Tag Archives: writing

Writing Business Emails

Posted on April 2011 | Leave a comment

Writing business emails is an everyday occurrence. Most of us tap out an email without a second thought. But, after seeing some of the emails I receive, maybe they deserve a second thought.

Bad grammar and nonsensical sentence structure inundate emails. I seriously wonder if some of these folks run spell check, much less take a glance at what they’ve written.

It all gets down to paying attention. Sure, it takes an extra moment or two to proof an email before hitting “send.” But that moment can be the difference between communicating a good impression or a bad one. Don’t you think it’s worth a few seconds of your time?

Communicating well isn’t difficult, but it does take mindfulness. Here are a few quick tips for your emails, along with a couple of other options when communicating with colleagues and clients.

Make the subject line pertinent to the email topic so you don’t confuse the reader.
If the length of your email rivals War and Peace, put it in a Word document and send it as an attachment. Your email should offer a brief summary of the document.
PowerPoint attachments work too.
Stay focused on your topic, and get to the point quickly.
Avoid long paragraphs and sentences. Use plenty of white space to make it easier on the reader’s eye.
Remember that more people are checking email on their cell phones. Bullets or numbered lists can make reading easier.
If you have a complicated topic that would be simpler to explain verbally, pick up the phone or schedule a conference call.
Consider using instant messaging if a quick conversation will save writing an email at all.

Remembering that your email isn’t the only one in the recipient’s box can help you communicate more effectively in your writing. As always, your comments are welcome.

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Posted in business, communication, writing

Tagged business, communication, email, writing

Writer’s block and bad first drafts

Posted on June 2010 | 2 Comments

This is the third in a series of posts on writing. So far, I’ve addressed writing distractions and the role television and reading play in your writing. Today’s entry is about the mysterious writer’s block and crappy first drafts.

The myth of writer’s block
Pssst, come closer because I’m going to share a really big secret with you:

Writer’s block doesn’t exist.

Did you get that? Let me repeat it — Writer’s block doesn’t exist. It’s simply a figment of your over-active imagination and your natural resistance to writing. Diane Ackerman sums it up nicely:

Writer’s block is a luxury most people with deadlines don’t have.

As a working writer, I can confirm this. When I was younger, I believed that I was supposed to experience blocks. I thought artistic suffering was simply part of great writing. Then I had to start paying rent and buying groceries, and my perception changed dramatically.

When someone pays you money to create, you create. Period. You don’t think about how you feel or how much sleep you got or whether your boyfriend just left you or if your stomach hurts. You just create. Why? Because deadlines are looming, creditors are waiting and your reputation is on the line. And this leads into our next reality.

Bad first drafts
Ernest Hemingway said, “The first draft of anything is sh*t.” Anne Lamott says all good writers write “sh*tty first drafts….This is how they end up with good second drafts and terrific third drafts.”

When folks tell me I’m a good writer, I say, “Thank you. But I’m really a much better editor than I am a writer.” All great writing is rewriting. The only reason you write a first draft is so you’ll have something to edit.

Bad first drafts are the perfect remedy for your fictitious writer’s block. Get it down on paper. Get anything down on paper, no matter how stinky you think it is. Set deadlines, goals, rewards or whatever it takes to get your pen moving or your fingers typing.

Most importantly, accept that the world’s greatest writers had to shovel a lot of manure to get the job done. Accept that you, too, will have to do some serious shoveling if you want to get to your fantastic third draft. Because once you accept it, you can calmly sit down, shut up and write.

Wishing you a refreshing, productive day of shoveling!

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Posted in communication, creativity, writing

Tagged communication, creativity, flow, writing

Writing, reading and the lure of television

Posted on May 2010 | 5 Comments

In my last post, I wrote about the importance of removing distractions in order to write. Today’s entry is about writing, reading and the role that television plays in getting any of it done.

Writing and reading go hand-in-hand. Good writers are generally good readers. Through reading we discover what makes us laugh, what makes us cry, what touches us deeply.

Once we know what makes us feel, we can begin to apply it to our own writing. I’ve read passages that were so beautifully written that they — literally — took my breath away.

I love to read. Problem is, I sometimes think I don’t have time for it. Then I discover that I’ve fallen into the television trap. Again.

I find this fascinating for a couple of reasons. First, I have a low threshold for television. I don’t like committing to anything that has the potential to turn my brain to mush.

Second, I don’t have much television anyway. I’m probably one of the 100 people left in America who need a converter box to watch TV. By not investing in cable or dish, I don’t feel obligated to turn the television on. And I really like that.

Passivity and TV
Don’t get me wrong, though. If there’s a program I like, I watch it. Then I click the “off” button. There’s nothing wrong with enjoying your favorite television show. The key is to turn off the tube when the show is over.

While I know this, I still manage to engage in passive television watching. I sit down to watch a certain program and suddenly, four hours later, I realize I haven’t gotten off the couch.

