Correcting colleagues grammar/spelling on official docs.
Discussion
Do any of you out there who read/approve written reports from colleagues ask them to correct grammar and spelling?
I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.
)
I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.
)46and2 said:
Do any of you out there who read/approve written reports from colleagues ask them to correct grammar and spelling?
I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.)
If english wasn't my first language, I would be happy to accept help/teachings from a colleague who offered it in a gracious way.I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.
)We write a lot of tender responses and bid documents and we always have a colleague check them - first for technical content and sometimes a second proof for spelling, punctuation, grammar and readability.
Writing documents that read really well is a skill that isn't easily learned. It's a bit like drawing, to be really good at it you have to have some innate ability to build upon.
I use track changes, make amendments and send it back to the author for them to accept or reject. This serves two purposes - firstly it (hopefully) gives the author an opportunity to improve their writing in future and it removes any possibility of becoming responsible for a document by default on the basis I was the last person to make changes to it.
I don't think it's unreasonable for someone writing in another language to have their work checked and amended by a native speaker. Writing something in another language that will read well to a native speaker is extremely difficult.
Writing documents that read really well is a skill that isn't easily learned. It's a bit like drawing, to be really good at it you have to have some innate ability to build upon.
I use track changes, make amendments and send it back to the author for them to accept or reject. This serves two purposes - firstly it (hopefully) gives the author an opportunity to improve their writing in future and it removes any possibility of becoming responsible for a document by default on the basis I was the last person to make changes to it.
I don't think it's unreasonable for someone writing in another language to have their work checked and amended by a native speaker. Writing something in another language that will read well to a native speaker is extremely difficult.
The Leaper said:
Essential to get spelling and grammar correct. If not, then the company's work can look sloppy to third parties, and may not convey the intended message in the document.
^^This^^We all make grammatical mistakes even if English is our first language. Always needs to be checked. I'd also second the use of track changes, much easier to see what's been changed, discuss the reasons if needed, and for a non native speaker useful to pick up grammar.
Used to do some work for a Spanish guy, who's English was way better than my Spanish, but I still struggled to make sense of some of his technical writing. He never seemed to be offended when we took his report, wrote our own report from scratch and put his name on the front
46and2 said:
Do any of you out there who read/approve written reports from colleagues ask them to correct grammar and spelling?
I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.)
As this is PH allow me to be the first to point out that you missed an apostrophe in your title… I have colleagues for whom English isn't their first language who submit reports for me to review and often there are issues with grammar/syntax/spelling. As these are GMP related docs I sometimes feel I should be asking for a higher standard. The reports are complete, i.e. all information is present, it's just that they often don't read that well. I also don't want to be seen as too picky and I admire them for their abilities with a second language.
(I know I'm making a rod for my own back with this post btw.
)Our CEO is privately educated and got a 1st at a proper uni in an engineering subject. He's English born and bred.
He starts almost every email with 'hope your well' and uses 'there' regardless of which version should be used.
He can sometimes do it correctly - I've spoken to him about it and basically he thinks it doesn't matter. Drives me nuts.
It's particularly annoying as we operate on a global basis so must confuse the heck out of foreigners. They pretty well never do such things.
He starts almost every email with 'hope your well' and uses 'there' regardless of which version should be used.
He can sometimes do it correctly - I've spoken to him about it and basically he thinks it doesn't matter. Drives me nuts.
It's particularly annoying as we operate on a global basis so must confuse the heck out of foreigners. They pretty well never do such things.
Almost daily…
Colleague is dyslectic, makes searching for documents in the system rather difficult if it’s been typed how it sounds. There’s often 2-3 variations of one word.
I struggle to find the boundary between dyslectic and laziness, it takes more effort to try and understand what has been said and go through the mistakes at times than it would to re write letters/emails.
Colleague is dyslectic, makes searching for documents in the system rather difficult if it’s been typed how it sounds. There’s often 2-3 variations of one word.
I struggle to find the boundary between dyslectic and laziness, it takes more effort to try and understand what has been said and go through the mistakes at times than it would to re write letters/emails.
Its a recurring bugbear for me how companies waste valuable hours of an often highly paid specialist's time to do the job of a word processor operator. Once the important info is in the template document, it should be given to a skilled word processor operator to get the English, grammar and pagination right, leaving the specialist to get on with tasks requiring his or her specialist abilities. Once the word processor operator has worked their magic on it, the document can be returned for checking by the original author, before it goes up the signatory chain.
Everything we write that leaves our group is checked multiple times. Structural problems are hopefully solved very early on. Grammar and spelling would be corrected straight away. Stylistic issues are discussed and then corrected. We also ensure that every sentence means exactly what we want it to mean.
The more we do this, the better we all get at it. Clear writing is not easy, but it can be learnt.
(Some of the emails I read from other types of organization - letting agents and solicitors spring to mind - are just an embarrassment.)
The more we do this, the better we all get at it. Clear writing is not easy, but it can be learnt.
(Some of the emails I read from other types of organization - letting agents and solicitors spring to mind - are just an embarrassment.)
t at something that's essential to daily life, no matter how hard you try; it does rather dampen the motivation after a few decades.Yes. In a previous field, written reports would usually be peer reviewed on a rota. I’ve carried that practice on and am happy to both give and receive feedback. Sometimes people do get offended but it’s not common. I write design specs and contribute to bids/tenders so it’s important to get it right.
I’ve often found those for whom English wasn’t their first language had the best grammar, spelling and writing style.
I’ve often found those for whom English wasn’t their first language had the best grammar, spelling and writing style.
Edited by oldbanger on Thursday 2nd September 23:27
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