Did you get a bunch of high-fives?

Did you hear things like, “Wow – thanks! That was such a great story!”

Or did you hear absolutely nothing?

If so, that can be telling. Perhaps the problem lies in how you interview your sources.

1. Do you settle for your source’s first answer? Remember: The good stuff always lies beneath the surface. So keep probing. Challenge your source with “devil’s advocate” questions. The first answer is rarely your source’s best answer.

2. Are you getting canned quotes or “corporate speak”? Don’t stand for it! Instead, dig in. Try picking out one word from that stilted response and ask, “What did you mean by that?” Ask for evidence; can your source prove it? Or, ask your sources to share a story that illustrates the point they’re trying to make. Avoid writing quotes from corporate folks that you’ve read elsewhere a million times before (you know what I mean – things like, “We provide high-quality products and the best customer service.”) Ask more questions so you can write something different.

3. Are you ever short on examples or struggling with weak ones? You’ll be surprised what you get if you ask, “Can you give me another reason why this is the case?” or “How else have you used this technology in the field?” And then you can ask a couple times more: “What’s another reason this happens?” This prompts your sources to think harder about what you are asking and respond with more reasons or examples, giving you more meat on the bones. 

4. Are you ever stuck with just 5 or 10 minutes to interview a busy VIP? Don’t let that stop you or intimidate you. Prepare plenty of probing questions ahead of time and then prioritize them. Resolve to keep the interview on track so you don’t waste a minute on irrelevant or predictable responses you can’t use. Know exactly what you want from your source – and keep those questions flowing. (If you’ve prepared well and engaged your source in good conversation, don’t be surprised if you’re rewarded with a 20-minute interview chock full of really good stuff.)

5. Do you hear things you don’t understand – but move on anyway? Although interrupting is usually considered impolite, don’t be afraid to stop a source – midsentence if necessary! – if you’re confused or hear a term you’ve never heard before. If you don’t understand, always ask. Otherwise, you may write a story with errors. Or, you may completely misinterpret something your source said, damaging your credibility and your source’s trust in you. (Here’s a bonus: A source who explains a key point again often does a better job the second time around, allowing you to capture a more colorful response.)

6. Do you proceed from question to question – never doubling back to connect the dots? Summarizing what you just heard gives your source confidence in your ability to listen, interpret and bring meaning to the message. What’s more, summarizing gives you a moment to process and think – and ask those all-important, unscripted, follow-up questions that could help you craft a clever lead.

7. Do you use the same interview style for every person you interview? Be willing and able to quickly adapt to your source’s style. Within the first 90 seconds, listen for clues to decide how the pace and tone of the interview should go. A serious, cautious source, for example, will feel more at ease if you slow down and stop routinely to paraphrase the most important points. A high-spirited source, on the other hand, will do better if you conduct the interview in a similar, lively manner.

Remember: Great stories spring from great interviews. So take control. Make sure your interviews are giving you everything you need to tell the stories that people will read, enjoy – and remember.

Goof 1: Writing “it’s” when you really mean “its” (or vice versa)

Remember: The word “it’s” is a contraction for “it is.” And the word “its” is the possessive form of “it.” It’s really that simple!

Wrong: Turn the box on it’s side. (You would not say “it is” side.)
Right: Turn the box on its side (possessive form of “it”).

Wrong: I saw the movie, and it’s similarity to the book was amazing. (You would not say “it is” similarity.)
Right: I saw the movie, and its similarity to the book was amazing (possessive form of “it”).

Wrong: Its the right way to do things.
Right: It’s the right way to do things (the contraction for “it is”).

Goof 2: Joining two sentences with a comma

First, recognize when you have two sentences. You can join sentences with a semicolon, colon or conjunction.

Wrong: I like this, it is simple and to the point. (This is a run-on sentence.)
Right: I like this; it is simple and to the point.

Wrong: I am sure of one thing, you can’t get blood from a turnip. (This is a run-on sentence.)
Right: I am sure of one thing: You can’t get blood from a turnip. 

