08

May

Write like a Leader

Business writing can be either clear and effective, or not. Once you have the skills to write clearly and effectively, how can you distinguish yourself further? How can you write like a leader?

Take Me to Your Leader (Newsboys album)

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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19 days ago Short URL Comments

Business Writing

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26

Apr

Correcting Kindly

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!

31 days ago Short URL 1 Comment

Business Writing

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12

Apr

Questions to Ask for Clearer Writing

Communication

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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45 days ago Short URL Comments

Business Writing

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03

Apr

Long or Short Emails? Part 2

In Part 1, I wrote why it’s a good idea to write emails the way the recipient prefers to read them. By doing this, you show tremendous consideration for them and their time and also improve productivity.

Yet, the are many times when you need to write an email to a group of people with different preferences. In this case, it’s very useful to tailor your email message to accommodate all types of readers — including those that prefer in-depth and brief descriptions. I believe this should be standard practice when writing emails to a large group — all of whom read and absorb information in very different ways.

To do this, begin the email with your central message and expectations. Consider this your “blurb” that effectively addresses the issue quickly and concisely. Make sure this addresses any specifics, such as deadlines. Next, write the details of the project indicating that these can be read at their leisure or used as reference. It’s that simple. You may want to give these sections titles or bold the “blurb” section, but this completely up to your preference.

Take a look at this example:

Hi team,

PRESSING INFORMATION: Submit your numbers from last quarter to me on Friday, no later than 2 pm.

I’ll review how well our team performed. Next week, I’ll ask for your input on the new script’s effectiveness. Then, we’ll make any needed revisions and finalize a killer script.

BACKGROUND INFORMATION: Corporate created this new script to appeal to a wider market, especially younger technicians in medical device industries. Pay close attention to how effective your sales calls have been using the new script. For example, does the conversation feel forced? Do you wish you could change a few phrases? How could the conversations’ tone be improved, especially when dealing with medical device companies?

As a team, we’ll submit our feedback and ideas for improvement to corporate by the end of next quarter. It’s important that we discuss our ideas with one another and learn how everyone feels. We will hold a few brain-storming sessions and I welcome individual feedback via email as well. Watch out for invitations to the brain-storming sessions.

Your input is vital to improving the way we talk to potential clients — and improving our performance.

Thanks,

Carol 

Readers who prefer short, deadline-orientated messages will only read the “pressing information” section, then read the “background information” section when they have more time. Readers who like to know the details surrounding the tasks you’re asking them to do will read both sections. All of your readers will be able to quickly read and absorb the information, and quickly get things done.

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54 days ago Short URL Comments

Writing/Business Writing

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27

Mar

Long or Short Emails? Part 1

Last week, I posted a poll asking if you prefer long, detailed emails or short, easy-to-read ones. As you would expect, the results were widely varied, with only one more person preferring to receive long, detailed emails over more concise ones.

email envelope

What does this mean? First of all, everyone reads and absorbs information differently, so it makes sense that we all prefer to receive different types of emails.

In essence, you should write with the recipient’s preferences in mind. When you tailor messages for them, they will understand your messages more quickly and, therefore, are more likely to act on them and contribute more effectively.

The first step in doing this is learning your audience, or learning what kind of email they like receiving. If you communicate with certain people people regularly via email simply ask them what’s most convenient for them — a thorough description of all information or simply the “gist” of the project?

When you receive feedback from your colleagues, keep a running list of their preferences. For example, I keep a small note on my computer’s dashboard with clients and co-workers’ preferences, such as:

  • Katherine — Big picture only
  • Jay — Bullet points of all information
  • Meg — Detailed description of all aspects of project
  • Max — Big picture only; set up time to talk on phone to discuss more in-depth information

When I start an email, I simply check to see if the recipient’s name is on the list. If it is, I tailor my message to them accordingly. If not, I write a clear message that accommodates all preferences and, if I know I’ll be communicating via email frequently, I ask them what kind of emails they prefer to receive in the “P.S.”

This may seem like lots of work at first, but by writing emails the way that they prefer to read them shows tremendous consideration and respect for their time. Not only that, it helps get things done faster.

Look out for Part 2 of “Long or Short Emails?” where I share how to write an email that accommodates all preferences — a skill that will help you get things done more quickly when collaborating with lots of people, all of whom read email differently.

61 days ago Short URL 2 Comments

Business Writing

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06

Mar

Poll: New Ideas

Literary writer, Anais Nin, once said, “My ideas usually come not at my desk writing but in the midst of living.”

