Effective business writing skills can help you win that million dollar contract, earn a promotion, resolve a dispute, or generate a significant increase in new business leads. Poor business writing, on the other hand, can never be undone; it can cause you to lose business to your competition and even cost you your job. Here are 11 easy ways you can improve your business writing skills:
1. Before you write a word of copy, make sure you know who your target audience is and what specific result you’d like to achieve. If it’s an important business communication, take five minutes to visualize yourself in the shoes of the recipient and imagine what this person’s world is like.
What does their typical day look like? What are their unique needs, goals, and challenges? What problem is keeping them up at night? The more thought and research you invest in understanding your target audience and how you can help them, the more powerful and effective your business writing communications will become.
2. Avoid using your company acronyms and buzzwords. While they might seem cute and clever to you, it’s very annoying to a busy executive who has a pile of documents and proposals to read. Avoid using academic language like ‘ergo,’ ‘henceforth,’ or ‘so to speak,’ and as a general rule of thumb avoid use of technical jargon. Simplify big words: write use instead of utilize, send out instead of disseminate, fair instead of equitable, etc.
3. Use a strong, active voice instead of the impersonal, passive voice. “The meeting agenda could be discussed further” is passive. “Let’s discuss the meeting agenda” is active. Express confidence and decisiveness in your business communications. Instead of writing, “I intend to write a report on sales performance measures,” which comes across as weak and indecisive, write: “I’m currently writing a report on sales performance measures for completion on or before end of the second quarter.”
4. Write in a conversational tone instead of alienating your readers by being too formal and bureaucratic – unless you’re writing to a bureaucrat or someone who prefers formality. Know your audience!
Even if you are writing a marketing communications piece that will be read by several thousand potential readers, make your writing as inviting and personal as possible. You can accomplish this feat by writing to one specific person who you can visualize as an ideal customer. Pretend you are sitting down with this person in a bar and having a casual conversation. Write your piece with this one person in mind and you will positively engage thousands of readers who will feel that you are writing directly to them!
5. Replace hyperbole with solid facts and reputable testimonials. Phrases like, “We’re #1,” “We’re the leader in our field,” or “We provide the best service,” aren’t going to get you anywhere. Instead, use a fact such as stating that the President of a leading association ranked your company with the highest quality score out of 500 certified companies.
6. Convert product features into benefits. Mentioning that you provide automated billing or an automatic domain name renewal service does not engage your customer emotionally. Here’s an example of benefit oriented copy: “Our automatic domain name renewal service will provide you with the added security and comfort of knowing that your domain names will never be hijacked by your competitors while freeing up your administrative time to focus on growing your business.”
7. Don’t rely on editing all your important business documents from your computer desktop. Print out your document and read it out loud. If you encounter any awkwardness in speech it means you need to re-write your piece to make it more conversational and flow better.
By reading your document out loud, you will also be able to spot typos and errors that your computer spelling and grammar check program might not have detected. As an example, you might have written ‘echo friendly’ when you really meant ‘eco friendly.’
8. In writing a business letter or business proposal, it is vitally important to write from your customer’s perspective and what will interest them. Start off by writing about how great your customer’s company is and what specific attributes you like about the company instead of bragging about how great your company is. Too much use of “I,” “me,” or “our company” is a sure sign of ego getting in the way of business. Make sure to generously use “You” and “Your” in your business copy if you want to make more sales.
9. Business writing is very different from writing poetry or literature. Don’t meander or get carried away with flowery language. Write the most important point you want to make in the first sentence. If you are writing a sales letter, you can significantly increase sales by simply including a powerful P.S. at the end of the letter that summarizes the main point in a fresh way, creates a sense of urgency, or adds further credibility. Here’s a powerful example: “P.S. I’ve been invited to speak at your association’s annual conference this coming Friday and hope to see you there.”
10. Be clear, concise, and to the point. Don’t assume readers will know what to do. Guide them by including a specific call to action: “click on the link to get your special report” or “call me to set up a no-cost 15 minute consultation.”