Wrong: Sheridan is a girl, Kim is a boy. (This is a run-on sentence.)
Right: Sheridan is a girl, and Kim is a boy.

Goof 3: Using an apostrophe to make a word plural

Use an apostrophe to form the possessive of a word or to form a contraction. An apostrophe is not used to form the plural of a word.

Wrong: Attached is important information for this year’s 10 mentor’s.
Right: Attached is important information for this year’s 10 mentors.

So before you hit “send” on that all-important document you’re writing to impress a client or potential employer, make sure you’re not making one of these three very common mistakes.

One final tip: If you’re on a tight deadline and something about your prose doesn’t sound quite right, or you fear you’re breaking a grammar rule, simply recast your sentence. (When in doubt, throw it out.)

Job 1 is creating the right environment so your source feels comfortable sharing information. Here are 13 ways to create a good rapport with your story sources – right upfront.

1. Tell a source you simply want to have a conversation. People tend to find a “conversation” enjoyable but may find an “interview” intimidating. Choose your words carefully to put your source at ease. If you create trust early on, your source will share more – and you will get a richer story.

2. Never ask for an “endorsement” or a “testimonial quote.” Both requests are immediate turnoffs.

3. Recognize that some sources may hesitate because they’ve been burned by unskilled writers in the past. Assure them you are interested in and want to tell their story. Say things like, “We’re on the same side here.” Remind sources that you’re happy to share the story with them before sending it off to the printer.

4. Avoid conducting cold interviews. Instead, set up a mutually convenient interview time ahead of time. A scheduled time will make your source more committed, more prepared and more focused during the interview.

5. Check any preconceived notions at the door. Don’t make assumptions about sources based on their title or position. Be eager and ready to listen and absorb their unique story.

6. Warm up sources by asking “housekeeping questions” first. Confirm the correct spelling of their name and their current title. Ask about their background. How long have they worked for the company, and what jobs have they had along the way? Housekeeping questions let you ease sources into your real questions.

7. Look for similarities. If you listen and learn you have something in common with your source – perhaps you’re both Ohio State alums? – by all means, say so! When you discover similarities, expect instant rapport.

8. Get your sources on board quickly by focusing their attention. You can say, “Larry, here’s what we’re trying to accomplish with this story” – and feel the immediate engagement.

9. Be conversational yourself. Never read your prepared questions word for word. Talk like real people talk.

10. Encourage your sources along the way. Say things like, “That was a great answer,” or “That makes sense” or “Your example was just perfect.” Such praise tends to give your sources a second wind, especially if you’re discussing a complex topic or a sensitive subject.

11. Smile! Your sources will be able to tell – even if you’re interviewing over the phone.

12. Pay attention to timing. If you asked your source for 30 minutes, respect that. If you run out of time but still have questions, schedule a follow-up interview.

13. Make it fun. As a professional, it’s your job to make an interview pleasant and painless for your source. There’s no greater reward than when a source says, “I’ve really enjoyed our conversation!” If so – then kudos! Mission accomplished.

The deed is done, but many are calling for it to be undone. Here’s what chiselers of the Martin Luther King Jr. Memorial in Washington inscribed on the north face of the granite monument:

“I was a drum major for justice, peace and righteousness.”

Huh?

Here’s what King – whose words are studied and respected by serious speechwriters everywhere – actually said in a sermon to a congregation of believers at Atlanta’s Ebenezer Baptist Church on Feb. 4, 1968:

“If you want to say that I was a drum major, say that I was a drum major for justice. Say that I was a drum major for peace. I was a drum major for righteousness. And all of the other shallow things will not matter.”

Eloquent. Powerful. Thought provoking.

The one-sentence paraphrase not only falls flat – but worse – conveys the wrong message.

King was not giving himself an attaboy in that 1968 sermon. He was suggesting what his eulogist might say on the day of his funeral – that his work on earth had been done for a greater good, a higher cause, to fulfill his lifelong mission of service. In King’s words, “I just want to leave a committed life behind.”

Author and poet Maya Angelou gets it. She says the quote makes King seem arrogant and changes the meaning completely. And that’s the danger of changing quotes willy-nilly, all in the name of “we’re just out of space.”

