Can You Get – and Give – Clear Directions?

There’s nothing like a bit of travel to remind you just how important asking for, getting, and giving directions is. When you’re lost – in the airport, getting into town, or on the city streets, it quickly becomes very clear just exactly how vital this information can really be.

When you’re traveling, the best answer we’ve found for getting directions to where you need to go geographically – just getting out of the parking lot can often be a challenge – is your favorite version of a GPS. By favorite, I mean the one you can figure out how to use! Our favorite is Siri, a personal assistant application for iOS. One of Siri’s many capabilities is a GPS function which pretty much gets you out of trouble – or into it – your preference!

Siri comes already installed on newer versions of the iPhone, making “her” easy to keep with you at all times. Many new cell phones today have some sort of GPS with various capabilities built in, or apps available.

But what if you do not have a GPS with you? How do you get directions? What questions do you ask, and more importantly, how do you ask them in a way that will avoid confusion and get you the answers you need?

If you’re still inside the terminal, it comes right down to reading the signs, which are, hopefully, in a language you can read, or have pictures that help you guess where they are telling you to go.

The second choice is to ask someone. This is where it starts getting more difficult. Asking for directions is an underrated, frequently overlooked skill. Ask the wrong question, or add extraneous information, who knows where you may wind up. When asking for information,

  1. Remember that “How do I go to…” or “Where do I go to get to…” are very different questions from “Where is….” The former are more likely to get you step-by-step directions, while the latter will most likely get you a general direction wave of the arm, and a turned back.
  1. If there is a Tourist Aid counter, start there. If not, perhaps a uniformed employee could help. In all cases, be aware of cultural considerations. Bone up a bit on the “rules” for interaction in the places you will be visiting, including the airports or transportation hubs. Make your personal safety a top priority, and use common sense when selecting the person to ask. He or she is not your new best friend, and could turn into quite the opposite. Too much information is not only unwise from a safety point of view, but can also significantly confuse the issue. So provide no information or interaction beyond asking for directions, and any necessary follow-up questions.
  1. Use only the information your listener needs to be able to give you the answer you need. He or she, with few exceptions, really doesn’t need to know why you need to go there, who you’re going to meet there, or what you plan to do next. And you certainly do not need him or her to know.
  1. Beyond the usual “How do I go to…” a follow-up question might be necessary to find out what to expect. For example, you might ask, “How do I go to Baggage Claim?”

After getting the answer, your follow-up question might be, “How far is it?” This will help you to decide whether to request a wheelchair, catch a shuttle, or walk. You may have more than one follow-up question. Be sure you understand each answer, and if not, ask it in another way until you do. At the end, repeat all the information back, to be sure you “got it.”

When giving information,

  1. Provide step-by step directions, eliminating any extraneous comments or information.
  1. Again, consider your personal safety first. Provide no further information or interaction beyond providing the information your questioner needs to provide the answers you’re looking for.

Bon Voyage! Have a great trip, and let us hear about it!


 

Gail Tycer offers business writing workshops and presentations; executive coaching, consulting, writing, and editing services. Call Gail at 503/292-9681, or email gail@gailtycer.com to learn more.

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How to Write a Blog Post that Gets Read

As I was thinking about this post, I remembered the professor who used a “shuffle the cards” exercise in his writing class. We were all so focused on giving good, clear instructions for shuffling cards, that we forgot the obvious step number one: “Start by obtaining a deck of cards.”

Sjuffle Cards to find the right topicSo, the obvious step number one in writing a blog post that gets read is, “Do you want to blog?” There are many good ways to pass along your information. Everything from phone calls, to text messages, to emails, and beyond.

If you have decided you want to write a blog, why?

There are different kinds of blogs. There are different ways to write a blog post, and different reasons for posting your content. You may want to express your feelings about a certain issue or happening. You may have a subject, or some ideas that you just need to share. Or, you may be supporting your organization or your business. Your blog site may be a personal one, or a business one. Next come the toughest questions:

What do you want each post on your blog site to achieve? What do you want your blog site overall to do for you? Are these goals consistent with each other?

With this in mind, what reading audience are you writing your posts for? Who will be interested in what you’re writing about? Are you speaking your language or theirs – both visually, and in words? Are the readers you’ve identified consistent with your reasons for blogging, and with what you want to achieve with your posts? Do they have the resources to do what you want them to do? How will you obtain, create, and maintain a good, appropriate mailing list?

When your medium (the blog posts); the type of content you want to write about, and the type of blog site you want to create; your reasons for writing it; the reader; the tone – the personal nature or the business nature of your blog site; and your expectations for the results you will get from each post, and from the blog site overall can be expected to work together, you’re ready to write.