11. Use word pictures to get your point across. Can you imagine the thrill and excitement of driving a rocket-fast, cobalt blue Porsche 911 Turbo as it whisks you to your desired destination? A well-written article or report can be like that Porsche and generate a ton of new business in half the time with more fun! After all, what’s more exciting, cold-calling prospects or having them call you? (If writing is a challenge, consider hiring a professional).
Showing posts with label business. Show all posts
Showing posts with label business. Show all posts
Tuesday, January 17, 2012
Business Writing Tips For Professionals
Effective business writing skills can help you win that million dollar contract, earn a promotion, resolve a dispute, or generate a significant increase in new business leads. Poor business writing, on the other hand, can never be undone; it can cause you to lose business to your competition and even cost you your job. Here are 11 easy ways you can improve your business writing skills:
1. Before you write a word of copy, make sure you know who your target audience is and what specific result you’d like to achieve. If it’s an important business communication, take five minutes to visualize yourself in the shoes of the recipient and imagine what this person’s world is like.
What does their typical day look like? What are their unique needs, goals, and challenges? What problem is keeping them up at night? The more thought and research you invest in understanding your target audience and how you can help them, the more powerful and effective your business writing communications will become.
2. Avoid using your company acronyms and buzzwords. While they might seem cute and clever to you, it’s very annoying to a busy executive who has a pile of documents and proposals to read. Avoid using academic language like ‘ergo,’ ‘henceforth,’ or ‘so to speak,’ and as a general rule of thumb avoid use of technical jargon. Simplify big words: write use instead of utilize, send out instead of disseminate, fair instead of equitable, etc.
3. Use a strong, active voice instead of the impersonal, passive voice. “The meeting agenda could be discussed further” is passive. “Let’s discuss the meeting agenda” is active. Express confidence and decisiveness in your business communications. Instead of writing, “I intend to write a report on sales performance measures,” which comes across as weak and indecisive, write: “I’m currently writing a report on sales performance measures for completion on or before end of the second quarter.”
4. Write in a conversational tone instead of alienating your readers by being too formal and bureaucratic – unless you’re writing to a bureaucrat or someone who prefers formality. Know your audience!
Even if you are writing a marketing communications piece that will be read by several thousand potential readers, make your writing as inviting and personal as possible. You can accomplish this feat by writing to one specific person who you can visualize as an ideal customer. Pretend you are sitting down with this person in a bar and having a casual conversation. Write your piece with this one person in mind and you will positively engage thousands of readers who will feel that you are writing directly to them!
5. Replace hyperbole with solid facts and reputable testimonials. Phrases like, “We’re #1,” “We’re the leader in our field,” or “We provide the best service,” aren’t going to get you anywhere. Instead, use a fact such as stating that the President of a leading association ranked your company with the highest quality score out of 500 certified companies.
6. Convert product features into benefits. Mentioning that you provide automated billing or an automatic domain name renewal service does not engage your customer emotionally. Here’s an example of benefit oriented copy: “Our automatic domain name renewal service will provide you with the added security and comfort of knowing that your domain names will never be hijacked by your competitors while freeing up your administrative time to focus on growing your business.”
7. Don’t rely on editing all your important business documents from your computer desktop. Print out your document and read it out loud. If you encounter any awkwardness in speech it means you need to re-write your piece to make it more conversational and flow better.
By reading your document out loud, you will also be able to spot typos and errors that your computer spelling and grammar check program might not have detected. As an example, you might have written ‘echo friendly’ when you really meant ‘eco friendly.’
8. In writing a business letter or business proposal, it is vitally important to write from your customer’s perspective and what will interest them. Start off by writing about how great your customer’s company is and what specific attributes you like about the company instead of bragging about how great your company is. Too much use of “I,” “me,” or “our company” is a sure sign of ego getting in the way of business. Make sure to generously use “You” and “Your” in your business copy if you want to make more sales.