According to The Washington Post, the sculptor told the memorial’s executive architect and planners that King’s entire drum major quote simply would not fit on the north face of the monument.

Sculptors and architects are not editors. If you change a quote, or take it out of context without regard to the writer’s or speaker’s intent – you change the meaning. You change the truth. And in this case, you change history.

And now, unless Maya Angelou gets her way, King’s words will remain twisted for all to see. And that’s a shameful tribute to a man who knew the power of words to inspire – and ultimately change – a nation.

Serendipity is only part of it, according to Sandra Yin, a writer based in Maryland and a colleague of mine.

Sandra recently interviewed me and four other speechwriters from across the United States and in the United Kingdom about how to break into speechwriting.

She shares plenty of secrets and tips in this April 7 Washington Speechwriters Roundtable story.

How did that happen?

Let me tell you – it didn’t just happen. Each of us had spent a bit of time thinking and preparing before walking into that 2:30 meeting.

It’s something we may not do often enough. In her new book Shut Up and Say Something, author Karen Friedman writes:

“ … there is no such thing as just a meeting. Every meeting poses opportunities for discussion, generating ideas, producing outcomes, and positioning yourself with your peers. Whether it’s a quick update or weekly requirement, the impression you make on peers can indirectly affect your raises and promotions. That means you have to prepare.”

Karen describes one senior executive’s approach to meetings. “Robert” told Karen he doesn’t want to show off, so he often remains quiet at meetings. If he feels he should have said something, he comes up with impromptu remarks (which usually aren’t very helpful). Since he deals with high-level information, he doesn’t feel the need to “dumb it down” for others at the meeting. He also admitted to Karen that speaking up in front of his boss, a savvy and impressive speaker, is intimidating. 

The result? Robert was coming across as a man without a plan and without interest in what others have to say.

Clearly, Robert had to make some changes. He had to start preparing.

All of us can benefit from Karen’s advice to Robert, summarized here: 

1. Don’t treat your meetings as just another meeting. Recognize the opportunity in advance. For example, will managers make a greater investment if they have a greater understanding of the information? Can you put research into perspective to engage others in conversation?

2. Before the meeting, identify two or three things you may want to share. That way, you won’t feel pressured to think of impromptu remarks.

3. Use open-ended and clarifying questions to draw others out and facilitate the conversation. For example, say, “If I understand you correctly, what you are saying is …” and “Does that mean … ?”

4. If you need to give a status report, prepare a brief one-pager to keep you on track and distribute to attendees. Practice your delivery out loud before the meeting.

5. Don’t compare yourself to others or try to impress others. Instead, decide what information you can share to help people make decisions.

6. If you think of an idea while someone else is speaking, jot it down (don’t interrupt no matter how brilliant your idea is). Share your thought at the appropriate time or when the person has finished speaking.

Remember: The best, most productive meetings don’t just happen. For more tips on how to make your next meeting more than just a meeting, check out Chapter 17 of Karen Friedman’s Shut Up and Say Something: Business Communication Strategies to Overcome Challenges and Influence Listeners.

The online Associated Press Stylebook is the A-Z guide to usage, spelling and punctuation for writers and editors. Ask the Editor FAQ gives you the straight skinny on these and other burning questions that may be on your mind:

• When describing a time span, should I use a dash to separate the two times (e.g., “2–5 p.m.”) or the word “to”?
• When writing about area, which is correct for numbers less than 10 (“5 acres” or “five acres”)?
• What’s proper: “If money were no object” or “If money was no object”?
• When talking about groups, should I use “that” or “who”?

If you want to dig deeper, check out Ask the Editor questions from the past week. Here are a few questions from the current listing: 

• Is it “micro-blog,” “micro blog” or “microblog”?
• Should I write “zero dollars” or “$0”?
• Which is correct? “None of the victims has/have been hurt.”

AP Stylebook Online subscribers, of course, get the real deal: Access to more than 9,000 questions in the Ask the Editor archive.