At this point, with your strategy settled,

1. Figure out what you want to write about with this post. To give you clarity and focus, a good place to start is by giving the post a rough title that says what you are posting about. Later on, you can rewrite that rough title into a headline for your post.

2. When you write your introductory paragraph(s), appeal to the interests of your readers. Let them know what this post is about. Suggest how it will solve a problem they may be having.

3. Organize and write your content for easy reading. The longer the post, the more important this becomes. Consider using sections, lists, and visual clues such as drawings, charts, and photos; type sizes and weights; perhaps videos, and colors to help your reader follow your conversation.

4. Make it pretty. If it looks professional you gain credibility. Consistency in appearance helps your readers to recognize your company and your brand at first glance, reinforcing your other consistent activities.

5. Give the post a final once-over. Revise your working title into an accurate, clear, appealing “grabber” to bring your readers in. Check for awkward spots, typos and inaccuracies. Now you’re ready to go!

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Use Grammar, Spelling, and Punctuation to Demonstrate Professionalism and Build Credibility With Your Business Writing

“Join Mary and I for a week in the Tropics,” the announcer said. And I wondered to myself how many listeners had heard the grammatical error. For that matter, how many would care? I would guess that few listeners would give it a second thought if they had heard it, and fewer still would care very much.

Bad Grammar gets a bad reactionBut in the business situation you will find many readers who do notice grammatical errors. To these readers you may look less than professional, and perhaps even less than credible, possibly to the point of making the difference between your getting the interview – or not. Or between your company or organization getting the opportunity to work with this customer or client – or not.

Using correct grammar, spelling, and punctuation not only clarifies your meaning, but also provides the more professional appearance that builds confidence in you, or in the organization you represent. So what are some of the most common errors business writers make?

1. To begin with, as you probably have already figured out, to be grammatically correct, the announcer should have said, “Join Mary and me for a week in the Tropics.” The easiest way I know to identify an error like this one is to cover up the first of the two words, e.g., “and I” so that the sentence then begins with “Join Mary…” which sounds fine. But when you block out “Mary and” the first part of that sentence becomes, “Join…I for a week in the Tropics,” you can easily hear the error

The same goes for a sentence with a prepositional phrase, e.g., “For you and I to make that decision, we’ll need more information.” Try blocking out “you and.” Then block out “and I.” Do you hear the difference?

2. Another common error is to use the plural “their” to refer to a singular subject, e.g., “Each of the staff was asked for their opinion.” In this case, “their” should be replaced with “his or her,” if there were either both men and women on the staff, or if you don’t know the gender makeup of the staff. If the staff was composed of all women, you could say “her.” If the staff was made up of all men, you could say “his.” (Note: In the above example, what we are talking about is the singular “each.” The prepositional phrase “of the staff” is used to describe, or clarify “Each.”)

3. Using an overly formal style, such as you might use for a term paper, thesis, or dissertation, can create confusion, and misunderstanding. Further, for your writing to be most effective, you will want to use an appropriate tone – the relationship the writer sets up or reinforces with the reader. How do you want the reader to think of you?

For the most part, if you want your business writing to be read, the best course for today’s reader is to write so that your business writing will be quick, comfortable reading.

4. Finally for today, there is a plethora of words that are confused, or misused. We talk about many of them in our “Quick Tips” videos each week. Words like “fewer” (when you can count them), and “less” (things that are intangible, or hard to describe, e.g., “Harry spent less time using the new process,” or things you can measure, e.g., “There is less water in that cup than in this one.”

And words like “Its” vs. “It’s”; “affect” vs. “effect”; “their,” “there,” and “they’re” – the list goes on, and on, and on….

Send along your favorites, and let’s talk about them!

 

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Business Email “Netiquette”

A combination of the words “network,” and “etiquette,” the term “netiquette” is basically what has been called good manners, applied to technology.

NetiquetteBut while most of us can state a few of the universals (such as using all capital letters can be interpreted as shouting – don’t do it), which indeed is universally the case, there are distinct differences between email in business, emailing friends and family, and email in the school situation, to be considered.

For example, some authorities recommend using emoticons (smiley faces, frowning faces, and so on) as good shortcuts – in the informal situation. Most agree they should not be used in a business email. So let’s take look at six serious tips for effective business email netiquette.

1. Many companies and organizations provide a sort of style manual with netiquette guidelines to clarify for their employees what is acceptable, and what is not, in their emails. In addition to matters of safety, basic courtesy, and privacy, these guidelines define how that company, or that organization wants to be represented to its various email audiences.

2. Do not send to a list, or “reply all” without first knowing who is on that list, and removing anyone who does not need to receive a particular email. Time after time, in every discussion of effective email, the winner of the “ineffective award” is the practice of sending everything to everyone. A major time-waster within the organization, a source of irritation, and an invitation to the potential reader to delete without reading. This result is compounded when the writer becomes known for sending, or replying to all – whether they need the information, or not.

