More than any other question we get from admin readers, we see this one: “How do I know when to use which and when to use that?" Here’s the answer:

If there’s one technique that can instantly improve your business writing, it’s this: Trim and simplify. When writing in a hurry, it’s easy to include unnecessary words or cram too much into a single sentence. Result: Business writing easily becomes cluttered or “grandiose” sounding. Trimming can eliminate redundancies, while simplifying can make sentences easier to understand.

E-mail, that revolutionary productivity tool, has a dark side. It can create divisions between co-workers, hurt productivity and destroy focus, say critics. Some even draw a comparison between e-mail and gambling. To counterbalance the negatives, companies have been imposing “no e-mail Fridays” or “no e-mail weekends.” Anyone can take measures to keep e-mail addiction from getting out of hand, though.

This should come as good news to anyone struggling to keep up with a demanding daily exercise schedule—and feeling guilty when schedule conflicts get in the way of gym time: A body of research suggests that there’s little risk to carrying a few extra pounds—and there may even be some benefit. Still, there's a big difference between carrying a few extra pounds and being obese.

Ever sought help in Microsoft Office—only to feel like you needed more help? Melissa P. Esquibel, a Microsoft Certified Trainer who writes “The Office Tech Pro” blog, offers these tips for getting the right help fast, so you can get back to your task:

It’s a warm August afternoon, and you’re beginning to feel sleepy after sitting in a conference room meeting for more than an hour. Here are some helpful pointers on how to stay alert during long meetings:

Listen to novices, as their fresh eyes can provide insights that you are unable to see. Young staffers or those who have recently joined your business may see things that are odd, wrong or could be done differently.

Proofreading alert! According to search engines Google and Yahoo, the most common misspellings in searches are not due to the difficulty of the word, but rather to sloppiness ... Make restaurant reservations in a fraction of the time, now that Yelp.com and OpenTable.com have integrated their web sites ... Reduce ink use and save money by changing your default e-mail font to Century Gothic.

As hard as it is to listen to two co-workers arguing, it’s even worse when people keep their opinions to themselves. Creative tension happens when people share constructive differences of opinion, which can ultimately lead to better work. Of course, not all arguing is constructive or productive. Here’s how to tell whether you should step in to defuse bickering:

Administrative professionals could be a secret weapon in helping companies bounce back from the recession. New research by OfficeTeam and the IAAP shows admins are moving beyond their traditional roles to take on responsibilities in areas such as cost control, technology and the use of social media, hiring and corporate social responsibility.

You’ve been talking about an idea for a new office procedure or policy, but no one seems to be listening. Maybe they don’t like the idea. Or maybe the idea isn’t catching on because you haven’t been using the right words for it. Semantics do matter.

Fran’s work group plans to start a “Sunshine Fund” to buy gifts for special occasions, such as birthdays, weddings and baby showers. Her co-worker, Dan, wants to post a list showing the dollar amount contributed by each employee, but Fran thinks that’s a horrible idea. How can the team structure the fund so that people who can’t afford to contribute won’t feel obligated or embarrassed?

Check luggage limits and pinpoint other travel details with these two helpful web sites: LuggageLimits.com and VirtuallyThere.com.

Time is finite. All the more reason to give special attention to managing time blocks on your schedule and the boss’s schedule. Here are two tactics, taken from two executives who use time management to boost their productivity:

Here are three cures for long meetings, adapted from “Work Smart: Unconventional Cures for Meetingitis”:

“Genius is 1% inspiration and 99% perspiration,” Thomas Edison once said. Making ideas happen is usually more difficult and time-consuming than announcing it in the first place. Jack Dorsey, creator and co-founder of Twitter, offers these tips for making ideas happen:

Someday, hopefully not too terribly soon, you’ll be looking for another job. And when that happens, you’ll need to sharpen your résumé so that it captures the attention of hiring managers. The main focus on your résumé should be itemizing victories, so that your future boss can imagine you doing the same things for him.

Consider two administrative assistants within the same company: Tara forges relationships across departmental lines while Max is mainly interested in meeting his team’s needs. When it’s time for company leadership to tap employees to work on a new, interdepartmental project, whom do you think they’ll pick?

Not everyone in the workplace needs to be on Twitter—indeed, some workplaces have deemed the social-media tool verboten. But the free messaging tool, used strategically, can be helpful for keeping tabs on your industry.

Katherine Griffin, who writes for the blog “Corporette,” recalls the time she was newly hired and her office liaison called her “Kathy” right off the bat. “He immediately began promoting me to other partners as ‘Kathy’—which made me cringe." Knowing when to correct someone, and when to let it go, is the first step. Next, you need to figure out how to do it tactfully. Some suggestions from Griffin:

Most timesaving “secrets” are the best practices you’ve been hearing about since the advent of paper clips. The trick is, you have to try them out to discover whether they match your work style. And then you have to stick with them to gain the benefits. Here are three timesaving secrets recommended by administrative professionals:

Newer smartphones have such good cameras they can double as barcode scanners. That means while shopping, you can use your phone to: 1. Compare prices on the spot. 2. Store your membership cards on your phone, rather than crowding your key ring.

With dreaded tasks hanging over your head, you’ll feel more drained and uneasy than if you just tackle them, says author Gretchen Rubin. Next time you don’t feel like making that phone call or going to the gym, try these strategies:

Select the right hotel room for business travelers with the help of these online tools, named as some of the best by Travel + Leisure magazine: tripkick.com, raveable.com and tripadvisor.com.

Trend alert: The Wall Street Journal recently noted, “Many companies ... are encouraging employees to sit for certification exams—and some are flat-out requiring the effort. Companies say the certifications are proof that their current or prospective employees meet an industrywide standard.” Which certification is right for you? It depends on your career goals.