Business Writing That Counts! Blog

Long Sentences Be Damned!

2012-01-19T14:13:00.000-08:00

An intriguing article recently appeared in the Los Angeles Times. The author and journalist, Pico Iyer, wrote about why we need long sentences. His premise certainly flies in the face of everything I've told folks in my business writing workshops or speeches! He posits that we are all caught up in sound-bite writing. Just fill the page with facts and speedily please!

Though he can wax philosophically about how we are losing the nuance and beauty of lengthy sentences, I have to disagree with him when it comes to business writing.

If we can't get upper management to read our emails, how will we get them to read our spec report or technical memo or audit report if we are trilling along with 700 word count (count them!) sentences? Remember these rules:

Keep your sentences under 20 words. Technical topics: the sentences may go to 24 words.
Keep your sentences in email under 15 words. Some are advocating eight words per sentence, especially if you're an international company.
Writing short sentences does not mean you give up depth and specificity.

Bring Your Document In for a Smooth Landing

2012-01-17T14:28:00.000-08:00

A Power 1 sentence or paragraph at the end of your document is just as important as the one that begins it. Your ending can determine what remains in your client's mind long after he or she has finished reading.

Use your conclusion to build rapport or to state what should happen next. A memorable quote, a discussion of benefits, and a summation of points are all techniques you can use in your conclusion. Just remember: If you restate or emphasize your main points, be certain to add a different twist to your words so your conclusion doesn't sound stilted.

Then try this writer's trick: After adding the conclusion, reread your introduction. Does it still work? The two should work well together to give your documents a smooth finish.

Bad Writing = BAD Business

2012-01-04T09:55:00.000-08:00

All of you know my thoughts regarding bad writing being BAD business. This video "Bad Writing is Killing America," on Ragan.com, speaks directly to what I have been telling my clients for years! Please listen and obey! OR call us to help you achieve good writing.

Think Twice Before Sending!

2011-11-23T12:16:00.000-08:00

Junk mail, including ads, jokes, trivia, and pictures of your kids, can be overwhelming. Most users complain they already have too many messages to sift through every day. Be sure the recipient is interested in the content of your email before you hit SEND.

Power Zero Sentences Catch A Reader's Attention

2011-11-02T15:36:00.000-07:00

Unless you are creating a technical report, most documents you write will contain Power Zero sentences. Sales letters, marketing brochures, Web sites, executive summaries, annual reports-all these need beginnings that hook your audience immediately.

Power Zero sentences can:

open a document with a bang, create interest, and hint at what's coming
be used to greet or thank your reader
provide necessary background before you launch into your main points

Experiment with different kinds of Power Zero sentences. For example, you could start your document with an intriguing question, a startling statistic, an illustration, a quote or anecdote. Take a look at the Wall Street Journal's editorial page to see Power Zero sentences at work. Usually you'll find a paragraph or two of background information on the topic or a quick personal story that grabs your attention. Once you're hooked, they outline their opinion.

Articles Banned by Marketers

2011-09-13T09:46:00.000-07:00

The Wall Street Journal has a great article on its front page about the elimination of articles, such as "an," "the," and "a" in marketing pieces. The new trend seems to be to drop them!

For example, Nook, not THE Nook, iPhone, not AN iPhone. It's all about branding, according to Creative Director, Glenn Kaplan of Barnes and Noble, Inc., "When a brand evokes something bigger than just a little object, it doesn't want to have 'the' in front of it."

WOW! Is all I can say. Please know that for us humble folks who are trying to get our clients, customers, and colleagues to read our writing--this is not a good rule to follow. The authors, Fowler and Kane, share this example: "Main feature of combined first floors of new building..." Doesn't make sense without the articles, does it?

I Can't Emphasize This Enough

2011-08-26T09:21:00.000-07:00

Have you ever noticed that advertisers love to use-or misuse-quotation marks? You've probably seen signs like these:

"Free" Checks
"Friendly" Sales People
"Fast" Delivery

Why are these words in quotes? Maybe the advertisers thought you'd pay more attention to their products or services, but sometimes quotation marks can imply a sarcastic tone. To add emphasis, these writers could have used italics or a different font color or underlined key words.

Moral of the story? Even if you're really hungry, avoid places that advertise "fresh" sushi. Well, that and use punctuation marks correctly or you could send some strange messages. For a good punctuation review, read Chapter Five of Business Writing That Counts.

Negotiate Your Deal Through Email

2011-08-02T08:29:00.000-07:00

Negotiate Your Deal Through Email? Learn the Keys to Effective Email Negotiation

Fifty percent of all email negotiations end without reaching a deal... make sure yours gets done! Learn the strategy and tactics you need to effectively resolve your email negotiation. You will gain the tools you need to deliver the right message to your prospect during every step of the email negotiation process. This powerful webinar combines techniques from guest negotiation expert, Jeanette Nyden, and our business expert writing guru, Dr. Julie Miller.

In this webinar, you'll learn to:

Persuade using both strong negotiating and good writing techniques
Choose an effective and appropriate tone for email negotiations
Convey the proper intent for maximum impact
Transform sloppy and ineffective emails into powerful negotiations

Click here to learn more or to register.

No Excuses!

2011-07-26T10:27:00.000-07:00

Some people compose directly on the computer, while others find writing in longhand easier. But the hardest part about writing is just getting started!

Idea Map

Consider using an Idea Map as a timesaving tool that jumpstarts your writing. Idea Mapping can generate twice as many ideas as the conventional listing and outlining of topics. Why? Because according to the latest research, our brain does not necessarily process information in lists. Idea Mapping allows for brainstorming and creativity before you begin drafting your document. Once all of your ideas are out in front of you, you can organize your thoughts quickly and efficiently.

To learn more about Idea Mapping, review Chapter One of Business Writing That Counts!

Remember Your Reader

2011-07-19T10:14:00.000-07:00

As you rework your first draft, think about your reader. Consider these three important categories:

Level of Knowledge: What does the reader already know about your topic? How much background information does the reader need to make a decision? Or will the reader pass your information up the chain of command?
Relationship: What is your connection with the reader? Direct report? Peer? Supervisor? Potential client?
Personality: What kind of qualities and traits does the reader have? Does your reader prefer facts with ample data or a more informal tone? Does your reader understand and enjoy reading words and phrases such as "interoperable intermodal transport systems"? Or would a simpler style work better?

The more you know about your reader, the easier it is to determine how much and what kind of information to include in anything you write.

Tomorrow, July 20th, we are debuting our newest webinar topic Plain Language: The Key to Effective Communication. If you'd like to learn more about the topic of remembering your reader using plain language, we encourage you to participate in this webinar.

Count on Numbers to Organize Your Emails

2011-06-21T15:58:00.000-07:00

First, determine how many points you want to make in your message. Next, create an organizational mind set for you and the reader by including the number of key points in your Power One sentence. For example:

We have five items on the agenda for our next meeting.
I see three problems with the system that you have recommended.

When your Power One sentence contains a number, you know where you're going, you know how many points you're going to write about, and guess what? So does the reader! To learn more about Power Numbers, read Chapter Two of Business Writing That Counts! or take the online course, Business Writing That Counts!

Write Like You Talk

2011-06-16T14:55:00.000-07:00

Writing in plain language--like you talk--increases comprehension, reduces foggy writing AND makes it possible for your reader to respond more quickly to your message. If you find it difficult to write like you talk, try these ideas:

Imagine a friend sitting across from you. Start talking about your topic.
Talk into a tape recorder.
Call a friend and actually talk through your topic, and then write points down just as you said them.
Use simple words and short sentences.
Use personal pronouns like I, me, my, our, you, your, we, and us.

