Marks on Grammar
Within the government marketplace, many articles and courses present ways to improve the image or perception of purchasing professionalism. However, rather than following universal guidelines, each individual can convey a personal level of professionalism, based on how he or she communicates with others.
The Uniform Commercial Code treats public purchasers as “having knowledge or skill peculiar to the practices or goods involved in the transaction” with regard to our profession (ß2-104). Do we think of ourselves that way, or worse yet, do we act that way?
Each public purchaser can work towards improving the way others perceive us as individuals and professionals. Perceptions are shaped by each individual’s image, attitude, work, interpersonal skills, and communication, both oral and written.
I’d like to quickly go over some of my pet peeves, as well as offer ways to convey professionalism:
Walk with a purpose to meetings and appointments. Get to the meeting on time, and apologize if you are late. Be prepared, don’t waste time, set an agenda, and stick to your specific goals. Let people know that you are in charge and have relevant facts readily available.
Talk using language appropriate to the group, and speak a common language. If you use a purchasing term, explain yourself and make sure that others understand what you mean. For instance, “low bidder” really means “lowest responsive and responsible bidder,” not just the lowest numerical bidder.
Write as though an English major is looking over your shoulder. You are judged by others on the basis of your written communications, whether or not this is fair or results in accurate views about you.
Because e-mail is currently the most common form of business communication, make yours stand out! Send a professional message by following suggested guidelines:
Do not use “cutesy” fonts in e-mail messages to show your creativity. Fonts such as Copperplate or Bold Franklin Gothic Medium are not appropriate for business communications. Similar pointers ap-ply to backgrounds on e-mail correspondence. At best, the backgrounds can reduce the impact of your message. At worst, backgrounds make the e-mail difficult to read.
Make your writing style clean and clear. Use standard paragraphs to organize information, as well as full sentences and correct grammar. Acronyms such as “LOL” (laugh out loud) and other Internet chat-room terms will detract from the content of your message.
Check your spelling, such as by formatting your e-mail program to spell-check words before sending the message.
Double-check that you are using the correct word. Sometimes, your spell-check program will automatically change your misspelled word to another word that carries a totally different definition. For instance, “weather” and “whether” have very different meanings.
English is fraught with potential dangers. Any language where a harmless word like “fly” can mean an annoying insect, a mode of transportation, or an essential part of apparel is just asking to be misused.
When sending correspondence, use auto-signature to add your full name, title, certifications, e-mail address, telephone and FAX numbers, and any additional contact information that may be pertinent.
If your friends call you by other than your official name, your e-mail communication is not the place for adding this casual touch. Save names such as “Cuddles” or “Dude” for personal correspondence.
In addition, voice mail is not the time to be funny! What you say reflects on the professionalism of both you and your organization. Other guidelines include the following:
Practice your voice-mail message and listen to the recording before you activate it. If you don’t like how you sound, others may not either. Change the message often, depending on your situation. Sometimes, a short, explanatory message will eliminate the need for time-consuming phone calls at a later date. Of prime importance, check your voice-mail messages frequently and be prompt in returning phone calls.
Do not ramble in your opening voice-mail statement, such as offering an abundance of details that might not be relevant to callers.
Your “Out of Office Assistant” is a valuable communication tool. Be clear with stating details such as how long you will be gone, who will be in charge of your work, and when you will return to the office.
Likewise, one’s clothes convey a message as clear as communications. Therefore, dress appropriately! If business casual is your office norm, then wear neat and clean clothes suited to an office environment. If you work in a shop or similar facility and are making a presentation, crank up your apparel a notch and wear a business formal outfit.
Although some guidelines I’ve outlined in this article may sound trivial, they contribute to both your particular brand of excellence and professionalism, as well as another person’s perception of you.
To test your grammar skills, this article contains a split infinitive, whereby an adverb comes between “to” and a verb. Can you find this word group?
Editor’s Note: Frederick Marks, CPPO, VCO (Virginia Contracting Officer), is a retired purchasing officer who formerly held positions as a Supervising Buyer for the Port Authority of New York and New Jersey, as well as Director of Materiel Management for Northern Virginia Community College. His education includes an undergraduate degree in English Literature, and he has written numerous procurement courses. Marks is also a master instructor for the National Institute of Governmental Purchasing (NIGP).
