Take Me to Your Leader (Newsboys album) (Photo credit: Wikipedia)

No matter your position or title, you can write like a leader–so your emails, reports, speeches, presentations, etc. become appreciated, admired and welcomed by the entire organization. Here are a few tips for writing like a leader:

1. Address issues proactively and clearly. Never shy away from something that needs to be brought to light–write professionally about it. When writing, it’s easy to limit the conversation to only what you, the writer, wants to discuss. This, however, breeds mistrust and poor engagement. When addressing important (or touchy) issues, you don’t need to be brash or confrontational, simply recognize them, state some possible solutions and ask your readers about their thoughts.
2. Motivate others with encouragement and appreciation. All employees–no matter their position–want to be recognized for their talents, hard work and the challenges they deal with on a daily basis. Make sure that every piece of writing that comes off your desk includes a note of thanks for a past project and encouragement for the upcoming tasks.
3. Write sincerely. In a business environment, employees get to know the writer’s personality by their writing’s style and tone. Your writing should represent who you are and what kind of leader you are. To do this, keep your writing professional and organized, and infused with your signature humor, energy, reflectiveness, thoughtfulness, etc.
4. Articulate your vision. Leadership guides the organization in reaching its goals. Write like a leader by clearly explaining why and how specific tasks fit into the big picture. For example, when giving a presentation on product’s update, explain exactly why the product benefits from the changes, how this helps you reach target markets and reach long-term organizational goals. This can (and often should) be concise, but speaks volumes about your knowledge and drive.

How do you infuse leadership into your writing? Is anything missing from this list?

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The most valuable of all talents is that of never using two words when one will do.

–Thomas Jefferson

I.e. and e.g. are, however, easy to mistake for one another and use incorrectly. Do you know the difference?

• The abbreviation i.e. derives from the Latin phrase id est, meaning that is or in other words.
• E.g. derives from exempli gratia, meaning for example.

3 rules to keep in mind: (1) When writing, American English prefers the use of a comma after the abbreviation, while British English does not. (2) These abbreviations are usually enclosed within parentheses, since they denote a secondary clause. (3) Since these Latin abbreviations have become common English phrases, there’s no need to italicize them. Take a look at these examples:

• The updated filtration system removes more particulate matter (e.g., dust, smoke, pollen, animal dander) than any other model currently available.
• GreenClean 1900 (i.e., the air filter developed in 2011) removes more particulate matter than any other model currently available.

Now it’s your turn. Determine the right abbreviation for these sentences: 

• Going beyond the Golden Rule (___, do unto others as you would have them do unto you), inter-cultural competency training teaches employees to learn how the other person wants to be treated, and treat them accordingly.
• Our department prefers more frequent, informal engagement initiatives (___, lunchtime book discussions, question-and-answer sessions over coffee, afternoon walk club) over weekend retreats.

How do you remember the difference between i.e. and e.g.? What other abbreviations or words do you frequently confuse with one another?

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http://artpetty.com/2010/12/20/smiles-sales-and-leadership/

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!

]]> http://betterwritinginbusiness.com/2012/04/26/correcting-kindly/feed/ 1 gracemyerswrites Smiles and Leadership http://betterwritinginbusiness.com/2012/04/24/hiring-a-writer-5-red-flags-to-watch-out-for/ http://betterwritinginbusiness.com/2012/04/24/hiring-a-writer-5-red-flags-to-watch-out-for/#comments Tue, 24 Apr 2012 13:45:23 +0000 gracemyerswrites http://betterwritinginbusiness.com/?p=1348 Continue reading →]]> 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!

• 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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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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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?

Communication (Photo credit: P Shanks)

Business writing needs to be clear. Confusing writing causes miscommunication and keeps everyone from reaching their targets. In essence, unclear writing slows productivity.

I’m privileged to work with talented clients on diverse and interesting projects. When beginning a project, I like to ask the client lots of different questions about their goals and audiences. Next, I ask some specific questions to understand how to create crystal-clear copy that will deliver the message straight away.

Here are a few of the questions I ask my clients. When working on a new project, take the time to think through these questions and map out the answers. I promise they’ll help you craft a clearer final product that has a greater impact!

1. How will you/I/we know the writing project succeeded? How will we know we’ve achieved our goal? Consider long-term and broad indications that the project reached its goals. These may  include generating discussion or excitement, prompting someone to think differently about a specific topic or solidifying knowledge and processes into writing. 
2. Is there a specific event or reaction that would tell us that this writing is successful? Consider exactly how you’ll learn that you achieved your goals; think of specific events. For example, if you’re writing a blog post, a reader’s comment tells you it’s successful. If you’re writing a large presentation about the importance of work-life balance, someone telling you afterwards that they implemented a few of your tips is a clear sign that you were successful.
3. What do you want your readers to do or think or feel immediately after reading this project? Consider what your audience (or audiences) knows and feels now, and the type or reactions you want to elicit. For example, you may want the annual report you’re writing to inspire confidence in your organization and optimism for the future.

These questions delve into the desired outcomes of the writing, giving you a better understanding of your overall goals. Armed with the answers to these questions, you’ll be better prepared to package and organize the information clearly and eloquently.

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