3. Be careful of the tone you use. While you obviously are not about to correct a client, or a superior in your organization, avoid the temptation to “reply all” – especially when a co-worker makes a mistake – maybe a spelling error, using the wrong word, giving an overlong answer, or asking a “stupid question.” It’s important to maintain a teamwork mentality. Minor errors internally can often be ignored. If the error is more serious, discuss the issue privately, or with an email only to the individual involved.

4. Don’t impose on your reader’s time. Keep your messages focused, and as short as possible. Many people use mobile devices and phones for email, in most cases making a long message difficult to read. Focus will help to get your email read, make your point, or provide information as quickly, and as briefly as possible.

Keep in mind that while the common abbreviations, e.g., LOL (laugh out loud), BTW (by the way), or BRB (be right back) are used to write faster, and shorten the message in an informal email, they are neither professional nor appropriate in the business situation.

5. Avoid giving offense. Keep in mind, and be sensitive to the cultural and language differences among your readers. Use good taste certainly in the business situation, and also when writing to your other email readers. Avoid profanity, slang that could be misunderstood, and rude, hurtful, or judgmental comments. Things that may seem funny when spoken often come across the wrong way in email.

6. Be professional. Use correct grammar, spelling, and punctuation. Spellchecker can be a good starting point, and your spelling, grammar, thesaurus, and dictionary tools are just a fingertip away. Be sure to do a final personal “eyeball check” before hitting “send.”

Additionally, use a professional email address for business correspondence. Avoid an address that could be construed as too informal, suggestive, or carry a possible negative connotation.

Please comment below, and share your favorite email pets and peeves!

 

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Research: How Do You Find Out About Things?

Ask any kid from the age of four (maybe younger if he or she is really precocious), and that youngster will tell you, “On the Internet!”

Couple searchingINternetIt’s true. Probably the handiest, and easiest place to “find out about things” is on the Internet – on your computer, your phone, your tablet. The key? Discretion. What you “find out about things” may not always be useful. Unfortunately, much of what you find on the Internet may not be true (oh, but it makes a great story), may be highly biased, or may only be possible under limited circumstances. And many Internet researchers may not yet have the experience or background to evaluate what they are reading. Here are some tips:

1. Who wrote it, and where did you find it? Another way to say, “consider the source.” Look beyond what was said. What was the purpose of the material you found? What was the writer trying to do with it? What does the writer want you to do with it? Why did he or she write it?

2. Compare Sources. If various “reliable” sources provide the same information, ask yourself whether these sources share a particular persuasion, or whether they represent a variety of points of view. Compare sources representing a variety of points of view. If they say pretty much the same thing, it’s more likely to be accurate. Check it out.

3. What was the original source? Who said it first, thought it first, or wrote about it first? Are you getting the information “firsthand,” or are you getting what someone said, thought, or wrote about it, later?

4. Finally, ask. Ask a trusted authority in the field. Ask a teacher, librarian, or researcher. Ask yourself. Is this information reasonable, reliable, believable? Is the information accurate, current, complete? Does it make sense?

 

Let’s shift gears for a minute.

Before the Internet, we still had homework assignments, questions about how the world worked, and the need for specialized information. Where did we go? To the library. Remember your trips to the library? Remember what that library looked like, how it sounded, and the wonderful scent of years’ worth of books, magazines, and newspapers? Maybe you even had a carrel where you could hide away, and quietly bury yourself in your studies.

Or maybe you were in a main room, sharing a long table with other readers. And the research librarian was just over there. Anything you couldn’t find, he or she could.

To keep up, libraries have had to change gears too. If you haven’t been to your local branch lately, go. You’ll find that treasure of yesteryear, the research librarian, still in place, and still an invaluable resource.

Some libraries offer a live chat with a librarian 24/7. Others offer homework centers, a variety of research tools, and live one-to-one help in a variety of languages. You may also find academic support in most major subjects, real-time writing help, online tutoring, guidance for GED and citizenship tests, adult literacy programs, and back-to-school prep for adults. There are social activities, room rentals, and “meet the author” meetings. Tours, special events, and free admissions to local and regional points of historic and artistic interest.

Your library doesn’t have the material you need? No problem. Most libraries borrow back and forth from others. In some cases worldwide. If they don’t have it, they can get it for you. Many libraries offer books that can be downloaded on your mobile device, or transferred from your computer to your e-book reader or MP3 player. There are special programs and activities for hobbyists, and for children, teens, and senior citizens. Outreach services for special populations – homebound, jails, non-English speakers.

So, how do you find out about things? The Internet, of course. And the public library.

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Does Writing Really Matter?

