Monthly Archives: April 2012

Correcting Kindly

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We all make mistakes when writing. Sometimes these mistakes even make their way into final publications, presentations, blog posts or emails. When you find an error in a colleague’s writing project, treat them the way you would  like to be treated by correcting them kindly. The writing will improve, as will your relationship!

Here are a few simple tips for pointing out mistakes with kindness:

  1. If the writing can be updated (such as with a blog post or powerpoint presentation), tell the writer about the mistake as quickly as possible, so they avoid public embarrassment. If the writing can’t be updated (such as a printed brochure), tell the writer to keep the change in mind for future printings.
  2. Approach the writer privately, either in person or via email, never through a public message board.
  3. Describe everything that the writer got right in detail. For example, describe how the presentation inspired you to do something new or how you appreciate the blog’s creativity.
  4. Be specific when pointing out the error.
  5. Acknowledge their efforts in writing the document.

All of these steps help maintain the writer’s self-esteem, fix an error and–most importantly–bolster your professional relationship with a kind, sincere discussion.

Here’s an example of a kind correction:

Subject: Lone mistake in “Innovating Production” presentation

Hi Chris,

Congratulations on a wonderful presentation! The entire group was impressed by how you organized the issue so intuitively and gave us lots of practical tips for improving–and rewarding–innovative performance. I want to point out a typo I found on slide 10: aberrant is misspelled. “We must encourage abberant thinking and experimentation” should read, “We must encourage aberrant thinking and experimentation.” 

A super small mistake! Congrats, again, on this success–your hard work paid off. We’re looking forward to learning more from you in future presentations.

Cheers,

Kathleen

Do you have any examples of a kind correction? Do you associates correct mistakes kindly? I’d love other examples, so please pass along your experiences!

Hiring a Writer: 5 Red Flags to Watch Out for

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Hiring an outside writer helps you get important projects done better and faster than if you do them by yourself. A great writer is a smart investment. Sometimes, however, a writer won’t put in the time to get to know your business or your goals for a project, leading to sub-par writing. Ensure this doesn’t happen to you by watching out for these red flags:

1. The writer assumes they know everything. When you are approaching a writer about a potential project, they should ask many, many questions and listen carefully to your responses. When a writer acts as if they know everything or interrupts your responses, they probably won’t have a good idea of your business’ culture or the project’s goals.

2. The writer insists that nothing’s a problem. If a writer tells you, “Oh that’s no problem” or  “That’s easy,” you should be a bit wary. Writing is hard work and takes time, and producing a quality product should be their top priority, not getting everything to you in the next ten minutes. To make sure they take quality seriously, ask them how they’ll work on each aspect of the project specifically.

3. The writer is only interested in showing you their writing samples. Writers who are more interested in showing you their writing samples than hearing about your project won’t produce the results you need. Look for a writer with experience — and the writing samples to prove it — whose main concern is learning about every aspect of your business, project and how to exceed your expectations.

4. The writer isn’t interested in forming a relationship. Look for a writer who is interested in building a long-term relationship with you and meeting you in person as frequently as possible. When you hire a writer with a genuine interest in your business’s goals, they will provide invaluable resource many other writing projects.

5. The writer insists they’ve done lots of projects exactly like yours. All writing projects are unique — and any writer that you hire should want to craft the perfect document to suit your specific needs. A writer should describe similar projects they’ve completed, but if they seem to think “been there, done that,” your best bet is to move onto another writer.

In essence, the best business writers are those that take the time to get to know you and what you want from the writing. Best of luck!

Apps for More Productive Writing

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I’ve been trying out a few writing apps lately and have come across a few great ones worth sharing!

  • Write Space provides a blank screen to write free of any other distractions. This Google Chrome app has the option of using a dark background, which makes it easier on your eyes to write for long periods of time.

    Write Space

  • Just Write also offers a clean, minimalistic space to get your writing done. Like Write Space, it has a full-screen mode that allows you to focus solely on getting everything written down. Best of all, these two apps have similar capabilities of other apps at no cost.

