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專欄 - 向Anne提問

職場(chǎng)寫作全攻略

Anne Fisher 2011年10月18日

Anne Fisher為《財(cái)富》雜志《向Anne提問》的專欄作者,這個(gè)職場(chǎng)專欄始于1996年,幫助讀者適應(yīng)經(jīng)濟(jì)的興衰起落、行業(yè)轉(zhuǎn)換,以及工作中面臨的各種困惑。
手機(jī)短信、Twitter大行其道,但這并不意味著清楚、完整的句子和段落已經(jīng)過時(shí),最多只是有時(shí)候顯得如此罷了。

????親愛的安妮:在上次專欄中,你提到在辦公室里采用“山谷女郎”式的講話方式很不得體,對(duì)此我完全贊同?,F(xiàn)在,我想請(qǐng)教一個(gè)相關(guān)的問題:如何建議他人(尤其是職場(chǎng)新人)在給上司撰寫備忘錄或向更高級(jí)別的管理人員提出提案時(shí)運(yùn)用得體的英文,而不是讓人讀起來(lái)感覺像一條發(fā)給好友的短信呢?

????目前,我們公司新來(lái)了一群朝氣蓬勃的管理見習(xí)生,他們的很多觀點(diǎn)和建議確實(shí)非常新穎有趣。但問題是,當(dāng)他們將想法通過郵件發(fā)給我時(shí),閱讀這些郵件總是讓我頭疼,因?yàn)槔锩媸褂昧舜罅康目s略語(yǔ),句子結(jié)構(gòu)也很松散。他們都是大學(xué)畢業(yè)生,我原以為他們學(xué)過如何根據(jù)情況寫出得體的文字。我不知道如何鼓勵(lì)他們改掉這個(gè)毛病,當(dāng)然,我可不想讓自己看上去像個(gè)挑剔的“文法警察”?!?2歲的守舊之人

????親愛的O.F.:并不是只有年輕雇員才會(huì)犯這種毛病。到目前為止,讀者向我反映的類似抱怨中,涉及的對(duì)象包括各個(gè)年齡段的人。正因?yàn)檫@種現(xiàn)象很普遍,才有了桑德拉?萊姆的用武之地,她長(zhǎng)期從事寫作指導(dǎo)工作,并于最近出版了新書——《文體寫作全攻略》(How to Write It: A Complete Guide to Everything You'll Ever Write)。

????“短信和Twitter的流行改變了人們的寫作方式,但也只是導(dǎo)致人們?yōu)E用縮略語(yǔ)和殘缺句的部分原因。宏觀層面科技的影響盡管極其微妙,但它才是一切事物發(fā)展的助推器,”桑德拉?萊姆如是說(shuō)。

????要寫好文章,她說(shuō):“不要急于動(dòng)筆,在開始之前先思考要寫的內(nèi)容;事實(shí)上,思考過程恰恰是我們經(jīng)常忽視的部分?!?/p>

????萊姆在她的新書中清楚地提出了一個(gè)簡(jiǎn)單明了的商務(wù)寫作方法。首先要了解聽眾,考慮他們對(duì)話題究竟了解多少,哪些方面又是他們希望了解的。下一步就是撰寫信息,每一條信息都要非常清楚地表達(dá)出來(lái);如有必要,甚至可以歸結(jié)為一句話來(lái)表達(dá)。

????你所針對(duì)的對(duì)象是大學(xué)畢業(yè)生,那就更好辦了,因?yàn)槿R姆所建議的步驟和完成一份合格的論文所要求的步驟甚為接近,因此,他們也許對(duì)這項(xiàng)工作并不陌生。

????簡(jiǎn)言之,一份得體的商務(wù)信函需要我們做到以下幾個(gè)步驟:整合思想,使其更加符合邏輯(有必要的話,列出大綱,即使大綱只存在于腦海中也是大有裨益的)。整理所有支持自己觀點(diǎn)的資料或相關(guān)內(nèi)容,擬出草稿,然后進(jìn)行修訂,刪除所有偏題或無(wú)關(guān)的信息。

????“這樣做也許只需要幾分鐘,也許要一小時(shí),”萊姆坦承?!暗菍?duì)于重要的備忘錄或提議,花些時(shí)間是值得的。因?yàn)檫@樣寫出的內(nèi)容才更加具有說(shuō)服力,這是那些草草寫就的文章所做不到的。”

????“另外,熟能生巧,寫作也一樣。練習(xí)得越多,越能變成一種習(xí)慣,也會(huì)越快?!?/p>

????至于如何鼓勵(lì)你那些朝氣蓬勃的下屬,讓他們?cè)谧约旱膶懽魃匣c(diǎn)兒心思,萊姆提出了兩項(xiàng)建議。第一,“其實(shí)大部分人都知道如何將詞語(yǔ)或句子寫完整,問題是在給朋友編輯短信和給老板撰寫報(bào)告兩者間,他們可能僅僅是忘記了轉(zhuǎn)換自己的角色。作為他們的上司,何不直接提醒他們呢?”