Yet the lure of television is non-existent when I’m eating right, exercising, getting enough sleep and spending time with the important people in my life. When I take care of myself, my couch is empty. When I get off-schedule, though, I’m lucky to get in a decent meal. My exercise consists of strolling from the Lazyboy to the couch to the bed.

In an effort to get back to reading a lot and writing a lot, I’m giving up television on June 1. Why?

May sweeps are over, and there’s nothing good on TV anyway.
New movies at the theater and on Netflix are available.
It’s summer! We should all be outside, playing in the pool, grilling out and more.
Less TV means more spare time and more opportunity to do something you truly enjoy.

I’m sure I’ll check out the new fall television season, so this break is only for a few short months. Why don’t you join me? Who knows? You may actually like having a little more spare time in your life!

Wishing you a refreshing and productive day — Happy Summer!

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Posted in communication, creativity, reading, writing

Tagged communication, creativity, reading, writing

Shut up and write

Posted on May 2010 | 4 Comments

This is the first of a few posts that I’ll be doing on writing.

My creativity partner and I are studying a great book called The Lie that Tells a Truth by John Dufresne. This guy tells it like it is.

Dufresne addresses the deep inner resistance we all have to writing. After suggesting some writing exercises, he says:

“The easiest thing is to put off writing because you have a headache, or because the phone rings, or the person from Porlock is at the door, or the clothes need to be put in the dryer, or Kmart’s having a sale on motor oil, or the bills have to be paid. Disregard it all. If you fail repeatedly at this exercise, (Dorthea) Brande says, give up writing. Your resistance to writing is greater than your desire to write….Why force yourself to do something that you don’t want to do?“

Shut up and write
In Writing Down the Bones, Natalie Goldman offers my favorite advice for writers:

“It’s important to have a way worked out to begin your writing; otherwise, washing the dishes becomes the most important thing on earth — anything that will divert you from writing. Finally, one just has to shut up, sit down, and write.”

Dufresne and Goldberg make excellent points:

Avoid the distractions, and practice writing.
If you can’t find time to do some simple writing exercises, writing may not be your “thing” and that’s perfectly okay.

If you think you want to write but discover that you can’t seem to find time to write, ask yourself:

What do I like best about writing?
Do I truly enjoy the act of writing, or do I like the idea of writing?
What am I writing now?
Can I transfer my current writing skills to a new type of writing? EX: Technical papers require research and organization. Can you use these skills to move into creative nonfiction? Perhaps literary journalism, memoir or personal essay can be a first step before you move into fiction and poetry.

Writing is a straightforward process. You stop procrastinating and you write. That’s it.

Have a refreshing and productive day, and good luck with the writing!

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Posted in communication, journalism, writing

Tagged communication, journalism, writing

A simple, three-step process to give a GREAT Valentine’s gift this year

Posted on January 2010 | Leave a comment

Pssst…Valentine’s Day is in a couple of weeks. In our electronic age, you may consider handwritten notes old-fashioned and outdated. But that’s the beauty of them. Giving a heartfelt note is something completely different and unexpected.

You can tell your loved ones (significant others, parents, children, grandparents, friends) how much you care about them in three steps that fit easily into your schedule. Reprinted from February 2009 newsletter

Happy Writing!

Step One
The first week of February:

Set aside at least 15 – 20 minutes of uninterrupted time. Schedule more time during the week if needed.
Jot down the names of your loved ones.
For each person on your list, quickly write down one or two of their favorite traits, habits or quirks. That includes a wacky sense of humor, making your favorite meal when you’re feeling down, being a good listener, or showing kindness to others.

Step Two
Over the weekend:

Buy a card for each person, or buy enough blank notecards for everyone on your list.

Step Three
The second week of February:

Set aside at least half an hour of uninterrupted time. For each bullet point below, use as many sentences as you need to express yourself fully. This is your note, so develop it as you like. Combine sentences, add traits, reminisce — The choice is yours.

Begin with Dear [insert name],

Describe what you like about that trait(s) or action(s).
> I love hearing you laugh when we watch television together.
> My favorite times are when we get into great conversations while we’re cooking dinner.
> No matter how busy you are, I appreciate the way you always take time to listen to me.

Tell them how the trait/action makes you feel.
> I feel so safe when you hug me after a rough day at work.
> My heart feels so full when I watch you pray with my grandmother at the nursing home.
> I feel so flattered when you brag about me to your father.

Offer a thank you or encouragement to your loved one.
> Thank you for loving me as you do.
> I am blessed to have you in my life.
> How did I get so lucky to have a daughter like you?

Finally, close your message with “Be My Valentine” or “I Love You” or whatever you’re comfortable with…then sign your name.

That’s it! You’ve just given your loved one the most personal gift ever: A message tailored especially for him or her.

Never underestimate the power of simplicity. Consider offering your note with a single rose.