Remember, you are engaging your reader in a conversation where you want him/her to take some action. Making the text cumbersome with long words and long sentences narrows your chance of achieving your goal.

Away You Grow!

2011-06-07T10:11:00.000-07:00

You can add increasing levels of detail to any document of any length by adding Power 4s and Power 5s. In most documents, you'll only need Powers 1, 2, and 3 to make your point; in others, you might need to define, explain, or elaborate more to make your message clear. Power 4s and 5s add authority and depth to your document. Just remember, each number must support or expand on the preceding Power Number.

Refer to Chapter Two, Chapter Three, and the example in the Appendix of Business Writing That Counts! to see how a document can grow.

The Importance of Clear Writing

2011-05-31T09:13:00.000-07:00

An article in The Wall Street Journal titled "Students Struggle for Words" points out, once again, the importance of clear writing. We know how a misplaced word, a poor tone, or an unprofessional document can ruin reputations in the snap of a finger. Employers beware!

Besides, this article, recently, I read some interesting statistics:

80-90 percent of our waking hours are spent communicating.
Success in business is 85 percent dependent on effective communication skills.
80 percent of business slips away because of an indifferent communication to a prospective client or customer.
70 percent of mistakes in the workplace are attributed to ineffective communication.

Makes you want to weep, doesn't it?

Good News: Plain Language is Now Official!

2011-05-26T13:08:00.000-07:00

The Associated Press, this past Sunday, ran an article about federal government's roll out of a new language: plain English. To give you a little history lesson, this idea was floated around during the Clinton administration. President Clinton supposedly mandated that employees start writing in a style for us common folk. It's interesting to see it revitalized.

By July, agencies must comply. We here at Business Writing That Counts! have done one better! And, we're right on time. We've asked an expert on this topic, Kristina Anderson, to present a webinar--if you can believe it--in July. She has some great ideas on how to turn complex language into rich content that communicates across cultures, disciplines, and education levels. She also will show us how to make certain you're reaching your audience. Stay tuned!

Eliminate Errors

2011-05-10T08:28:00.000-07:00

Reading your writing out loud and articulating each word as it is actually written can eliminate 60 percent of all of your writing errors. That leaves only 40 percent with which you need to concern yourself. However, even that percentage needs time and attention if your writing is to remain error-free.

Headlines That Sell!

2011-05-03T15:17:00.000-07:00

If you are writing sales copy, consider starting your messages with these winning headlines:

Three Tips for . . .
Special Offer . . .
Discover . . .
Do You . . .
What If You . . .
Proven Results . . .

Struggling To Summarize

2011-04-29T11:31:00.000-07:00

If your document requires stating conclusions and that's difficult for you, here's a trick you might play on yourself. Instead of trying to summarize the conclusions, try listing the most interesting or important findings you've covered in the document. From that list you can then synthesize the information.

Print Then Proof

2011-04-27T09:13:00.000-07:00

When proofreading, always print out your draft. It's easier to revise and edit when you read the draft as a whole rather than screen by screen.

Even better, consider printing the draft out in double- or triple-space. This has two advantages: It forces your eye to check each line as a separate unit and allows space for inserting those last important details.

Set Up Grammar and Spell-Check

2011-04-27T09:09:00.000-07:00

Imagine that your email message still contains your company's letterhead even though it's not hard copy. Be sure to set up grammar and spell-check. Of course, you'll still need to proofread to catch the mistakes the program misses! No excuses: "Three read-throughs" is still your mantra! In fact, really important emails should be printed out and read as hard copy. Remember: Readers judge email just as they would any written document.

Compose A Great Subject Line

2011-04-11T09:53:00.000-07:00

People scan their inboxes. If your subject line gets to the core of your message, you're far more likely to get their attention.

Consider these subject lines and their revisions:

NOT: Great News!
INSTEAD: Your expenses were approved.

NOT: Question
INSTEAD: Can we reschedule our Fri. dinner?

NOT: FYI
INSTEAD: Timesheet due today!

Also, make sure your subject line:

Does not resemble spam

Losing sleep.
Just wondering.

Helps the reader understand your core message

Charity dinner 7 p.m. at Cafe Bellevie

Reflects the entire content of your email

Pick up dry cleaning and mother-in-law

The Four Ds

2011-04-11T09:48:00.000-07:00

Think of your inbox as a temporary place for your incoming messages! Create folders and use them. Organize mail into files and folders for projects or people. As you scan your email, decide whether you will:

Delegate It: Not your area of expertise? Forward it!
Delete It: Older than three months? It's history or at least material for a reference file.
Do It: Rule of thumb: If it will take less than two minutes, respond.
Defer It: Assign a date and time to respond later.

How To Convince Your Reader!

2011-04-08T15:23:00.000-07:00

Convincing your reader of your point of view can be a little easier if you use the right words. According to a study conducted at Yale University, the twelve most persuasive words in the English language are you (and your), easy, discovery, love, save, guarantee, new, results, money, health, free, and proven.

You can also turn off your reader with the wrong words! Here are some words that can trigger negative reactions: no, shouldn't, complain, failure, inadequate, demand, allege, error, fault, misinform, claim, must, insist, mistake, and overusing I (and me, us, our).

Reader Reigns Supreme In Business Writing

2011-03-29T13:56:00.000-07:00

About once a month I receive a phone call from an overworked, overwhelmed manager where a proposal has gone south. Though I know the answer, I always ask: Why did you fail to win the business? Was it the numbers? The answer is always: No, it was our words.

The reader, the reader, the reader. It is always about the reader. Their needs, their problems, their concerns: It's never about you.

I have a great checklist that asks you key questions about your reader before you put fingers to the keyboard. Email me and I'll be happy to send it.

Acronyms in Business Writing Can Make You Shudder

2011-03-21T11:53:00.000-07:00

"Sometimes abbreviations can be short on sense and long on unintended laughter" is the subtitle to an article titled, "Do you suffer from G.A.S. (Goofy Acronym Syndrome)?" Written by one of the staff members at Ragan Communications, it will give you a good laugh but it also points out that acronyms can get completely out of hand within an organization. They can also come across as elitist when tossed around at meetings with people who are not in the know. So writers--beware!

Ragan Communications has great articles on writing. Check this one out. I encourage you to sign up for their newsletter as well as mine!

Don't Dwell on the Draft

2011-03-11T10:49:00.000-08:00

First, quickly draft a document--just get your words down without too much attention to punctuation, spelling, or grammar rules.
Next, revise your document by moving ideas around, adding new details and deleting unnecessary information.
Finally, polish your document.

I know, I know, waiting to revise is difficult! But the first draft is for ideas, so you don't want to do anything to stop the flow. And, if you are utilizing the Power Numbers, you will have a solid organizational structure already built in. Remember: You will have plenty of time to edit and proofread later.

Let Things Simmer

2011-03-11T10:45:00.000-08:00

It's always good to wait before you send your message. When you come back to your draft with fresh eyes and ears, you'll see where you need changes or more information. This is especially true for emails written in anger or under difficult circumstances. Let the body heat go out of the message. Another trick: Put the recipient's address in after you write the body of your email. This gives you another second to consider whether you should send your message or pick up the phone.

Shall We Start at the Beginning

2011-03-07T08:43:00.001-08:00

Quit wasting time circling the computer! Start with whatever section of a document seems easiest for you. Some professional writers jot down a main idea and then put their energy into crafting the body of their document. They know they will create a stronger opening once they've decided on the best flow and format of their ideas.