9. Business writing is very different from writing poetry or literature. Don’t meander or get carried away with flowery language. Write the most important point you want to make in the first sentence. If you are writing a sales letter, you can significantly increase sales by simply including a powerful P.S. at the end of the letter that summarizes the main point in a fresh way, creates a sense of urgency, or adds further credibility. Here’s a powerful example: “P.S. I’ve been invited to speak at your association’s annual conference this coming Friday and hope to see you there.”
10. Be clear, concise, and to the point. Don’t assume readers will know what to do. Guide them by including a specific call to action: “click on the link to get your special report” or “call me to set up a no-cost 15 minute consultation.”
11. Use word pictures to get your point across. Can you imagine the thrill and excitement of driving a rocket-fast, cobalt blue Porsche 911 Turbo as it whisks you to your desired destination? A well-written article or report can be like that Porsche and generate a ton of new business in half the time with more fun! After all, what’s more exciting, cold-calling prospects or having them call you? (If writing is a challenge, consider hiring a professional).
1. Before you write a word of copy, make sure you know who your target audience is and what specific result you’d like to achieve. If it’s an important business communication, take five minutes to visualize yourself in the shoes of the recipient and imagine what this person’s world is like.
What does their typical day look like? What are their unique needs, goals, and challenges? What problem is keeping them up at night? The more thought and research you invest in understanding your target audience and how you can help them, the more powerful and effective your business writing communications will become.
2. Avoid using your company acronyms and buzzwords. While they might seem cute and clever to you, it’s very annoying to a busy executive who has a pile of documents and proposals to read. Avoid using academic language like ‘ergo,’ ‘henceforth,’ or ‘so to speak,’ and as a general rule of thumb avoid use of technical jargon. Simplify big words: write use instead of utilize, send out instead of disseminate, fair instead of equitable, etc.
3. Use a strong, active voice instead of the impersonal, passive voice. “The meeting agenda could be discussed further” is passive. “Let’s discuss the meeting agenda” is active. Express confidence and decisiveness in your business communications. Instead of writing, “I intend to write a report on sales performance measures,” which comes across as weak and indecisive, write: “I’m currently writing a report on sales performance measures for completion on or before end of the second quarter.”
4. Write in a conversational tone instead of alienating your readers by being too formal and bureaucratic – unless you’re writing to a bureaucrat or someone who prefers formality. Know your audience!
Even if you are writing a marketing communications piece that will be read by several thousand potential readers, make your writing as inviting and personal as possible. You can accomplish this feat by writing to one specific person who you can visualize as an ideal customer. Pretend you are sitting down with this person in a bar and having a casual conversation. Write your piece with this one person in mind and you will positively engage thousands of readers who will feel that you are writing directly to them!
5. Replace hyperbole with solid facts and reputable testimonials. Phrases like, “We’re #1,” “We’re the leader in our field,” or “We provide the best service,” aren’t going to get you anywhere. Instead, use a fact such as stating that the President of a leading association ranked your company with the highest quality score out of 500 certified companies.
6. Convert product features into benefits. Mentioning that you provide automated billing or an automatic domain name renewal service does not engage your customer emotionally. Here’s an example of benefit oriented copy: “Our automatic domain name renewal service will provide you with the added security and comfort of knowing that your domain names will never be hijacked by your competitors while freeing up your administrative time to focus on growing your business.”
7. Don’t rely on editing all your important business documents from your computer desktop. Print out your document and read it out loud. If you encounter any awkwardness in speech it means you need to re-write your piece to make it more conversational and flow better.
By reading your document out loud, you will also be able to spot typos and errors that your computer spelling and grammar check program might not have detected. As an example, you might have written ‘echo friendly’ when you really meant ‘eco friendly.’
8. In writing a business letter or business proposal, it is vitally important to write from your customer’s perspective and what will interest them. Start off by writing about how great your customer’s company is and what specific attributes you like about the company instead of bragging about how great your company is. Too much use of “I,” “me,” or “our company” is a sure sign of ego getting in the way of business. Make sure to generously use “You” and “Your” in your business copy if you want to make more sales.
