December 3rd, 2008
It Stinks: How to Correct Others’ Writing, Tactfully
I get a lot of requests like this: “My co-worker Dan always says ___, and I know it’s wrong. Can you tell me why I’m right so I can correct him?”
I always hesitate, picturing some hapless drone about to get slapped with the Fear of Grammar. Most likely, the correction will make Dan feel personally insulted and insecure about his writing. When Dan next sits down to compose an e-mail, he’ll over-correct. His writing style will be formal and convoluted. In the end, Dan will be worse at communicating than before he was stricken with the Fear of Grammar.
It doesn’t have to be so bleak. There are tactful and affirming ways to address a co-worker’s mistakes.
- First, do your research. Check contemporary usage manuals and talk to your favorite grammar expert. You might find that you were carrying around an outdated pet peeve, or that the question is highly controversial in academic and editorial circles. Don’t deliver a correction that’s the least bit controversial.
- Second, think about the seriousness of the problem. Does Dan’s writing affect his ability to do his job or form good relationships? Will Dan take it as an insult, or will he appreciate the constructive criticism? Is his professional image at stake? Will Dan and others think you’re overstepping your bounds? Unless it’s your job to make sure everyone writes clearly and professionally, your insight might do more damage than good.
- If, after weighing all the issues, you still think the problem is important enough to address, approach it carefully. Don’t make a big deal out of it. Find a good example of the error, and say, “Dan, I think your idea would be more clear if you said….” Take yourself lightly, and use humor if you’re prone to funniness. No good writing will come of pompous self-righteousness.
When a friend of mine corrects my grammar, she takes off her glasses and waves them about just like our high school English teacher. It really takes the sting out of being wrong.