After the body is finished, they add an introduction that grabs attention and a satisfying conclusion--kind of like adding the frosting to a cake.

Support is Essential

2011-03-03T10:01:00.000-08:00

As you write paragraphs, you do not need the same number of details for every major point in your document--no matter what your English teacher told you! However, the more support you have, the stronger the point.

You decide how many details to add. Just consider your reader:

What questions do they need answered to make the decision you want?
What concerns might they have that would keep them from acting on your suggestions?
What details do they need to feel confident about your ideas?
What terms need to be defined to avoid confusion?

First get to know your readers, and then you can add information to meet their needs.

Prevent Meetings From Hell!

2011-03-01T10:27:00.000-08:00

Though you may think this headline is a little off-kilter from what I usually write about, I just couldn't resist the topic! I am putting it under the heading: verbal communication.

Raise your hand if you have sat through a meeting from hell. Nothing was accomplished, topics went sideways, people started looking at their Blackberries OR just starting bailing. Guila Muir is the meeting guru. I have sat through her training and it completely changed the way I planned, facilitated and ran meetings. Her webinar this week is a gem. I encourage you to participate. Join us this Thursday!

How to Compose a Great Subject Line

2011-03-01T09:50:00.000-08:00

Does not resemble spam

Losing sleep.
Just wondering.

Helps the reader understand your core message

Charity dinner 7 p.m. at Cafe Bellevie

Reflects the entire content of your email

Pick up dry cleaning and mother-in-law

How to Convince Your Reader!

2011-02-25T10:49:00.000-08:00

Convincing your reader of your point of view can be a little easier if you use the right words. According to a study conducted by Yale University, the twelve most persuasive words in the English language are you (and your), easy, discovery, love, save, guarantee, new, results, money, free, and proven.

You can also turn off your reader with the wrong words! Here are some words that can trigger negative reactions: no, shouldn't, complain, failure, inadequate, demand, allege, error, fault, misinform, claim, must, insist, mistake, and overusing I (and me, us, our).

Answer Briefly!

2011-02-23T17:06:00.000-08:00

Answer briefly--others will learn to expect it. Get in the habit of writing concise, to-the-point messages with a personal touch. You'll quickly teach others not to expect a long, detailed answer from you. For a really brief response, just writing in the subject line may be enough. You can insert the letters EOM (end of message) enclosed in brackets. For example: Good luck and happy emailing! [EOM]

Use the Most Suitable Form of Communication

2011-02-17T11:28:00.000-08:00

Seems like an obvious tip, but it amazes me how much time we waste going back and forth over email, when if we picked up the phone we could have solved the problem, made the appointment, gotten the contract.

So just remember: While you might check your email every hour, others might not be as connected to their computers. Ask what communication method people prefer. If in doubt, pick up the phone.

Writing Tips

2011-02-14T11:50:00.000-08:00

Last month, I wrote that this blog has three purposes. For the next several weeks, I'm going to focus on sharing writing tips that those who take our online courses receive monthly as part of the perks for taking one of our courses. So here goes.

Know Your Purpose.

Business writing generally falls into one of two categories: to inform the reader about something or to influence your reader to do something.

You write to INFORM when you write . . .

A report detailing the findings in an examination
A summary highlighting the key points of a discussion
A memorandum notifying employees of changes in regulations
An email updating a group on the progress of a project

You write to INFLUENCE when you write . . .

A memo asking a supervisor to approve your request for more staff
A letter suggesting changes in policy
A comment letter recommending regulatory changes
An email requesting action on an important matter

Knowing your purpose for writing helps you select the appropriate tone, level of detail, approach to your opening and closing, and even the format of your document.

Change is Good. Change is a Constant.

2011-02-11T13:36:00.000-08:00

If there was ever a time where the word "change" is a constant, it's right now. Economic turmoil has caused us to rethink all aspects of our business--from the technology we are using, to the integration of social media into our business plans. And change is part of business growth, contraction or realignment. Change can be a powerful tool to drive the profitability of the company . . . if you've mastered the steps to implement it.

No one is better qualified than Dee Knapp to speak about this topic. She helps organizations get workplace issues resolved through her unique methodology. Everyone wins; everyone is successful.

Managing Workplace Conflict: Learn How to Successfully Implement Organizational Change is the second webinar in our series that addresses how to deal with workplace issues.

Email Snafus Cause HUGE HR Issues!

2011-02-11T13:31:00.000-08:00

Raise your hand if you, or someone you know, has written an email that ruffled feathers OR even went to the next level and got Human Resources involved? Okay, admit it! It happens.

Email communication, by its very nature, has built-in pitfalls that can cause costly business mistakes and damaged relationships.

The result? Miscommunication, loss of work time, damaged business relationships and low morale. If you're involved with email snafus on a frequent basis or have employees whose email is getting them into trouble, you really need to sit in on next week's webinar: Avoid Email Snafus: Increase Your Effectiveness and Decrease Your Stress

Carol "Chaz" Chazdon is our guest speaker and boy, does she know about which she speaks! Learn proven techniques from her GUTS Model to increase your effectiveness and decrease your stress. This webinar shows you how to write effective emails that help you avoid conflicts, potential lawsuits, and the loss of a valuable employee or an important business contract.

Blogging: Get Your Customers To Know YOU!

2011-01-11T11:12:00.000-08:00

If you're one of those considering a blog, check out this great article I found by Aaron Uhrmacher.

Plus, here are a some blogging tips I've learned (the hard way):
1. Develop a blog “persona” and stick to it!
2. Make certain your content is valuable and interesting.
3. Demonstrate expertise. Become a content expert.
4. Add links--don't make your reader "look it up."
5. Watch the self-promotion--it's a turn off.

To learn how to create a top-notch blog, join Arden Clise and I on Wednesday, January 12th at 9 a.m. PST.

The Year We Stopped Talking

2011-01-04T14:20:00.000-08:00

In my blog, I have three purposes: To point out interesting articles that deal with written communication; to share relevant stories to this topic; and give you business writing tips to make your job easier.

In the December 30 edition of USA Today, this provocative headline certainly got my attention!

The writer, Sharon Jayson, states, "Americans are connected at unprecedented levels--93% now use cellphones or wireless devices." The outcome is well-connected people technology-wise, but very distracted workers and people not really connected in a human sense--they are not present, they are not in the moment.

The implications for this change are not yet known but researchers are concerned about the negative "consequences of reducing the quality of relationships."

Take a look at this article--it's quite good.

I would love to read your insights on this revolution.

Let's Be Clear

2011-01-04T14:13:00.000-08:00

It's your responsibility to get your points across, to define issues concisely, and to help your reader understand what you are saying. Best advice? Write like you speak: simple, direct sentences; crisp explanations; clear images; and ordinary words.

As you polish your drafts, revise any language that won't connect you with the reader.

Remember: Flashy, stilted, affected language turns your reader off and wastes time. Mark Twain makes the point about unnecessary verbosity quite eloquently: "I never write 'metropolis' for seven cents when i can get the same price for 'city.'"

Count On Numbers to Organize Your Writing

2010-12-28T09:47:00.000-08:00

When you know how many points you want to make in a document, write that number in your topic sentence. For example, you might have five components to the new sales program or three reasons why your department should make a change. Adding a number to the topic sentence has several advantages. First, you quickly create an organizational mindset and give yourself permission to just start writing. You know where you're going and you know how many points you're going to write about.

And, as a bonus, you save your readers time. Because you've created a framework for your text, they'll find it easy to skim your paper, reading just the major points or diving deeper into the details, as necessary.