9. Business writing is very different from writing poetry or literature. Don’t meander or get carried away with flowery language. Write the most important point you want to make in the first sentence. If you are writing a sales letter, you can significantly increase sales by simply including a powerful P.S. at the end of the letter that summarizes the main point in a fresh way, creates a sense of urgency, or adds further credibility. Here’s a powerful example: “P.S. I’ve been invited to speak at your association’s annual conference this coming Friday and hope to see you there.”
10. Be clear, concise, and to the point. Don’t assume readers will know what to do. Guide them by including a specific call to action: “click on the link to get your special report” or “call me to set up a no-cost 15 minute consultation.”
11. Use word pictures to get your point across. Can you imagine the thrill and excitement of driving a rocket-fast, cobalt blue Porsche 911 Turbo as it whisks you to your desired destination? A well-written article or report can be like that Porsche and generate a ton of new business in half the time with more fun! After all, what’s more exciting, cold-calling prospects or having them call you? (If writing is a challenge, consider hiring a professional).
Tuesday, December 13, 2011
How To Get More People To Notice Your Advertising
HEADLINES are one of your biggest weapons for getting MORE PEOPLE TO NOTICE YOUR ADVERTISING, for whatever medium you choose to use. Now you are using headlines, aren't you? And NOT your logo - that's not a headline. Only one person cares about your logo, AND THAT'S YOU.
Whereas a headline is something every single one of your prospects will be glued to like a kid on a cartoon. Whatever you're writing, you've GOTTA HAVE A HEADLINE. But here's the deal, there a are good headlines and bad headlines, so I'm going to give you an absolute killer template headline that you should use THIS WEEK in your business.
Remember, a headline's goal is to do one thing only - STOP YOUR PROSPECT IN THEIR TRACKS AND LOCK THEM ONTO YOUR AD, and some people say you only have 1.5 seconds to catch their attention, so you need to make it good!
Master copywriter David Ogilvy has said... "On average, five times as many people read the headline as read the body copy. When you have written your headline, you have spent 80 cents out of your dollar." So if you're using your own logo at the top of your ad, you could improve your response IMMEDIATELY, just by sticking ANY kind of headline up instead!
So would you like to know one of the great secrets for writing headlines that literally slap your prospect in the face and demand they open their wallet?Good, well here it is for you... MODEL HEADLINES THAT ALREADY WORK!!
Don't try and reinvent the wheel, the best way to come up with fantastic headlines is to take what already works, and adapt it to your own business.Isn't that simple?
Here's an absolute knock-'em-dead blockbuster template for a headline:
IMPORTANT NEWS FOR HOMEOWNERS:
Don't pay another phone bill until you read this...
IMPORTANT NEWS FOR WOMEN:
Don't buy any makeup products until you read this...
IMPORTANT NEWS FOR BUSINESS OWNERS:
Don't run another ad until you read this...
Do you see how powerful this is? And I've shown you 3 different versions, so all you have to do is apply it to your own business and you could easily double or even triple your responses! How about these headlines:
Do You Make These Mistakes With Your Money?
Do You Make These Mistakes Playing Golf?
Do You Make These Mistakes In Bed?
Do You Make These Mistakes Baking Cakes?
I could go on, but I'm sure you get the idea. This particular headline works on your curiosity. It gets the reader to say to themself, "maybe I'd better read on and find out." The main thing you really want your headline to do is to get your reader to be interested enough to see what else you've got to say. MAKE AN IMPACT! Remember the old saying 'first impressions last'? Well that saying still applies today.
And now that we are bombarded with up to 5,000 advertising messages each day, it is more important than ever to stand out and BE NOTICED! If you have a headline that literally screams out, READ ME, then you'll be more than half way to having an effective advertising campaign that starts making profits for your business! Remember the 80 cents out of each advertising dollar? Well now you know how to focus your efforts to have the maximum impact!