Ideas for business writing can come about in the same way. Sometimes you think of great ideas while working on another project, taking a break or when you’re outside of the office all together. Other times, however, sitting down and writing is the best way to develop and test new strategies, concepts, topics or ideas.

Pursuing fresh ideas is vital for producing engaging and vibrant writing, whether a novel, email or power point presentation. Do you find yourself thinking up new ideas outside work? Or are you struck by them while writing?

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81 days ago Short URL Comments

Writing

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01

Mar

5 Ways to Jump-Start Creativity

Unlike other skills — such as organization or logical thinking — creativity comes and goes. Sometimes, you’re brain seems to be firing off one great idea after another. Other times, however, you’re stuck.

This may be the reality, but there’s lots you can do to enhance and grow your creativity — and even eliminate the “ruts.” All jobs require creative thinking and writing, from marketing tasks to entrepreneurial strategies, to coming up with dynamic and fresh ways to present information.

With a few simple strategies, you can get your creative juices flowing:

1. Benchmark new sources.

When benchmarking a current or upcoming project, try to find new and interesting sources. Instead of looking at similar projects, businesses or companies that correspond well to yours, challenge yourself to research many projects that differ greatly.

For example, if you’re examining creative ways to improve your business-to-business internet marketing campaign, look at business-to-business examples in highly different companies, business-to-consumer examples, and examples in the military, non-profit and higher education sectors. You may be surprised to find useful techniques when benchmarking these sources.

2. Follow interesting people in your field (and a few who aren’t).

When you follow people with creative perspectives on your work — through their books, blogs and twitter feeds — you benefit from a consistent stream of new ideas. Follow people who are outside your field to stretch your mind and challenge yourself to think about different issues.

3. Arrange informal meetings with creative people.

We all know (and admire) creative people. Nurture your relationships with them by asking for their valuable input on your current projects. Ask someone creative out to lunch to discuss their projects, new strategies and bounce ideas off one another. Collaboration, in any form, breeds creativity.

4. Vary your tasks as much as possible.

Don’t allow yourself to act or think monotonously. Instead, vary tasks as much as possible. When you find yourself becoming “stuck” on one project or tasks, switch to a different one. This will help you stay mentally active and more open to new ideas.

5. Clear your head.

Take the time to step back from your projects to exercise, socialize or learn about something entirely new. This is one of the best ways to refresh creative thinking.

Some people find that more frequent, shorter breaks help jump-start their creativity. I’m one of those people, so the pomodoro technique — where one works for 25 minutes, then takes a 5 minute break — works very well for me. Others prefer to work continuously for a longer period of time and take fewer, longer breaks. No matter what you prefer, try to set a time or use software that reminds you to take regular breaks and clear your head.

How about you? Do you have any other tips for getting out of a creative rut? Are there other ways to enhance your creativity?

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87 days ago Short URL Comments

Writing

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02

Feb

How to Understand your Audience Better

Business writing projects often fail because they are notAudience written for the intended audience. When writers only consider their perspective, the final product confuses the readers and falls flat.

When writers do take the time to understand their audience, the final product informs, persuades and engages with great impact.

All business writers should take the time to examine who exactly they are writing to in order to be effective. This is especially true when writing web copy, reports, training materials, speeches and presentations. Consider these simple steps to understand your audiences better — and get the results you want out of your writing:

1. Articulate the audience’s major characteristics

Write down this group’s general perspective and responsibilities. If you are writing a speech to your business’ human resources team, clearly explain how their work fits in with the speech’s topic and why it is valued. Also, consider their basic assumptions that they have that will influence how they read your writing. For example, if you are writing a brochure to promote employee engagement and development, you’ll want to directly address – and overturn – the assumption that lateral career moves are not helpful for progression.

2. Articulate the central things that the audience wants

What does the audience hope to receive from the project? How would the project best help them achieve their long-term goals? Seriously consider how your writing can help them achieve something they want.  For example if you are writing a presentation that details how the business can sell more effectively to Asian markets, clearly explain why this group benefits from this, and how it will help them reach their larger goal of success.

When you take the time to consider these questions, you’ll learn more about your audience and write to them more effectively. You’ll prevent confusion and unclear messages, while also making a direct impact. In the end, you’ll get the biggest “bang” out of your hard work.

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115 days ago Short URL 1 Comment

Business Writing/Writing

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30

Dec

What did you read over the Holidays?

The Holidays are a great time to catch up on the books you’ve been meaning to get around to for some time. I love the opportunity to read for hours during this time — and enjoyed reading a few amazing books!