Writing Effectively Requires NOT Dwelling on the Draft

2010-12-22T08:00:00.000-08:00

Some people get hung up polishing their documents as they draft. This actually slows progress and wastes time. It interrupts the writing process and causes you to spend valuable time polishing material you'll probably delete later! Good writers know that it usually takes at least three steps to get writing right:

First, quickly draft a document-just get your words down without too much attention to punctuation, spelling, or grammar rules.

Next, revise by moving ideas around, adding new details and deleting unnecessary information.

Finally, polish your document.

I know, I know, waiting to revise is difficult! But the first draft is for ideas, so you don't want to do anything to stop the flow. And, if you are utilizing the Power Numbers, you will have a solid organizational structure already built in.

Remember: You will have plenty of time to edit and proofread later.

Funny Bloopers

2010-12-20T16:01:00.000-08:00

I guess I'm on a Reader's Digest kick. Here are some funny and poorly written messages that certainly lack clarity as sourced from its December 2010 issue:

A newspaper editor missed this headline: "State population to double by 2040; babies to blame." (Source: 11Points.com)

One side of the tag in my husband's cap read: "Best Quality." The other side read: "Ceptificate of inspetion." (Source: Alice Petersen, Valley Center, California)

Emails from the Front Lines

2010-12-20T15:58:00.000-08:00

The Los Angeles Times ran an amazing article Monday, December 6 written by Jeffrey Fleishman. This article is about the emails sent from our troops in Iraq.

Besides the poignancy of the email messages, Mr. Fleishman's writing is powerful. He uses short, declarative sentences that punch. They almost have the staccato sound of a high-powered rifle. An example as he writes about the content of some of the emails: "No commas. No names. Is punctuation necessary when meaning is so clear?"

In his opening paragraph, he repeats the pronoun "they" three times for emphasis. I know your English teacher said never to begin a sentence with the same word, but skilled writers ignore the rules and go for the message.

This is an article worth reading for its content and impressive writing style.

Email Writing Tips

2010-12-16T17:52:00.000-08:00

As I continue to work with companies--large and small--with employee writing issues, the theme that plays so often is not writing to your reader. He/she runs the show; is the leader of the pack, the head honcho, the fill-in-the-blank. The reader rules supreme, not the writer.

Here are a couple of thoughts to remember as you put your fingers to the keyboard: writing:

Remember, your intellect is not on display here. It's your message. If you get your message across, your reader will think you are smart.
The reverse is also true: Think. When you receive a document, a memo, an email that is un-readable, what is your reaction to the writer?

Check out the Dr. Julie Miller Library for articles on writing or the tip cards we offer for quick tips.

Wiki Leaks: The Power of Words

2010-12-16T17:47:00.000-08:00

For those of you who have been reading my blog, you know my company name, Business Writing That Counts! is just that; a company that knows the importance of words because writing really does count. It counts in terms of growing your business, your bottom line, your reputation, your career. And, we offer every possible way for you and your company to participate in different venues to gain or hone your writing skills.

The Wiki Leaks debacle shows us once again how words written can damage, destroy, even kill. And, of course, the other issue is thinking before one presses "send"!

"The Only Preposition On Your Keyboard."

2010-12-16T17:34:00.000-08:00

The Seattle Times (11/25/10) ran an Associated Press article titled, "Email's lowly 'at' so much more." It's such an interesting article on how the 'at' symbol (@) became to be and how other cultures visually interpret it.

According to email godfather, Ray Tomlinson, "The 'at' symbol--@--is the only preposition on the keyboard." This iconic symbol was originally used by accountants and grocers and now makes our correspondence hum.

But, according to the article, it's also a visual representation of other things in other cultures. For example, an elephant's trunk in Sweden, a monkey in Serbia, a strudel in Israel, and a rolled pickled herring fillet in Czech.

Tomlinson originally used this symbol because he thought it unlikely to be confused with any other symbol. It's become a fad to use this icon and in fact, the Museum of Modern Art acquired the symbol for its collection this year.

I would be happy to send you the article if you are interested!

7 Annoying Email Phrases

2010-12-15T12:56:00.000-08:00

Reader's Digest, though certainly not a sophisticated read, sometimes has some interesting factoids. So while I was in the doctor's office this September, I saw this list as sourced from www.Lifehacker.com. It is a list of the seven irritating phrases to avoid in email. Tah dah:

We need to . . .
Cheers . . .
Thanks in advance . . .
Let's touch base . . .
Let's circle back . . .
To be honest . . .
Please consider the environment before printing this email.

By the way, I think Reader's Digest has great jokes. But then, remember, I'm the gal that puts puns on my blog!

What's your list look like?! Please share and let's get a conversation going.

More Laughter

2010-12-15T12:50:00.000-08:00

So I continue with puns:

I wondered why the baseball kept getting bigger. Then it hit me.
Two fish swim into a concrete wall. One turns to the other and says, "Dam!"
Two Eskimos sitting in a kayak were chilly, so they lit a fire in the craft. Unsurprisingly, it sank, proving once again that you can't have your kayak and heat it too.
There was a person who sent ten puns to friends, with the hope that at least one of the puns would make them laugh. No pun in ten did.

Virtual Book Club

2010-12-08T20:46:00.000-08:00

Fierce Conversations by Susan Scott

I highly recommend Susan's book. Not only is she a wonderful writer, but more importantly her concepts focus on creating positive change through powerful communication. Her premise is that "you must transform everyday conversations with effective ways to get your message across--and get what you want." Check it out!

Count On Numbers To Organize Your Emails!

2010-12-06T15:20:00.000-08:00

First, determine how many points you want to make in your message. Next, create an organizational mind set for you and the reader by including the number of key points in your topic sentence. For example:

We have five items on the agenda for our next meeting.
I see three problems with the system that you have recommended.

When your topic sentence contains a number, you know where you're going, you know how many points you're going to write about, and guess what? So does the reader! To learn more writing strategies check out my website.

Make a Personal Connection!

2010-12-01T17:26:00.000-08:00

Always remember to include a greeting in your correspondences. Sure, it takes a few extra seconds to type, "Hello, Mort," but the good rapport will linger long after your message is filed away.

How do you choose the right greeting? The same way you select a correct tone. Ask: What do I know about my reader? How should my message come across? The greetings below range from the most formal to quite casual:

Formal (e.g. first contact, message to superior), note how punctuation affects tone:

To Whom It Concerns:
The the Service Department:
To Mortimer Smedley, Service Manager:
Dear Mr. Smedley:
Dear Mr. Smedley,

Informal (e.g. follow-up message, message to colleague):

Dear Mort,
Dear Morti,
Good morning!
Hey there!

Remember: Most companies publish style guides. Be sure your style of greeting is consistent with your company's protocol.

End On The Right Note!

2010-11-30T14:10:00.000-08:00

It's just as important to end a correspondence on the right note as it is to begin politely. The ending sentences should let your reader know what he or she should do next and/or create goodwill. Then add a complimentary closing that:

Is appropriate to the message's overall tone.
Reflects the established rapport with your reader.
Mirrors the tone of your greeting.

The right ending can add that professional touch. These examples are arranged from formal to casual:

Appropriate for first contacts or superiors:

Sincerely,
Cordially,
Yours truly,
Thank you.

Appropriate after a relationship has been established:

Thanks,
Kindest regards,
Regards,
Best or Best wishes,
Catch ya later!

Remember: Even in an informal memo or email, the ending is still your last and best chance to build rapport with your customer. Be polite and considerate.

Puns (Continued)

2010-11-26T19:59:00.000-08:00

I thought I saw an eye doctor on an Alaskan island, but it turned out to be an optical Aleutian.