Whereas a headline is something every single one of your prospects will be glued to like a kid on a cartoon. Whatever you're writing, you've GOTTA HAVE A HEADLINE. But here's the deal, there a are good headlines and bad headlines, so I'm going to give you an absolute killer template headline that you should use THIS WEEK in your business.
Remember, a headline's goal is to do one thing only - STOP YOUR PROSPECT IN THEIR TRACKS AND LOCK THEM ONTO YOUR AD, and some people say you only have 1.5 seconds to catch their attention, so you need to make it good!
Master copywriter David Ogilvy has said... "On average, five times as many people read the headline as read the body copy. When you have written your headline, you have spent 80 cents out of your dollar." So if you're using your own logo at the top of your ad, you could improve your response IMMEDIATELY, just by sticking ANY kind of headline up instead!
So would you like to know one of the great secrets for writing headlines that literally slap your prospect in the face and demand they open their wallet?Good, well here it is for you... MODEL HEADLINES THAT ALREADY WORK!!
Don't try and reinvent the wheel, the best way to come up with fantastic headlines is to take what already works, and adapt it to your own business.Isn't that simple?
Here's an absolute knock-'em-dead blockbuster template for a headline:
IMPORTANT NEWS FOR HOMEOWNERS:
Don't pay another phone bill until you read this...
IMPORTANT NEWS FOR WOMEN:
Don't buy any makeup products until you read this...
IMPORTANT NEWS FOR BUSINESS OWNERS:
Don't run another ad until you read this...
Do you see how powerful this is? And I've shown you 3 different versions, so all you have to do is apply it to your own business and you could easily double or even triple your responses! How about these headlines:
Do You Make These Mistakes With Your Money?
Do You Make These Mistakes Playing Golf?
Do You Make These Mistakes In Bed?
Do You Make These Mistakes Baking Cakes?
I could go on, but I'm sure you get the idea. This particular headline works on your curiosity. It gets the reader to say to themself, "maybe I'd better read on and find out." The main thing you really want your headline to do is to get your reader to be interested enough to see what else you've got to say. MAKE AN IMPACT! Remember the old saying 'first impressions last'? Well that saying still applies today.
And now that we are bombarded with up to 5,000 advertising messages each day, it is more important than ever to stand out and BE NOTICED! If you have a headline that literally screams out, READ ME, then you'll be more than half way to having an effective advertising campaign that starts making profits for your business! Remember the 80 cents out of each advertising dollar? Well now you know how to focus your efforts to have the maximum impact!
Free Games – An IT Businessman's Worst Nightmare?
Everyone does it and you know they do. It appeals both to students and grandma's, they are for hardcore gamers and for people who barely know how to use a PC. Free flash games are taking over the minds of PC users and there's nothing you can do about it.
If 5 years ago you had to go through all the trouble of getting yourself a video games console, hooking it up to a TV set and then having to buy actual physical games to put it in your console, now you can kill time practically anywhere – and on any device. Fact is, everyone does it. Bank workers play their butts off in-between serving clients, IT workers go for 5 minute sessions instead of coffee breaks at their workplace, and there's nothing you can really do about it.
Working in an IT environment, you – as a business owner – realize that you can't control what your staff does in front of their PCs, unless you have surveillance software installed, of course. But still, how can you tell if your programmer is doing programming stuff and not kicking it up in the latest Tower Defense flash game, provided that you don't have enough skills yourself to understand what exactly he's doing? Of course, you can always walk behind their backs and checkout what they're doing, but come on – you're probably glued to your chair all day, busy with phone calls and video conferences.
After working in several huge IT companies, I have noticed some interesting facts.
First, out of the 8 hour work day, only around 4-5 hours of them are actual work.
Second, it's always better to have those 4-5 actual-work-hours instead of 8 "pretend to work hours" – that's very important
Third, people need to relax and not be glued to their PCs – that's when an hour of actual work equals to 2 hours of sitting in front of the monitor and doing nothing.
