Intro by Toastmaster: Writing or speaking in an active voice instead of a passive voice can set your communications apart from nearly everyone else’s. Here to teach us how to communicate using active voice is Adam Feik.
Don’t do this to your audience! Get them to wake up and listen with great interest to your message! Today, class, we are going to learn about active vs. passive voice. I am not talking about your voice intonation, volume, or inflection. Active voice is a manner of speaking or writing, so it applies equally written or verbal communication.
Using active voice is a way to make your communication more interesting and lively, more clear, and more concise. Changing a sentence from passive to active voice is like taking a darkened neon sign and flipping the on switch, and listening to the crackle as the sign illuminates. By the way, this speech is really NOT directed toward anyone. Passive voice is very common. The object of today’s speech is to help you learn to communicate in a way that is uncommon.
Allow me to provide some examples of how using active voice makes communication more clear, more concise, and more interesting.
Clear
First, more clear. Passive voice often leaves the reader or listener wondering about key details of the message. It’s unclear. For example, this is passive:
“Decisions were made to cover up the crime.”
Important information is missing! Who made the decisions? “Decisions were made” is passive language because we don’t know who the subject of the sentence is. Perhaps the author or speaker is being intentionally vague in order to hide information that an active voice would reveal!
Active voice is more active and forceful, and also provides the missing information.
“The Governor made the decision to cover up the crime” (Your Honor).
Interesting! Now we have CLEAR information about who allegedly covered up the crime. “The Governor made the decision” is much more clear and informative than “decisions were made.”
A sure way to be able to tell the difference, so you can know whether you are speaking in active or passive voice, is to ask the question “by whom” or “by what.” Passive voice often does not identify “who” or “what” is doing the action. “Yuletide carols were sung.” By whom? That sentence is passive.
Sometimes a passive sentence includes the “by whom” at the end of the sentence. If a sentence or phrase ends with “by” someone or something, you have a telltale sign the sentence is in passive voice. For example:
“Yuletide carols were sung by a choir.”
Now we have clarified who was doing the singing, but the phrase “by a choir” clearly exposes the sentence structure as being passive! Why not structure the sentence using active voice? Okay, this would sound a little weird in “Chestnuts Roasting on an Open Fire,” but in non-poetic communications, an active voice would structure the sentence much more clearly, as in:
“A choir sang yuletide carols.”
Direct. Clear. Active voice provides clear information without wasting words. The “yuletide” example also illustrates the 2nd point: that active voice is often much more concise than passive.
Concise-ness
“A choir sang yuletide carols” is only 5 words. That sentence eliminates wasted words like “were” and “by.” “Yuletide carols WERE sung BY a choir” is 7 words, yet the 2 wasted words (“were” and “by”) serve no purpose other than to make the sentence longer. They do not add any value!
Remember, you can tell if you have structured a sentence using passive voice by asking “by whom” or “by what.”
Another tip is to look for forms of the word “to be,” as in “Carols were sung.” “Were” is a form of the verb “be”; ideally, your sentences will use much more interesting verbs than “be” or “were.” …which leads me to using active voice to make your writing and speaking more interesting and lively.
Interesting and lively
Let’s go back to our crime-covering Governor for an example of verb choice. Passive voice:
“Decisions were made to cover up the crime.”
The verbs are “were made.” Rather boring. For active voice, we used the example, “The Governor made the decision to cover up the crime.” Okay, we eliminated the wasted verb “were,” but we’re still using the somewhat boring verb “made.” Better yet would be,
“The Governor decided to cover up the crime.”
Now, the verb is the much more active word “decided.” Plus, we eliminated a couple wasted words, in “the decision.”
Summary
Let’s put this all together and look at some famous quotes. I found these great examples on the Internet, courtesy of a woman in Seattle named Jean Colley.
Big Brother is watching you. (active voice) – George Orwell
You are being watched by Big Brother. (passive voice)
They paved paradise and put up a parking lot. (active voice) – Joni Mitchell
Paradise was paved and a parking lot put up. (passive voice)
I shot the sheriff. (active voice) – Bob Marley
The sheriff was shot by me. (passive voice)
Our fathers brought forth on this continent a new nation. (active voice) – Abraham Lincoln
A new nation was brought forth on this continent by our fathers. (passive voice)
Now, let’s look at an example I made up. Imagine you have just attended a lovely dinner sponsored by a supplier, or your CPA, financial advisor, real estate agent, or other service provider. You enjoyed the evening so much you are writing a thank-you card. First, in passive voice, including wasted words, incomplete information, and boring verbs:
“We would like to thank you for inviting us to your customer appreciation dinner. A wonderful time was had by all. It was fun getting to know so many nice people. You are appreciated by your customers in return!”
The grammar is not wrong or incorrect, but how much more clearly, concisely, and lively could you write your note if you abandon the passive voice, in favor of using an active voice?!
“Thank you for inviting us to your customer appreciation dinner. We enjoyed the wonderful evening! Michele and I had fun getting to know so many nice people. Your customers certainly appreciate you in return!”
Is passive voice always undesirable? No. Passive voice is sometimes appropriate, to add variety (as long as you are doing so intentionally), or to intentionally de-emphasize the subject of the sentence, if you have a good reason to be vague about who is doing the action.
Conclusion
When you want your communication to be clear, concise, interesting, and lively, remember to use active voice, and your presentations will, as the Toastmasters manual says, “sparkle with energy and you’ll have great influence on your listeners.”













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