A dog gave birth to puppies near the road and was cited for littering.

Two hats were handing on a hat rack in the hallway. One hat said to the other, "You stay here; I'll go on a head."

A midget fortune-teller who escaped from prison was a small medium at large.

Let Things Simmer

2010-11-23T21:22:00.000-08:00

Many people resist revising because they think it is difficult or takes too much time. Good writers always rework their ideas because they value clear communication. To get the most out of revising, set your first draft aside. Allow an hour or two away-overnight is better, assuming your boss doesn't want your document by the close of business today.

The advantage? Time gives you distance from your words so that you can read your work from your audience's perspective. You will come back with fresh eyes and ears and really be able to see "where the shoe pinches."

Play On Words

2010-11-17T09:21:00.000-08:00

I offered you some puns in my posting last week. I just love them. I also like any play on words. This joke comes from one of my self-starters (See Secrets of Self-Starters--my new book), Jack Canfield:

TEACHER: Why are you late, Frank?

FRANK: Because of the sign.

TEACHER: What sign?

FRANK: The one that says, "School Ahead, Go Slow."

Does Good Writing Really Matter?

2010-11-12T12:31:00.000-08:00

Read this absolutely wonderful article on business writing. Would love to read your responses to it!

Puns for the Educated Mind

2010-11-10T09:50:00.000-08:00

I absolutely love puns. Those play-on-words are such a kick. Writing can really be fun—really. You just have to look at it as a problem to be solved. How can I write my content so that my reader clearly understands my message?

Now just for kicks—enjoy! I think they’re hysterical, but then that’s my sense of humor!

The fattest knight at King Arthur’s round table was Sir Cumference. He acquired his size from too much pi.
She was only a whiskey maker, but he loved her still.
No matter how much you push the envelope, it’ll still be stationery.
A hole has been found in the nudist camp wall. The police are looking into it.

Why Jargon Sucks

2010-11-09T06:41:00.000-08:00

Achieving success in the corporate world now seems to be tied to how much jargon you can use in your daily work life. According to MediaLine, employee James Atkins has reached the zenith of success with his ability to let jargon roll off his tongue.

Here’s a sampling: “Due to the increased scope of the project vis-a`-vis Tuesday’s meeting, compounded with our aforementioned desire to maintain quality without increasing cost, an as-yet indeterminate amount of time will be allocated to our newest venture.” And it continued! Click here to read the full story. Guffawing and knee slapping allowed!

But the moral to the story is that jargon distracts and confuses your message.

Writing Effective Proposals

2010-11-07T16:00:00.000-08:00

It makes no difference whether your proposal is for $10,000 or $1billion. You always have the same goal—get the reader to read your document AND say "yes"! You may chuckle at this simplistic advice, but it’s tougher than you think.

You have to walk in your reader’s shoes, understand their pain and their needs, and address them in your proposal. IF you don’t, you will not get the gig. It’s really that black and white.

For example, if your prospect said that water and traffic are big issues during construction, address water and traffic! That’s not to negate the fact that you must tell them you have the experience, expertise, and unblemished reputation to do the work, but you must weave their concerns and issues into your content.

Better Writing Means Better Bottom Line

2010-11-02T07:09:00.000-07:00

Don't dwell on the draft.

Some people get hung up polishing their documents as they draft. This actually slows progress and wastes time. It interrupts the writing process and causes you to spend valuable time polishing material you'll probably delete later! Good writers know that it usually takes at least three steps to get writing right:

• First, quickly draft a document-just get your words down without too much attention to punctuation, spelling, or grammar rules.

• Next, revise by moving ideas around, adding new details and deleting unnecessary information.

• Finally, polish your document.

I know, I know, waiting to revise is a difficult! But the first draft is for ideas, so you don't want to do anything to stop the flow. And, if you are utilizing the Power Numbers, you will have a solid organizational structure already built in. Remember: You will have plenty of time to edit and proofread later. Pick up a copy of my book for deeper study OR keep reading this blog OR take one of our webinars OR read the Dr. Julie Library

Our English teachers ruined us with writing rules!

2010-10-26T07:02:00.000-07:00

Support is essential.

In some way, I think our English teachers ruined us with writing rules. Many of us were told five sentences per paragraph or nine! One of the participants in my workshop said that she was told thirteen words per paragraph! What was that teacher thinking??!!

So as you write paragraphs, you do not need the same number of details for every major point in your document. However, the more support you have, the stronger the point.

You decide how many details to add. Just consider your reader:
• What questions do they need answered to make the decision you want?
• What concerns might they have that would keep them from acting on your suggestions?
• What details do they need to feel confident about your ideas?
• What terms need to be defined to avoid confusion?

First get to know your readers, and then you can add information to meet their needs.

Virtual Book Club: Email Productivity

2010-10-24T23:20:00.000-07:00

Email Productivity

A new client for us, New York Life, has suggested this week's book entry: The Hamster Revolution: Stop Info-Glut--Reclaim Your Life! It speaks to exactly what I have been telling my clients--you have got to get a handle on the volume of email. It is expected that next year your Inbox will grow by 50%. Then what are you going to do?

I do a webinar on Email Best Practices and offer some strategies from productivity experts in the field. Check it out.

No Excuses!

2010-10-19T08:55:00.000-07:00

Some people compose directly on the computer, while others find writing in longhand easier. But the hardest part about writing is just getting started!

Consider using an Idea Map as a timesaving tool that jumpstarts your writing. Idea Mapping can generate twice as many ideas as the conventional listing and outlining of topics. Why? Because according to the latest research, our brain does not necessarily process information in lists. Idea Mapping allows for brainstorming and creativity before you begin drafting your document. Once all of your ideas are out in front of you, you can organize your thoughts quickly and efficiently.

To learn more about Idea Mapping, check out our online course on this topic.

BWTC Virtual Book Club

2010-10-08T13:45:00.000-07:00

I am crazy for Indian writers and especially like Amitav Ghosh. He has written Sea of Poppies. It’s a riveting page-turner and takes place in China and India. It portrays the beginnings of the Opium Trade in the 1800s, when opium was smuggled by merchants from British India in China. This is the first in a trilogy. You’ll be stunned at the rationale the British use for encouraging the production and sale of opium!

I also just finished his earlier book, The Glass Palace, about the British invasion of Burma. It takes you all the way up to the late 1990s. It’s a great read, especially if you have been to that part of the world.

Bring Your Document in for a Smooth Landing

2010-10-08T13:43:00.000-07:00

A strong sentence or paragraph at the end of your document is just as important as the one that begins it. Your ending can determine what remains in your client's mind long after he or she has finished reading.

Use your conclusion to build rapport or to state what should happen next. A memorable quote, a discussion of benefits, and a summation of points are all techniques you can use in your conclusion. Just remember: If you restate or emphasize your main points, be certain to add a different twist to your words so your conclusion doesn't sound stilted.

Then try this writer's trick: After adding the conclusion, reread your introduction. Does it still work? The two should work well together to give your documents a smooth finish.

Think Twice Before Sending

2010-10-06T06:48:00.000-07:00

Junk mail, including ads, jokes, trivia, pictures of your kids, can be overwhelming and annoying. Most users complain they already have too many messages to sift through every day. Be sure the recipient is interested in the content of your e-mail before you hit SEND.

Writer Beware: Check and recheck your writing!

2010-09-28T07:33:00.000-07:00

Be certain you set up grammar, spell-check, and readability statistics!