You have to remember to give your staff the freedom to plan their own time and not have them afraid to get up from their workplaces. Otherwise they'll just be playing free games all the time. Instead of going for the "you're late, you have to work off this hour tomorrow", go for a more realistic approach. Plan your work time in a way that "this, this and this needs to be done today" – and let the staff plan their own time to reach those goals. It is OKAY to let them play flash games every once in a while if it lets them relax. It's even better to make daily pong tournaments – where you as the boss would also participate.
What I've seen in one of the companies I've worked in is that there were no outside-kitchen and not-in front-of-monitor activities. So what the staff did was just pretend to work for 8 hours straight, when in reality they did 3 hours of work, and the rest was spent on pretending to work – playing flash games, that is. When I (as a project manager) came up to the senior management and tried to persuade them into getting a pong table, explaining it would drastically improve productivity of the department, they were like – wha? They wouldn't be doing any work then! Yeah right, idiots.
Right now at my current job we have a Nintendo Wii hooked up to a huge tele and have daily tennis tournaments, as well as use the Wii's browser to play free flash games on the web. Also occasionally we have speedruns of newest Tower Defense games. All that on top of coffee breaks. In reality we work a max of 5 hours per day, but the productivity is higher than what would be of working 8 hours straight and not doing anything else.
So remember, games aren't that bad. They let you relax, think and overall increase your productivity. Unless you aren't allowed to play them, then you'd just waste the whole day on playing free games.
If 5 years ago you had to go through all the trouble of getting yourself a video games console, hooking it up to a TV set and then having to buy actual physical games to put it in your console, now you can kill time practically anywhere – and on any device. Fact is, everyone does it. Bank workers play their butts off in-between serving clients, IT workers go for 5 minute sessions instead of coffee breaks at their workplace, and there's nothing you can really do about it.
Working in an IT environment, you – as a business owner – realize that you can't control what your staff does in front of their PCs, unless you have surveillance software installed, of course. But still, how can you tell if your programmer is doing programming stuff and not kicking it up in the latest Tower Defense flash game, provided that you don't have enough skills yourself to understand what exactly he's doing? Of course, you can always walk behind their backs and checkout what they're doing, but come on – you're probably glued to your chair all day, busy with phone calls and video conferences.
After working in several huge IT companies, I have noticed some interesting facts.
First, out of the 8 hour work day, only around 4-5 hours of them are actual work.
Second, it's always better to have those 4-5 actual-work-hours instead of 8 "pretend to work hours" – that's very important
Third, people need to relax and not be glued to their PCs – that's when an hour of actual work equals to 2 hours of sitting in front of the monitor and doing nothing.
You have to remember to give your staff the freedom to plan their own time and not have them afraid to get up from their workplaces. Otherwise they'll just be playing free games all the time. Instead of going for the "you're late, you have to work off this hour tomorrow", go for a more realistic approach. Plan your work time in a way that "this, this and this needs to be done today" – and let the staff plan their own time to reach those goals. It is OKAY to let them play flash games every once in a while if it lets them relax. It's even better to make daily pong tournaments – where you as the boss would also participate.
What I've seen in one of the companies I've worked in is that there were no outside-kitchen and not-in front-of-monitor activities. So what the staff did was just pretend to work for 8 hours straight, when in reality they did 3 hours of work, and the rest was spent on pretending to work – playing flash games, that is. When I (as a project manager) came up to the senior management and tried to persuade them into getting a pong table, explaining it would drastically improve productivity of the department, they were like – wha? They wouldn't be doing any work then! Yeah right, idiots.
Right now at my current job we have a Nintendo Wii hooked up to a huge tele and have daily tennis tournaments, as well as use the Wii's browser to play free flash games on the web. Also occasionally we have speedruns of newest Tower Defense games. All that on top of coffee breaks. In reality we work a max of 5 hours per day, but the productivity is higher than what would be of working 8 hours straight and not doing anything else.
So remember, games aren't that bad. They let you relax, think and overall increase your productivity. Unless you aren't allowed to play them, then you'd just waste the whole day on playing free games.
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