30 Seconds to Better Writing: Who vs. That

Question:

What’s wrong with the sentences below?

Incorrect: Stores who use computer systems report higher sales.
Incorrect: Retailers that use computer systems report higher sales.

Answer:

According to the style guide used by our company (Associated Press Stylebook) “who” is the pronoun used when referring to human beings and to animals with a name. “That” is the pronoun used to introduce essential clauses that refer to an inanimate object or an animal without a name.

Correct: Stores that are run with computer systems have higher sales.
Correct: Retailers who use computer systems report higher sales.

Exceptions:

In some sentences, “that” is preferable to “who” even though you’re referring to a human. In the following example, exchanging the second “who” for “that” made the sentence easier to read.

Correct: “Who was it that said, ‘We need to do everything in our power to position ourselves for the future’?”

 

30 Seconds to Better Writing: Eschew Obfuscation

Eschew obfuscation is a fancy phrase that means you should avoid using fancy phrases.

Especially when you’re writing for business, don’t use a complicated word when a simple one will do. Yes your readers are smart, but they’re also busy and they aren’t reading your email or report just for fun. Help them to quickly absorb the information they need and get on with their day.

A few examples:

Instead of this: Utilize the report
Use this: Use the report

Instead of this: Implement the task
Use this: Start the task

Instead of this: Transition vendors
Use this: Change vendors

Instead of this: Majority of instances
Use this: Usually

Instead of this: It is capable of
Use this: It can

Keep it simple and your readers will thank you. Better yet, they’ll understand exactly what you want them to know.

 

30 Seconds to Better Writing: When to Use a Hyphen

Question:

In which of these sentences is the hyphen used correctly?

1. The most recent plan is five-years-old.
2. The five-year-old plan is the most recent.

Answer:

Sentence 2 is correct. Here’s why:

In sentence 1, the hyphens are unnecessary because the phrase “five years old” is not being used as a single adjective, and it’s after the noun.

In sentence 2, “five-year-old” is being used as a single descriptor (it is not a “five plan,” a “year plan,” or an “old plan”) and it’s before the noun “plan.” So when you connect the descriptive words with hyphens, there’s no mistaking your meaning.

The rule:

Hyphenate a compound adjective when it’s before the noun.

The exception:

Don’t use a hyphen between a word ending in “ly’ and the adjective following it, even when they’re used before the noun. The “ly” makes the hyphen unnecessary. For example, this sentence is correct: “She is a highly motivated employee.”