Imagine that your email message still contains your company's letterhead even though it's not hard copy. Be sure to set up grammar, spell-check, and readability statistics in your Word program. We're actually doing a webinar on this topic later next month. Of course, you'll still need to proofread to catch the mistakes the program misses! But you’ll be able to see not only your errors but also at what grade level you are writing your messages.

No excuses: "Three read-throughs" is still your mantra! In fact, really important emails should be printed out and read as hard copy. Remember: Readers judge email just as they would any written document.

Virtual Book Club: Read and Become a Better Writer

2010-09-27T10:56:00.000-07:00

If you still have not gotten your hands on Creating Customer Evangelists written by Ben McConnell and Jackie Huba, here are some additional questions the authors ask you to think about:

Can you describe your ideal customers (not a demographic)?
Is employee compensation directly tied to customer ratings?
Do you know your average customers lifetime value to your business?
Do your customers feel like they are part of your extended family?
Are employees empowered to always do the right thing for customers?

Read and go forth!

Writing Tip for Powerful Prose

2010-09-21T11:07:00.000-07:00

To create interest, keep your readers on track and help them move seamlessly through your document. How? Try using "Tricky Transitions"--my word (from the Fifth Edition of Business Writing That Counts!). These are more subtle transitional devices than "also," "next," "finally," etc.

A perfect example of this technique was in an editorial written by David Brooks.

Brooks used the word, "tragedy," to carry his points forward. Here's how he did it. He used tragedy to move from paragraph to paragraph. The sentence frames the content and connects the dots for the reader: "That will a political tragedy. It would be a fiscal tragedy. It would also be a policy tragedy." And so forth.

Try it; you'll like it!

Virtual Book Club: Read and Become a Better Writer

2010-09-20T09:30:00.000-07:00

As promised, here is the first book I will recommend. This recommendation comes from Rod Brooks, Chief Marketing Officer of Pemco Insurance. Creating Customer Evangelists, written by Ben McConnell and Jackie Huba, asks the reader to think about these questions:

Have you visited with a customer in the last 30 days?
Do you gather some form of customer input every month?
Do you focus on creating memorable experiences for your customers?
Do you have a customer satisfaction/loyalty program?
Are customers, suppliers, and employees treated fairly and honestly?

Pick it up; it's a great read.

Writing Emails That Connect

2010-09-14T06:34:00.000-07:00

Writing to the reader. Make a personal connection!
The most important piece of advice I can give any writer is to remember the reader. It's always about the reader, NEVER about you. Here's a quick tip to add to your toolbox.

Always remember to include a greeting in your email. Sure, it takes a few extra seconds to type, "Hello, Mort," but the good rapport will linger long after your message is filed away.

How do you choose the right greeting? The same way you select a correct tone. Ask: What do I know about my reader? How should my message come across? The greetings below range from the most formal to quite casual:

Formal (e.g., first contact, message to a superior)

• To Whom It Concerns:

• To the Service Department:

• To Mortimer Smedley, Service Manager:

• Dear Mr. Smedley:

• Dear Mr. Smedley,

Informal (e.g., follow-up message, message to a colleague)

• Dear Mort,

• Dear Morti,

• Good morning!

• Hey there!

Remember: Most companies publish style guides. Be sure your style of greeting is consistent with your company's protocol.

Read to Write Well

2010-09-07T07:15:00.000-07:00

This blog was created to give you not only writing strategies and tips to make you a more effective writer (see below), but also to share links to articles I thought might be of interest to you. I do hope you have found this information beneficial.

You may not know this but I'm a voracious reader—I love almost any kind of writing, from fiction to non-fiction to poetry to sci-fi, though I really don’t like Stephen King scary or bodice-ripping romance. I am always eager to discuss a book or hear what someone is reading.

So every Friday I am going to host a BOOK CLUB! I will comment on fiction and non-fiction books to start. But I want YOU to contribute as well. Join this virtual book club and let’s share!

AND, by the way, the additional benefit is that reading makes you a better writer as you see how good writers put words and sentences together.

Today’s Tip: Read your writing aloud and articulate each word as it is actually written. This practice can eliminate 60 percent of all your writing errors.

It's all about the reader

2010-08-31T07:45:00.000-07:00

People often ask me, if there was one piece of advice you could give me as a writer, what would it be? Answer: Remember your reader! It is always all about the reader. As you think about to whom you are writing, consider these three important categories:

• Level of Knowledge: What does the reader already know about your topic? How much background information does the reader need to make a decision? Or will the reader pass your information up the chain of command?

• Relationship: What is your connection with the reader? Direct report? Peer? Supervisor? Potential client?

• Personality: What kind of qualities and traits does the reader have? Does your reader prefer facts with ample data or a more informal tone? Does your reader understand and enjoy reading words and phrases such as "interoperable intermodal transport systems"? Or would a simpler style work better?
The more you know about your reader, the easier it is to determine how much and what kind of information to include in anything you write.

Buzzwords That Label You

2010-08-24T12:26:00.000-07:00

Game changer, value-add, it is what it is, interface, circle back. Sound like familiar workplace sayings? Well, according to a Robert Half survey, they have been declared passe. Though the referenced article deals with verbal communication, these overused words slip into our writing as well. Just remember, your key decision maker in your word use is your reader--yes, I know it's you too, but it's really about what words the reader will understand.

The old adage, if in doubt leave it out, holds true when it comes to using slang, jargon or buzzwords.

Email Muzzle

2010-08-10T08:28:00.000-07:00

The Seattle Times ran an interesting piece on Sunday, August 8, 2010 written by Michelle Goodman. She wrote about the issue of swearing in email. You know, it seems that all barriers for civil discourse and behavior have been lowered to the point that whatever someone thinks, they believe they have free rein to express in writing or elsewhere.

Often we have guest speakers present several webinars on these topics--Email: The Liability Trap, Social Media Etiquette, and Avoid Email Snafus. Each of these experts share horror stories about how people's careers and reputations have been destroyed by not heeding common sense. You are fair warned. Remember: If you wouldn't write it to your mother... then don't!

Lean Thinking--Lean Writing

2010-08-07T06:30:00.000-07:00

One of the promises I make in our business-writing workshops is that if you “obey” me—I say this with a wink—I can really save your company money. We have proven our case many times with companies.

My premise is if I can show professionals how to cut writing production time, overall time that it takes to produce a document and get it out the door will be reduced. This lean thinking is based on the lean thinking of manufacturing companies and others.

An interesting article in The Seattle Times writes about how Children’s Hospital is adopting this approach when working with their patients. Take a look. Think about this process the next time you have to write a document of any length.

Avoid Being Defriended, Unfollowed, or Otherwise Ostracized Through Your Social Media Sites

2010-07-28T12:22:00.000-07:00

I seldom endorse my webinars. But this is an exception. Arden Clise is delivering a great, must-listen-to webinar tomorrow, titled: Avoid Being Defriended, Unfollowed, or Otherwise Ostracized Through Your Social Media Sites.

I reviewed the content. You wil not be disapointed. I learned some things I did not know about Soical Media and how we must protect our brand, our reputation. Here's the link if you want to sign up!

Bring your document in for a smooth landing.

2010-07-20T07:05:00.000-07:00

Bring your document in for a smooth landing. With readers not reading, only scanning, your conclusion is important.
A sentence or paragraph at the end of your document is just as crucial as the one that begins it. Your ending can determine what remains in your reader's mind long after he or she has finished reading.

Use your conclusion to build rapport or to state what should happen next. A memorable quote, a discussion of benefits, and a summation of points are all techniques you can use in your conclusion. Just remember: If you restate or emphasize your main points, be certain to add a different twist to your words so your conclusion doesn't sound stilted.
Then try this writer's trick: After adding the conclusion, reread your introduction. Does it still work? The two should work well together to give your documents a smooth finish.

