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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24

Apr

Hiring a Writer: 5 Red Flags to Watch Out for

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!

33 days ago Short URL Comments

Business Writing

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18

Apr

Benefits of Ezines for Your Business

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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38 days ago Short URL Comments

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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12

Mar

Procrastination

Procrastination

Procrastination (Photo credit: MrSchuReads)

We all procrastinate. Creative and business writers, along with other professionals, all do this, even though we need to get things done. There’s a constant struggle between procrastination and productivity, no matter what type of work or writing you’re completing.

Why do we procrastinate? What keeps us from getting things done so we can enjoy the end result and our free time?

When it comes to business writing, I find there are three major reasons why we avoid the work:

  1. We’re waiting for the “right” motivation or the “perfect” mood to strike.
    We all have experienced times when we were “in the zone” and the work seemed to flow more easily. It’s understandable to want that feeling when you have a deadline looming. Yet, this can be paralyzing and prevent you from doing any work or writing. When this happens, set a timer for 10 – 15 minutes and force yourself to write something, despite your imperfect mood. When this is over, reward yourself with a short walk or cup of coffee. Then, do it again. Eventually, you’ll be less concerned with getting “in the zone,” and more concerned with writing.
  2. We demand perfectionism, even at the cost of productivity.
    Having high standards is a good thing, but letting them deter you from working isn’t. This type of perfectionism prevents writers from finishing a sentence because every letter isn’t up to their impossibly high expectations. In these situations, I think it helps to reflect on what you really want from the project. Perhaps, you want to produce an innovative way of presenting tired information or create a blog that empowers your employees. Focus on that and trust that you’ll get there, but only after you complete your first draft.
  3. We’re daunted by scope or demands of the task.
    Often, writing projects are simply overwhelming for writers. When faced with a difficult or large assignment, take the time to break it down and create a plan of attack. If you’re still procrastinating afterwards, think about what exactly intimidates you. Is it the size of the project? The amount of time you have to complete it? The pressure to succeed? Once you recognize this, you can take steps to improve your situation, such as delegating.

While there are many more specific reasons for procrastinating, I think most business writing-related procrastination falls under these categories. No matter why you procrastinate, it’s important to remember that writing is difficult. It’s challenging and you can only rely on yourself to get it done. Remind yourself that this is normal, take a deep breath — and get back at it!

What are your strategies for busting procrastination? Do you have any tips for preventing it?

76 days ago Short URL 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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