    Just Write

  • Writing every single day is one of the best habits for business writers. Yet, with all the work that needs to be done, this is incredibly difficult. The Google Chrome app Write Reminderhelps you do just this by challenging you to write at least 750 words every day. This tool has great potential for business writers and leaders to journal their ideas, thoughts about projects and practice writing skills every day. It can be completely spontaneous or structured, private or shared with all your colleagues. It makes writing a fun project that you look forward to.

    Write Reminder -- 750 Words

  • I Write Like won’t help you be more productive, but it is a fun app to share with your colleagues. Just paste in a few paragraphs of your writing to find out which famous author you write like, based on your word choice and writing style. It’s fun to see who your friends and colleagues write like — and learn who you write like. I never thought that I wrote like H.P. Lovecraft, but after using this app and reading one of his short stories, I’m happy to say it’s very accurate!

    I Write Like

  • Your Next Readis quickly becoming my new favorite app. By creating a list of books and authors you enjoy, you receive great recommendations quickly. This makes picking out a new book much less daunting, and you’re much more likely to find a great read — or a long list! I especially like how the recommendations span all genres, including professional, fiction and non-fiction.

    Your Next Read

    These are a few of my current favorites. I’m sure I’ve missed many. What do you use? What are some of your favorite apps for writing or reading?

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Benefits of Ezines for Your Business

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Infographic on how Social Media are being used...

Infographic on how Social Media are being used, and how everything is changed by them. (Photo credit: Wikipedia)

We all know how important internet marketing is for business growth — and how complicated it can be. With so many platforms, strategies and social media outlets, it can be difficult to determine what’s best for your business.

The ezine is one method of internet marketing that should not be overlooked — it’s simple, inexpensive and a highly professional way to fortify relationships online.

What are Ezines?

Ezines are newsletters or messages emailed to a group of people who have opted to receive them. There are many formats, including email and PDF, and many ezine services for distribution. Some businesses send ezines every day, while others send them once a month or once a quarter.

With these short, simple messages, your business can offer insightful and valuable information to prospective clients. You highlight your expertise, how you’ve helped other clients and the benefits of working with you.

What are the Benefits of Ezines?

  • When you market with ezines, your business will be on the top of your clients’ minds. In essence, sending an ezine gives your business free publicity.
  • Unlike other internet marketing platforms, ezines are highly professional and well-suited for B2B marketing. They can also be used to sustain interest from Facebook, Twitter, Pinterest and other social media sites.
  • Past customers, clients and prospective clients appreciate reading your thoughtful ideas and learning from your experience. Ezines aren’t advertisements, so recipients are more likely to read them as they arrive in their inbox.
  • An ezine is the perfect platform to strengthen professional relationships. Your readers will come to know your business closely and even come to think of you as a trusted authority in your niche subject.
  • Ezines produce long-term results. Clients interested in your products or services who may not be able to purchase them right away can opt to receive your ezine. Your messages remind them of your business over a long period of time. Once they’re ready to purchase, they’ll turn to you right away.

Creating a strategic, polished ezine for your business will generate growth and build your online presence! Make sure that ezines are an element of your business’ internet marketing campaign. Remember, however, that crafting well-structured and effective copy for your ezine is difficult, so enlist an expert for content strategy and writing help, especially when just starting out.

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Some Email Mistakes

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Mistake

Here are a few email errors to make you smile!

~ A business friend wrote, “I enjoyed working with you and Mr. _____ on this project.” She forgot to enter our partner’s last name into the message.

~ A colleague recently asked me to ignore his previous email when his mass-communication included all his clients’ contact information. He simply entered their addresses into the “To” line instead of the “BCC” line to respect their privacy.

~ A client closed an email saying, “Hope you and your finance are doing well!” He meant to write “fiancé” instead of “finance.” Or he could have intended to write “finances.”

~ I wrote “I’ll look the presentation over one final time to check for any tpyos” to a client. I misspelled “typo” accidentally. Thankfully, we laughed about it afterwards.

We all see many email gaffes — and are even guilty of quite a few! I certainly have made my share of mistakes. Have you made any email errors? How do you prevent from sending emails with mistakes?