????第二,對(duì)下屬曉以利害并沒有壞處。直接向他們指出:如果想取得進(jìn)步,希望自己的想法被認(rèn)可,有效的溝通技巧是極為重要的工具。萊姆表示,“向他們解釋清楚,無(wú)論他們的想法有多出色,如果不能采用令人信服的方式表達(dá)出來(lái),那也無(wú)濟(jì)于事,個(gè)人的事業(yè)也會(huì)因此遭遇挫折?!?/p>

????祝你成功。

????下面談?wù)摰氖且粋€(gè)完全不同的話題,可以說(shuō)是我的一個(gè)請(qǐng)求:今年9月份發(fā)布的失業(yè)統(tǒng)計(jì)數(shù)據(jù)令人沮喪。據(jù)報(bào)告,目前兼職人員新增了444,000個(gè),而他們更希望成為全職員工。據(jù)估計(jì),截至到現(xiàn)在,包括那些被大材小用的就業(yè)者在內(nèi),美國(guó)未充分就業(yè)人員的總數(shù)已經(jīng)達(dá)到近900萬(wàn)。

????形勢(shì)很嚴(yán)峻。難道未充分就業(yè)問題會(huì)永遠(yuǎn)成為我們難以逾越的一個(gè)障礙嗎?在今后的某專欄中,我將就此展開論述。我想聽聽大家的看法,尤其是那些成功擺脫兼職命運(yùn),獲得全職工作的人;還有那些曾面臨“被迫讓位”,但成功扭轉(zhuǎn)事業(yè)頹勢(shì)獲得更好職位的人。請(qǐng)把你的看法通過郵件發(fā)給我(anne.fisher@turner.com)。

????Dear Annie: I couldn't agree more with your column about the inappropriateness of "Valley Girl" speech habits in the office. I have a related question. How would you suggest that I communicate to people (especially young people who haven't been in the business world very long) that a memo to one's boss, or a proposal that may be read by people even higher up, should not be written as if it were a text message to a friend?

????We have a few very bright management trainees here who have some truly fresh, interesting ideas and suggestions. The trouble is, when they put them in an email, the abbreviations and sloppy sentence structure make me cringe. These are college graduates, so I assume they learned how to write decent English somewhere along the way, but how do I encourage them to do so without coming across as the Grammar Police? — Old Fogey at 32

????Dear O.F.: Young employees aren't the only ones dropping the ball in this regard. I've heard similar laments from readers about colleagues of all ages. So has Sandra Lamb, a longtime writing coach and author of a useful new book called How to Write It: A Complete Guide to Everything You'll Ever Write.

????"Texting and tweeting have affected the way people write, but it's only partly because of the habit of using abbreviations and sentence fragments," Lamb observes. "The far bigger, although more subtle, impact of technology has been the way it speeds everything up."

????In order to write well, she says, "you have to give yourself the time to stop and think about what you want to say before you say it, and it's that time for reflection that we often feel we just don't have anymore."

????In her book, Lamb spells out a straightforward approach to business writing. It starts with understanding one's audience, taking into account both what they already know about the topic at hand and what they want or need to know. The next step is to develop a message, which should be clear enough that, if necessary, it could be boiled down to one sentence.

????It's helpful that the employees whose writing you'd like to fix are college graduates, because the process Lamb prescribes is not all that different from the steps required to turn out a passable term paper -- a task with which they are probably familiar.

????In a nutshell, the steps involve the following: Organize your thoughts into a logical progression (making an outline if necessary, even if only in your head). Marshal any supporting data or other evidence for your point of view, write a draft, and then revise it, cutting out any distracting or irrelevant information.

????"It may take a few minutes or an hour to do this," Lamb acknowledges. "But for an important memo or proposal, it's worth taking the time, because it will be so much more persuasive than just dashing something off quickly.

????"Besides, the more you practice writing well, the more it becomes second nature and the faster you can do it."

????When it comes to encouraging your bright subordinates to make the extra effort, Lamb has two suggestions. First, she notes, "Most people do know how to write in complete words and sentences, but they may simply be forgetting to switch gears between texting their friends and writing a report to a boss. As their boss, why not just remind them?"

????And second, it can't hurt to appeal to your employees' self-interest. Point out that, for anyone who wants to get ahead and be recognized for his or her ideas, effective communication skills are paramount. Says Lamb, "Explain that, no matter how great your ideas are, if you don't express them in a cogent fashion, your career will suffer."

????Good luck.

????On an entirely different subject, a request: September's dreary jobless statistics included a reported increase of 444,000 in the number of people working part-time who would rather be working full-time. Some estimates put the total number of "underemployed" Americans -- including those who are doing jobs for which they are overqualified -- at about 9 million.

????It's grim, but is underemployment always a permanent setback? For a future column, I'd like to hear from anyone who has successfully turned a part-time job into a full-time one, or who has found a way to turn a "step down" into a steppingstone to a better position. Please email me at anne.fisher@turner.com.

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