1. Buddha in the Attic, by Julie Otsuka

The author of When the Emperor was Divine created another beautifully spare portrait of Japanese American women, and truly one of the best novels of the year. Otsuka describes young women who come over from Japan to San Francisco as ‘picture brides’ in the early twentieth century. Traveling across the Pacific, they exchange photos of their husbands waiting for them. Once they arrive, they are faced with arduous work as maids or farmers, and struggle to learn a new language and culture. They have children and raise them as World War II descends — and are quietly forced into internment camps.

Otsuka’s uniquely poetic and minimalistic writing makes Buddha in the Attic difficult to put down. The women’s voices are collected as one, yet somehow each individual shines through. For example, “Some of us on the boat were from Kyoto, and were delicate and fair, and had lived our entire lives in darkened rooms at the back of the house. Some of us were from Nara, and prayed to our ancestors three times a day, and swore we could still hear the temple bells ringing.” It’s a quiet and understated novel, but it’s force is stunning.

2. How Full is Your Bucket?,  by Tom Rath and Donald Clifton, Ph.D.

I’m very glad that I finally read this important book. The central concept is highly intuitive (or even obvious): positive interactions make you feel better, while negative ones are draining. The detailed research go beyond this to illustrate how and why negativity is so damaging to our productivity, health, relationships and energy. At work, we are often faced with hours and hours of criticism and a lack of recognition — and this unthoughtful environment destroys our desire to work our hardest, innovate new ideas and commit to success. Rath and Clifton estimate that employee disengagement costs the U.S. economy $250 – 300 billion every year.

True to their philosophy, Rath and Clifton don’t let this bring them down. Instead, they focus on the positive and detail many practical ways to build healthier relationships and more satisfying work. I was struck by how this slim and quick-to-read book’s simple message has such tremendous implications for building a more enjoyable work life, more energetic employees and stronger relationships.

3. Off Balance, by Matthew Kelly

Kelly takes on the “work-life balance” myth head on in Off Balance, arguing instead that what we really want is personal and professional satisfaction, not necessarily “balance.” Just like tackling a major project, we need to approach our lives carefully and apply some sort of strategy to achieve all that we want to.We need to put a few guidelines in place to be the “best version of ourselves.”

Off Balance includes many simple, practical ways to learn what you value most. We can’t “have it all,” but we can have the things we want most — and approach these aspects of our lives with energy, enthusiasm and our best efforts. Kelly also challenges us to take the “time management” philosophy to the next level: energy management. By managing our “battery,” we’ll have the energy to devote to the things we really love, and feel fully satisfied in our personal and professional lives. I highly recommend this book for it’s practical strategies to achieve a more satisfying life, but it’s not really intended for someone who’s struggling to decide which career path is best or wanting to make a large change in their personal life. It’s best for someone who’s on the right path, but wants to make small changes to make the most of it.

After reading Off Balance and How Full is Your Bucket?, I’m struck by how these “business” books apply so poignantly to personal relationships. They intentionally blur the boundaries of personal and professional, arguing that the you need the same skills and passion to succeed in either. It’s fascinating.

How about you? What did you read over the Holidays? Anything you’d recommend?

149 days ago Short URL Comments

Uncategorized

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06

Dec

Internal Blog Topic Ideas

Whether you just began an internal blog or have been blogging for years, constantly coming up with new ideas for posts can be challenging and time-consuming. This can be painfully true for internal blogs, where it’s very easy to say the same thing over and over (and bore your readers in the process).

I’ve found a simple solution for this problem – organizing topic ideas into categories. Once you’ve mapped out the categories, you can add ideas for specific posts that fall under that category. The categories can be topics, such as “health benefits” or “career development.” There can also be posts that illustrate specific things your company or department offers. Take a look at these examples:

  1.  Resource Showcase: Highlight one resource that your business or department offers so the reader knows exactly how it benefits them and how to access this resource.
  2. Employee or Leader Profile: Interview an employee or leader to share their story, accomplishments and experiences.
  3. Customer or Client Profile: Remind your employees what it’s all about by showcasing a happy customer or client’s experience with your product or services.
  4. Reading Lists: Suggest books, articles or blogs that may interest your readers. You can post a reviews, ask readers for their reactions or promote outside resources for learning.
  5. Motivational Showcase: Challenge and inspire your readers to tackle goals by adding short, impacting posts with quotes, photos or tips.
  6. Event Showcase: Include photos and feedback from important seminars, conferences or classes. This will sustain the energy created at the event, as well as promote more attendance at the next one.

This list has only a few ideas – there are infinite possibilities. By creating these new categories and deciding on how frequently they will be published (I suggest one or two times per month for each category), you’ll be well on your way to a dynamic internal blog.

173 days ago Short URL 1 Comment

Business Writing/Writing

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