She does so well what I attempt to do when interviewing clients for a story I’m writing. I try to make it a conversation – not an inquisition.

Barbara Walters has mastered the art of conversation with her interviews of the rich and famous.

She did it again last Friday night, in a 20/20 news magazine interview with President Barack Obama and the First Lady, taped right before Thanksgiving.

Did you see it?

Sure, it was an interview. But it was also a very comfortable, lively exchange among the three that moved delightfully from the Obama family’s Thanksgiving traditions, to their family life, to politics, to the First Lady’s goal of fighting obesity in America. It ended with Thanksgiving messages from the President and Mrs. Obama.

So what are the 12 C’s of great conversation?

How can you converse with sheer pleasure? Without pain? Without strain? Or the awfulness of awkwardness?

First, you have to CARE. Have you ever met people so self-absorbed in their own lives that they make no effort to show they care about you and what you have to say? (Because they’re so preoccupied with themselves, they are the poorest of all listeners!)

If you decide – consciously – to care about others and what they have to say, you might find yourself becoming a better listener (and as a result, a better conversationalist).

Next, you must CONNECT to CREATE a rapport. Conversations are more relaxed, genuine and engaging if everyone feels comfortable with each other. One way to connect is by asking questions to uncover something you have in common with the person – no matter how small.

(Be honest: Haven’t you felt that wave of relief – or perhaps pleasure! – when you were speaking with someone, and you accidentally stumbled upon something you both had in common?) Suddenly there’s a rapport – an instant trust – that makes you want to get to know that person a whole lot better.

Barbara Walters created an instant rapport with the Obamas last week when she made friends with the Obama family dog, Bo, by shaking his paws as they strolled down the hallway of the White House.

Then Barbara looked up and noticed the bigger-than-life portrait of Abraham Lincoln hanging on the wall.

She asked the President what Lincoln means to him. Obama said Lincoln “wrestled with the weightiest issues, the biggest crisis our country ever went through. And yet, he never demonized the other side.”

Then Barbara said, “Well, Thanksgiving is a time of healing.”

When Obama quickly added that it was Lincoln who made Thanksgiving a national holiday, Barbara replied, “You know, I didn’t know that.”

You could sense the instant rapport, the instant connection, between these two.

The third C is to be CURIOUS. Draw people out of their shells by asking questions that begin with, “Why did you …?”, “How did you … ?” or “What did you …?”

In general, most people like to talk about themselves and give their opinions on a wide range of subjects. So it’s important to have a childlike curiosity about other people – especially if these people are new or different from you. If you truly believe you can learn something from every person you meet, every conversation will be a treat (not something to be endured).

Fourth, be CONFIDENT and CONTRIBUTE. Don’t hold back. If you have something interesting and relevant to share, speak up and speak clearly.

On the other hand, avoid hogging the stage by constantly refocusing the conversation back on you and your stories.

But if a subject sounds like Greek to you, by all means, stay quiet and listen. If you do, you’re bound to learn something you can share with someone else in a brand-new conversation tomorrow.

Voltaire, the 18th century French writer, absolutely got it right when he said, “One always sounds foolish when one has nothing to say.”

Fifth, CULTIVATE your mind; read widely. Take at least 15 minutes a day to read about current events and explore new topics of interest in print and on the Internet. You don’t have to learn how to speed read (but it helps to know how to skim read) so when opportunities for great conversation present themselves, you’ll have something fascinating to share.

The sixth C is to CONCENTRATE. Focus on what the other person has to say. Make eye contact when you listen. What did you learn? Can you recall later what was said?

When your follow-up questions refer to something the person said previously, you show you were interested because you remembered.

In last week’s interview, Barbara Walters recalled Michelle Obama saying two years ago that she would not cook Thanksgiving dinner in the White House. Barbara wondered if Michelle had kept that pledge. (She had.) I’m sure the First Lady was flattered that Barbara Walters recalled this cooking tidbit from their earlier conversation.

Seventh: CONSIDER a point of view other than your own. When you do, you’ll find your imagination is sparked – and suddenly you’ll be asking more questions and engaging even more deeply in conversation simply because you want to know more.

