LET'S COMMUNICATE
Agriculture Communication Newsletter
April 2003, No. 88

CONTENTS

WRITE THE RIGHT WORD
UPDATING VIRUS SOFTWARE
VIDEOCONFERENCING ETIQUETTE
BIG AND BEAUTIFUL LAMINATION
INCLUDE COMMUNICATION IN GRANT APPLICATIONS
LEAVE AND SEND MEMORABLE MESSAGES

WRITE THE RIGHT WORD

For those of you who might think otherwise, I'm certainly no grammar expert. Granted, since my mom was an English teacher, some of it rubbed off. But mostly I'm not afraid to look things up if I'm not confident.

So... this month's Write the Right Word includes questions I've received but wasn't confident answering without some help. The "bible" for us journalists is the "Associated Press Stylebook," but I also rely on a good dictionary, "The Elements of Style" by Strunk and White, and occasionally "The Chicago Manual of Style." Many other books and Web sites are excellent writing resources. Don't be afraid to use them.

* An Animal and Range Sciences faculty member questioned this sentence in a Faculty Senate notice:

"The winner of this election will begin their term immediately."

Try to avoid a singular subject (winner) with plural object (their) whenever possible. However, the dictionary does say "their" may be "used after an indefinite singular antecedent in place of the definite masculine for his or the definite feminine form her." It's inappropriate to always assume male and use "his," yet it's also awkward to say "his or hers."

Even though I cringe, I'd probably have to let this example go since I can't think of a good way to rewrite it to avoid winner/their. Do any of you have suggestions for a replacement sentence?

* An administrative assistant in Ag Administration questioned this in the last Let's Communicate:

"If a Web page was created without a specified text font..."

Even after some research, I still can't explain this one. Something about subjunctive mood in dependent clauses. Suffice it to say that an "if" phrase almost always takes "were," not "was." I'll certainly remember this one now.

* A Plant Sciences faculty member asked for confirmation on the difference between i.e. and e.g.

The first, i.e., is the abbreviation for the Latin id est, which means "that is." The second, e.g., stands for exempli gratia, which means "for example." The i.e. explains rather than names an example or list of examples. If you can say "for example" as a substitute for the abbreviation, use e.g., not i.e. Do not italicize or underline, and avoid such Latin abbreviations except in explanatory parentheses. Some sources suggest using the English terms instead, except in citations or reference lists. A comma after i.e. or e.g. is optional. Just select a style and follow it consistently.

UPDATING VIRUS SOFTWARE

New computer viruses are always appearing so it's important to have the latest anti-virus software on your computer. To update your McAfee software, walk through the simple steps at http://www.ag.ndsu.nodak.edu/agcomm/mcafee.htm  . Jerry Ranum has provided step-by-step instructions complete with screen captures to illustrate how to make sure your computer doesn't catch the latest virus.

VIDEOCONFERENCING ETIQUETTE

The microphones on the Polycomm units are very sensitive, so Dave Jacobs (Jake) reminds to mute your microphone during videoconferences until you want to speak. Whispering, the rustling of papers and other quiet sounds will active that location, even when you don't want the floor.

Also, remember to adjust the camera to point at the people on the videoconference, not the lights on the ceiling. This improves the picture quality greatly.

More helpful hints for using videoconferencing -- including a video clip on how to use the equipment, tips for teaching from a distance and an explanation on how to schedule equipment -- are at http://www.ag.ndsu.nodak.edu/agcomm/videoconf/videoconferencing.html   .

BIG AND BEAUTIFUL LAMINATION

Ag Communication now has a 36" wide laminator so larger materials can be protected. Lamination 36" wide is $4 per running foot. The 24" wide lamination is still available at $2 per running foot. Ag Comm can design or use your file to print, laminate and mount your presentation graphics. Contact John Grindahl at 231- 7898 or jgrindah@ndsuext.nodak.edu  or Deb Tanner at 231-7891 or dtanner@ndsuext.nodak.edu  with your projects.

INCLUDE COMMUNICATIONS IN GRANT APPLICATIONS

Working on a grant application? How will some of your work be communicated and how will funders, decision makers and others know the results of your good work? With communications, of course.

Contact David Saxowsky at 231-7881 or dmsaxows@ndsuext.nodak.edu  to brainstorm distance education, Web sites, video, printed materials and other communications pieces that are costs to be included in your grant application.

LEAVE AND SEND MEMORABLE MESSAGES

We're all overloaded with e-mail and voice messages, so here are two suggestions to help your receivers:

* When leaving a voice message, begin with your name and phone number stated slowly and maybe even repeated. Do not decide at the end of a long message to quickly rattle off your phone number. Remember how frustrated you get when you receive a message like that and have to play the entire message again to catch the phone number.

* Use the subject line of an e-mail message effectively by choosing a few words that indicate the content of the message. Do not use cute subject lines that might suggest it's not an important message or that it was generated by a computer (a virus, for example). You don't want your subject line to make the receiver delete your message without opening it.