acronyms that are missing a definition as well as instances where the
acronym is used long before the definition appears. A table of acronyms
can also be helpful for the reader and PerfectIt
can generate this automatically.
More mistakes
What mistakes annoy you the most? Is there a simple solution?
Drop us a line and let us know what you
think are the worst mistakes in business writing. We'll put the best entries on the Intelligent
Editing website.