Don't Dwell on Your Draft

2010-07-13T07:38:00.000-07:00

I posted a tweet this morning on this topic but I wanted to write a bit more. One of the biggest time wasters is editing extensively along the way. The better approach is to get a draft down—ugly as it might seem. You might even be frightened that someone would read it! But soldier on. The joy of writing is in the rewriting. That's where the fun is—trying to figure out how to solve the problem of delivering good content to your readers. Consider these tips:

• First, quickly draft a document--just get your words down without too much attention to punctuation, spelling, or grammar rules.

• Next, revise by moving ideas around, adding new details and deleting unnecessary information.

• Finally, polish your document.

I know, I know, waiting to revise is a difficult! But the first draft is for ideas, so you don't want to do anything to stop the flow.

Tone Touch Ups

2010-07-09T06:36:00.000-07:00

Tone in email gets more people in trouble than even the legal boo-boos folks get themselves into. You have all heard it before—but it bears repeating. Without the opportunity to read body language the simplest (in the mind of the writer!), sarcastic or humorous remark can have huge repercussions.

When in doubt—leave it out is a good motto. Ask yourself: Would I actually “say” to someone in person what I have so freely remarked about in email? Common sense, folks, goes a long way to preserving your reputation and that of your organization.

Jargon and Acronyms Can Derail Your Message

2010-06-29T12:10:00.000-07:00

Almost every business-writing expert downplays the use of jargon and acronyms. I am no exception. Overuse wears people out, can be viewed as cliquish, and sometimes obfuscates the issue as writers hide behind letters or phrases.

Think CIA just stands for a governmental agency? Think again, CIA also stands for Culinary Institute of America. FBI? It’s an acronym for a food and beverage organization. NATO refers to a theatre owners’ organization. And, COLA is governmentese for “cost of living adjustment.” An article by the Robert Half company looks at some current acronyms that confuse or bore.

Remember, your reader always determines your word choice.

Take Heed! Danger Ahead

2010-06-22T07:46:00.000-07:00

Well, it’s happened again. Someone with no common sense fired off an email that got him in huge hot water. A school board member decided to wax philosophical on his views on race and intelligence, put them in an email and press "send." I will not repeat his offensive words in this post. We all know that everything is discoverable. What was this guy thinking?

Needless to say, the board has asked him to resign. Can you imagine—He’s “thinking” it over! So again, the lessons learned:

1. Always read your writing aloud.

2. Always ask yourself the question: Would I really say this to someone?

3. Don’t send anything inflammatory, illegal, or sexual in nature.

4. If mad, count to ten.

Any other ideas you have to add to this short list? Our guest expert on email liability later this month will share with you how to keep yourself and your company out of legal trouble.

Too Much Facebook, Too Little Face Time

2010-06-18T07:54:00.000-07:00

The Seattle Times ran an interesting editorial several weeks ago, titled "Too Much Facebook, Too Little Face Time," about the latest issues around technology. I know you’ve heard them all by now, but it posits that technology "threatens to infiltrate our lives to the brink of being too much.” The interesting premise the paper discusses is what does the too-much-screen-time not enough face-time do to personal interactions? And, the natural next question is with everyone emailing and texting everyone, what’s happening to our relationships with colleagues and customers? A response to this came from several of our clients. They said it is wreaking havoc in the workplace—morale issues popping up, non-existent team building, problems simmering, and initiatives delayed.

So in response, my clients are instituting email free days, three-email limit (After that limit, person must pick up the phone or walk down the hall to resolve the issue), scheduled face-to-face meetings, deleting email more than two-weeks old. Some are drastic, some are practical, and others may improve productivity as well as the workplace climate. What are you doing at your work site? We are all looking for answers!

Strategic Writing

2010-05-11T10:11:00.000-07:00

At least once a week a company calls and bemoans that a submitted RFP has gone awry. The company didn’t win the contract, and 90 percent of the time it has nothing to do with the price. Yes, Virginia, it’s all about the writing. Being able to clearly delineate your value proposition for the reader is key.

One of the things I suggest to clients is to be strategic in their writing. What does that mean? Well, in short, it means being certain that your prose answers the client’s concerns. For example, if you receive an email and the prospect writes, “I don’t want to be embarrassed by sloppy service.” You would obviously address that concern right off.

If an email states, “We are concerned about mitigating all risks.” You don’t write, “Well, we’ve been in business sixty years and we can handle all incidents.” It may sound like common sense, but often in our hurry to close the deal, get the gig we forget who’s on the receiving end.

Another tip is to lead with the key idea you want the reader to grasp. Since readers aren’t reading, but skimming and scanning, you’ve got to capture them at the beginning of each paragraph.

Protecting your reputation

2010-05-04T07:43:00.000-07:00

My, my, my. Where’s common sense?! Katie Hoffman’s article, titled “Email Trails” from Bloomberg News this week illustrates the lack of protection writers take when it comes to email. One of my guest webinar speakers last week (She’ll repeat the topic on June 29) talked about all the ways those of us who are not attorneys need to protect ourselves. For example, never use copy written materials in an email; never discuss mergers or acquisitions; never write about your competitors; use the phone for sensitive information; or better yet, walk down the hall!

And you know it’s about protecting your reputation, your company’s reputation, your job, your credibility. Now it’s Goldman Sachs that’s going through the wringer for all the world to see.

So a word of caution, from a wonderful TV series, Hill Street Blues: “People—Be careful out there.”

Being a blogger

2010-04-27T07:57:00.000-07:00

I don’t know about you but I sometimes struggle with writing a blog. I agonize over what would be interesting for you to read. What is it that you really care about? How can I add value so that you can be successful? Therefore, I haven’t written in a couple of weeks. I just finished the fifth edition of Business Writing That Counts! It’s like writing your master’s thesis five times! I have added content on social media that you might find interesting. So, here are some things from my book to consider for your blogging:

1. Who is your reader? Knowing the reader will help you target your message. Who really cares about what you have to say?

2. Think about your end goal. What do you want as an outcome of your weekly missives? More business? More recognition?

3. What is your voice? How will people feel when they read your word? Uplifted? Motivated to move forward? Pleased?

4. What is your core message? Mine is about helping others be more effective communicators so that they can reach their professional goals. What about yours?

Jobs of the Future

2010-04-13T14:57:00.000-07:00

It's been stated that the new generation of workers will have as many as 14 jobs before they turn 38! And the biggest employer? YOU! Opening your own business will become more of reality than ever before. So what will you need? Adaptability. Creativity. Leadership. And, tah dah—here it comes—writing skills.

Check out this video. Sign up for a class and take your writing skills to the next level so you’re prepared.

Get more sales

2010-04-07T06:49:00.000-07:00

Get sales, get more sales is the mantra running around in our brains. Finding prospects, closing prospects, gaining recognition as a leader in your field is the constant drumbeat. And, we all know how hard that is when we can't even get folks to return a phone call or respond to our email!

I have mentioned several times that the goal of my blog is to provide you with resources, and content to help your written communications hit the mark.

Nancy Wagner is our webinar guest and will present a webinar on email marketing that might assist you. It's titled: Email Marketing: How to Keep it Lively, Keep it Personal, and Increase Sales.

Check it out.

The Blackberry Rosary

2010-04-02T07:07:00.000-07:00

During a recent meeting my client, the CEO of a manufacturing company, was speaking to her executive team about the importance of establishing email protocol—one of my favorite topics. Among the ten people in the room, two were on their Blackberries! By the way, folks are calling this activity, doing the Blackberry rosary. You get the picture—just conjure up those thumbs moving quickly with head bowed.