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Posted in communication, etiquette, interpersonal communication, writing

Tagged communication, effective communication, etiquette, interpersonal communication, relationships, Valentine's Day, writing

Craving Simplicity, Part 2

Posted on December 2009 | Leave a comment

In my last post, I addressed my obsession with simplifying and clearing the clutter in my home, my office and my relationships. Now I want to address the need for simplicity in communication, specifically writing. Here are a few examples:

Example 1: I write direct mail copy/content and the end of the year is the time for non-profits to reach out to current and prospective donors. I’m always fascinated with the “non-profit speak” that creeps into the wording of even the simplest activities.

The bottom line is that if donors don’t understand your internal jargon, they won’t write a check or click the Donate button.

Simple Tip: When writing direct mail pieces, keep language simple and straightforward. Write in a friendly but professional tone that lets readers easily see the benefits of responding to your offer.

Example 2: Jargon isn’t limited to non-profits. I recently helped a client update a few answers for general proposal questions. “Corporate speak” had crept into just about every answer they were submitting, so they asked me to clean things up a bit.

This client’s answers had evolved (a.k.a expanded) over time and had so much extraneous information that the response was buried. I simplified these answers dramatically in order to answer the question concisely and directly.

Simple Tip: You can improve your credibility with reviewers by reading each question carefully and responding specifically. “Padding” answers with extra information is distracting and may affect a reviewer’s perception of your company and its capabilities.

Example 3: Years ago, I was hired to revamp a client’s communication department. The organization’s newsletter had evolved into a time-consuming beast of convoluted topics. When I asked what the purpose of the newsletter was, no one could tell me.

Because things were busy, the newsletter didn’t go out and no one said a word. A second month, then a third went by and still, no comments or complaints.

The reality was that this publication may have originally had a strong readership but, because it lost its focus, it was no longer useful. Eliminating the newsletter ended up saving the client about $10,000 a year and freed up valuable employee time.

Simple Tip: December is a great month to evaluate and simplify your communications for 2010. Are your communication vehicles still hitting the mark, or have they lost the focus that made them so valuable in the first place?

Be clear, concise and focused in your writing so your message will get heard. And write with this in mind:

My [newsletter, blog, email, memo, etc.] is not the only thing this person is reading. Keep it simple.

Have a refreshing and productive day!

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Posted in communication, writing

Tagged communication, effective communication, writing

Is Jargon Affecting Your Credibility and Communication?

Posted on October 2009 | Leave a comment

Communication in the workplace can either be efficient or ineffective. In many environments jargon is helpful in getting the message across quickly, but when does it go too far?

My friend Deb sent me an excellent article from Yahoo! titled “The Most Annoying, Overused Words in the Workplace.” While the article points out these words and phrases, it also offers three guidelines to help rid yourself of unnecessary jargon in your communication.

As I was reading and agreeing that yes, these words are overused, I had to admit that I probably use “it is what it is” more than is necessary, even in my personal conversations.

My brother says he wants to “reach out” to me when he calls.

One friend’s mother tells her she wants to “touch base” for an update.

And I can’t begin to tell you how many people feel the need to “interface” with me at home or at work. Yeesh!

Take heed and consider the article quote from the executive coach: “…using too many buzzwords can lessen an individual’s credibility as an independent, intelligent, creative thinker. At worst, it can make him look like a wishy-washy wannabe.”

This article is a great read. Are you guilty of using these words and phrases or other jargon a little too much? To comment, just click “Leave a comment” at the top and let me know!

Have a refreshing, productive, jargon-free day!

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Posted in communication, interpersonal communication, speaking, speech, talking, writing

Tagged communication, effective communication, speech, talking, writing

Applications and Networks to Simplify Your Writing Activities

Posted on September 2009 | Leave a comment

When people learn I’m a writer, they ask if I’ve been published. I say yes, I have been published through vehicles like magazines, online content and my book.

Then they say, “Well, I’m a bit of a writer too…” and tell me about their poetry or the novel they’re working on.

If you’re a writer — aspiring or professional — this article from Mashable offers some great new applications and social media options to help you in your quest.

These apps work in the business and personal environments to help you organize, research, write and publish your work. There’s even a section on social networks for writers, if you get stumped and want to toss ideas around.

I’ll be checking out a few of these apps for future projects. But I’m wondering: Will I be able to give up my dependency on Word? Hmm…only time will tell. Let me know if you find any particular app that you like (or dislike).

Have a Refreshing Weekend!

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Posted in communication, writing

Tagged communication, web, writing

Tag Archives: writing

Writing Business Emails

Writer’s block and bad first drafts

Writing, reading and the lure of television

Shut up and write

A simple, three-step process to give a GREAT Valentine’s gift this year

Craving Simplicity, Part 2

Is Jargon Affecting Your Credibility and Communication?

Applications and Networks to Simplify Your Writing Activities

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