Eighth: CHECK your body language. Are you sending the right cues when you converse? For example, are you interested, enthusiastic and on the edge of your seat, leaning toward the speaker? Are your arms unfolded, indicating openness? Do you smile and nod, encouraging the speaker to please continue? Do you maintain eye contact while the person is speaking?

The ninth C is to COMPLIMENT (when it makes sense). Last week Barbara Walters threw Michelle Obama a bit of a left-handed compliment when she asked, “Are you sick of people talking about your toned arms?”

Michelle Obama never skipped a beat as she replied, “No, I will never get sick of people talking about my toned arms. If it’s a positive compliment, I am a woman … bring it on. I’m cool with it.”

So remember: When you praise people in conversation, they will be cool with it.

Tenth: NO COMPLAINING. Let’s face it: No one wants to be around a Debbie Downer. I have a friend who constantly launches on everything that is wrong with her life the moment she engages you in conversation. What do I do? I back away and wonder when this painful conversation might end.

People converse because they want an enjoyable moment; they don’t want to be burdened with all your complaints of the day. So before you engage in conversation, take the no-complaining pledge and promise yourself that you’ll remain positive.

The eleventh C is NO CONTROVERSY. Don’t create an impression (or an offense!) by creating a stir. Keep hot-button, volatile topics off the table. Some say the four no-no’s are religion, politics, sex and money – and there are others. Take my advice: If you want to keep the conversation pleasant, don’t go there.

And the twelfth and final C: CONVERT BYSTANDERS. Last month, when I was at a function with familiar and unfamiliar faces, someone unfamiliar arrived late and joined us at our table.

It was amazing to watch everyone continue talking among themselves, paying no attention to our new guest. I reached out, introduced myself and asked him where he worked. He immediately contributed to our conversation. Remember: If you see people standing alone on the outskirts, be polite and respectful and invite them into your circles.

So the next time you get ready to head to another business networking event, or to your daughter’s soccer banquet, or to your spouse’s company holiday party, I hope you’ll keep these 12 C’s of great conversation top of mind and close at hand. #

This blog post began as a speech delivered this morning at Downtown Morning Toasters, a club of Toastmasters International.

Canavor says managers in every industry complain that “the schools aren’t teaching the kids to write, and they’re coming to us totally unequipped.”

She continues, “… as a department head at a major company recently told me, very few of his communication specialists can write, and those who can are burdened by the need to intensively edit the others’ work, or do it themselves.”

Scary stuff. Seems to me part of the problem lies with instructors beginning at the grade school and high school levels; I’ve encountered many who are far from good writers. So how can we possibly expect them to teach the fundamentals, model good writing or identify how their young writers need to improve? By the time these students get to college, their skills are so far underdeveloped, their professors throw up their hands in utter frustration.

Another part of the problem lies with self-proclaimed “professional communicators,” many of whom have risen to the helm of corporate communications departments more for their management skills and get-it-done abilities, less for their capacity to communicate clearly. What’s more, these pseudo-communicators go on to hire poor writers – either because they’re OK with mediocrity or can’t tell the difference between what’s good and bad anyway.

If we set the bar low, there we will go.

Johnny Can’t Write. It’s time for the communications industry and its professional associations to take a stand, raise awareness and work together to find practical ways to turn this tide – before it’s too late. Otherwise, we can expect our workplaces of the future to be mired in millions of miserable, mutual miscommunications, misperceptions and misunderstandings.

There’s no reason to reinvent the wheel. Women today need only look to some of our greatest women leaders in recent history to learn how these remarkable women communicated – with real presence and power – to lead and achieve.

Don’t miss my “Talk the Talk” breakout session at “Growing as a Leader,” a professional development conference on leadership hosted by Women in Business Networking. WiBN’s third-annual event from 7:30 a.m. to 5 p.m. on Wednesday, Sept. 29 features 16 speakers, 50 exhibitors and fabulous networking opportunities at Sinclair Ponitz Center, Dayton, Ohio. For details and registration visit www.wibnleadership.com