Not only was the activity incredibly rude, but research is conclusive that you just can’t do two things at once, unless you’re chewing gum and rubbing your tummy. Joe Robinson’s article, Email is Making You Stupid, on Entrepreneur.com makes the case. Robinson asserts the lack of attention to a project because of multi-tasking is taking a hit on productivity. Workers are not focused on any one thing. In the case above, not paying attention to what the CEO was discussing can have implications further down the line—like losing your job!
And just a funny sidebar: The Wall Street Journal this morning ran an article about the availability of a new app so that you can say the rosary on your iPhone!

Starting Your Business Blog

2010-03-30T06:18:00.000-07:00

Those of you who are dipping your toe into the world of blogging might find an article by Denise Wakeman very helpful. She provides ten steps to starting your business blog. The key, and I heartily concur, is to really think through why you are even "going there." Yes, yes, they all say, "It's no big deal; you can pound something out in an hour." However, to write well and deliver a compelling message takes time.

When blogging first entered the scene, I wrote in my book, “Bloggers were naval gazers.” Boy was I wrong! Done well it is a way to connect with fans, consumers, prospects—just about anybody who is interested in your topic. Brian Clark, publisher of Copyblogger.com has ideas on how to create your core message. This is another key ingredient. You need to answer the question: What do you want your readers to learn by reading your blog?

My blog’s goal is to provide you with resources that can improve your written communications and to comment on where I see the art of writing going and evolving. I do hope you will follow along.

Resources for you!

2010-03-26T10:26:00.000-07:00

Those of you who own a business live with a myriad of challenges—from daily tedium to the big issue of connecting with your customers. And guess what? Much of that connection occurs through writing! Consider reviewing your current marketing messages. Think about your e-blasts, your business cards, your capability statements, your conference leave-behinds, your web site, etc.

Make certain all your content is reader-focused with benefits showcased, not your features. I offer you several resources. Nancy Wagner is presenting a webinar on email marketing http://bit.ly/b93zFL
that might assist you.

If you do sales presentations or training, Susan Stoen is the PowerPoint guru http://bit.ly/b93zFL.

Any way that you can get your message to your customer so the customer makes the decision you wish is a good thing.

Digital Obsessions

2010-03-16T08:36:00.000-07:00

I speak to thousands of people each year on email communication or the lack thereof. And the question that always comes up is how do we stop the madness?! How do we stop the tsunami of missives flooding our inboxes, our Blackberries, our lives?!

Answers? Several software companies have developed productivity metrics to try to measure what’s going on. Some companies have called for email-free hours or days. Some folks are dropping out of Facebook and Twitter. Others say that any email older than two weeks is just deleted. We really are at our wit’s end.

Check out this interesting article in Pacific Northwest magazine, “Missed Connections," http://seattletimes.nwsource.com/html/pacificnw/ written by Tyron Beason. He tells a tale we are all waking up to—people are disconnecting with all this technology. We are isolating ourselves on this techno-island and reaching out only through the computer—not live; not real time.

I believe the lack of civility invading our society can be partially linked back to this phenomenon. Poor or non-existent manners, slovenly dress (Casual Fridays, flip-flops—Please!) (http://o.seattletimes.nwsource.com/html/opinion/2011049819_harrop12.html) , an informality that borders on rudeness—normal behavioral conventions seem to have been stripped away.

What say you?

Feedback is the breakfast of champions!

2010-03-09T06:42:00.000-08:00

I reminded once again of the importance of feedback as I rewrite my book, Business Writing That Counts! for the fifth time! It is literally impossible to see your own writing with fresh eyes and ears .
Having a writing buddy who can review your important docs is so essential. You need brutal honesty--not suger coating. And, it’s not just about the punctuation and grammar errors but also the content. Ask him or her: Does it logically flow? Do you know what I’m talking about? Do you know what to do with this message? How is my tone? Is it so boring you are drooling on the monitor?

Are there other questions that you think are important? What does the feedback loop look like in your company?

Email: A frontier where no one wants to go!

2010-03-01T07:53:00.000-08:00

My clients are besides themselves—not just with the writing errors that can land their companies in big trouble, but with the massive amounts of emails in their Inboxes. The volume is increasing by 60 percent each year, so says Joe Robinson in his recent Entrepreneur.com article. People are throwing up their hands in surrender. They just won’t “go there” any more.

I know you hate to hear my harangue one more time, but if protocols are established (see webinar) within a business, some of this craziness goes away. Note: Inbox overflow and interruptions lead to productivity losses of 2.1 hours a day. Check out my protocol survey. Maybe it can get you started.

I Judge You When You Use Poor Grammar

2010-02-16T08:07:00.000-08:00

In Sharon Nichols’ book, I Judge You When You Use Poor Grammar, she has hilarious examples of poor spelling, punctuation, and grammar usage. Here’s a cute one—a sign stated “Driveway No Parking Aloud.” Do you love it?! How “loud” would that parking be?

Examples of poor punctuation abound. Here’s sign for you: “Don’t t Drink and Drive.” Or how about this one: “Business,s open as usual.” Don’t you want to scream?!
But, this sign takes the cake: “Village of Crestwood: English is our language. No excetions; learn it.” Sigh. Send me some examples; I would love to post them!

Does your business ban social media?

2010-02-11T17:03:00.000-08:00

# You might enjoy this video clip (click on #) on social media. A brief look at pros and cons of using this tool at work.

All aTwitter!

2010-02-10T09:57:00.000-08:00

Quick: What do these three people have in common? The Pope, Bill Gates, and Oprah! Answer: They all use Twitter.

I have written before (See 9/28/09) about this interesting social media tool. Some say the jury is still out as to whether Twitter is a fad or really a new way of communicating. We have all observed how remarkable events have unfolded with this device. The earthquake in Haiti is just one example. An educational forum in Colorado is another.

I use it to send weekly writing tips: TWIPS. I do think a discussion with your team is crucial in determining how you will utilize it. Marketing? Selling? Advice? Factoids? News? Education?
Ragan.com had an interesting article on twitter you might enjoy. Titled: Twitter’s 10 Commandments by John Saddington.
So, how are you using Twitter as part of your business practices?

Death by PowerPoint

2010-01-28T09:36:00.000-08:00

I was at our state's capitol this week learning about the ins and outs of my role as a community college trustee. Let me tell you--though the information was terrific, the PowerPoint slides made me weep. Volumious paragraphs, tiny numbers on graphs and charts, twenty lines of text, long sentences, no graphics, and boring headers. Need I say more?

Do presenters really think people can read their content and understand? And, at a 100 feet!? Susan Stoen is the guru of PowerPoint. Take a gander at her interesting article on this subject on my Resources tab on our website.
She is also doing a webinar for us in February.

She can help you land the sale or promotion, persuade the powers-that-be to your point of view, or prevent people from nodding off during your presentation. Good luck!

The Perfect Storm

2010-01-13T07:40:00.000-08:00

I’ve written about Teresa Romaneschi before (See my July posting). Teresa is one of our writing coaches who works exclusively with non-native English speakers.

Teresa alerted me to this website (Hint: Start at 6:00 of the report.). The video presentation is stunning as it outlines the shifting demographics in our workplace. The economic repercussions nationally and globally is startling. One factoid: Over half of our future population will come from immigration.

Assisting your high potential employees to achieve success is an imperative. Check out Teresa’s webinar for us next week on this topic. Once you're at the calendar, click on January 20 to register.