The importance of writingMaybe you’ve asked yourself, in a moment of writer’s block frustration, what difference does it make if you can write well or not. More and more, writing well – conveying ideas clearly, concisely, convincingly – is becoming a rarity. And that’s not even considering the grammatical side of business writing.

Perhaps part of it is because email, the most common form of on-the-job writing, is a quick, often casually-approached process. There never seems to be the time to review an email for clarity, to tighten it up, or to polish those grammatical issues that seem so easy to forget, and are so frequently used that neither the writer nor the reader seems to notice them. And maybe that’s really the point.

But does writing really matter? I’ve got a book for you. If you haven’t read 1491 New Revelations of the Americas Before Columbus by Charles C. Mann, read it. Discussing the Neolithic Revolution, the point, about 11,000 years ago, when a formerly nomadic middle-eastern people settled down in permanent villages and invented both farming and the tools and agrarian practices to make it possible, Mann says, “The Sumerians put these inventions together, added writing, and in the third millennium B.C. created the first great civilization.”

Mann adds that “Writing begins with counting….The bureaucrats were not intending to create writing….they were simply adding useful features as they became necessary….”

And those “useful features,” at first represented by stylized symbols, have morphed, perhaps for the same reasons, into today’s writing.

That was then. This is now. How important is writing today? And especially, how important is it to write well in the business situation? Perhaps the more important question is, “How much more effective could we be in the business situation if we could write better – correctly, strategically, clearly? Concisely and convincingly. Does it really matter in our jobs?”

Your business writing is one way you can give “free samples” to a prospective employer. The clarity of your writing is perceived as a clear indication of the clarity of your thinking. If nothing else, clear writing demonstrates how well you can communicate your thoughts to others. No matter how brilliant your thoughts, for others to benefit from them, they must be communicated effectively.

If writing to prospects and customers is, or becomes part of your job requirements, strong business writing skills are important not only to getting a job, but in being promoted within your organization once you have the job. Communicating well is often interpreted as proof of intelligence, professionalism, and attention to detail – critical qualities for increasingly important leadership roles. A recent Time magazine article quoted a Grammerly study of 100 LinkedIn profiles over a 10-year period that found, “…professionals who received one to four promotions made 45 percent more grammatical errors than did professionals who were promoted six to nine times….”

When you represent your organization to customers, clients, or prospects, not only will you communicate your message clearly, you must also project a credible professional image of your organization.

A few ideas: Get right to the point; use active verbs; organize logically; write for your reading audience; proofread; make your material look (and be!) easy to read.

Your on-the-job writing can increase your professionalism and demonstrate your credibility. Your clear, correct, concise writing skills significantly enhance both your professionalism and your credibility. Start with spell checker, and then do an additional check with your own eyes. Do it with every piece you write – from that email to that text, to that tweet. Consistently.

We’d love to hear your thoughts. Please comment, and let’s start a conversation!

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Taking Good Notes

Business note takingThis week let’s talk about taking good notes in the business situation. Perhaps you’ll be making notes on an assignment you’re being given; you may be taking meeting minutes; or perhaps you’re learning a new process and want to be sure you get it right. You may be using your tablet, a laptop, or – yes, people still do this – even a piece of paper!

For a simple assignment, maybe just a piece of paper to remind you will be enough. For more detailed information, there will be two parts to taking notes: listening, and developing a good note-taking process.

1. Here are some ideas on listening:

• Listening – really listening – requires concentration, and yes, some work! So start with the idea of what you will do with the information you receive. How will you use it? What is the end result you need? Listen for, and note especially the information you need in these areas.

• There are two kinds of listening. Listen for the factual content, and then listen for the “between the lines” content. This implied content may be the most important part of the communication. Clues include the speaker’s volume, tone, gestures, and facial expressions, all of which can help you determine what the speaker actually means by what he or she says.

• As you are listening, ask yourself who (will do what); when; where; why; and how they will do it. Be sure you know your part in the whole matter. What are you expected to do, if anything? You will need answers to each of these questions to be clear on what is being said. The speaker may not include all of these elements, so be sure you are clear in your own mind about the answers to these questions.

• Much of what you will hear will be a combination of fact and opinion. Learn to separate the two. Fact is important and useful, and opinion gives you the strategic guidelines for working with this person.

• Identify the critical parts, and pay particular attention to the details in these parts. It may be embarrassing, but if you have forgotten, or didn’t quite understand some parts of the conversation, ask.

• As you review your notes, see if you can re-phrase them, as though you were explaining what you have heard to someone who was not involved.

2. As for your note-taking process:

You’ll want to think about two things – how to “format” your notes, and your own personal “shorthand” to speed the note-taking process.

We talked about how to “format” your notes when you will use them to write meeting minutes: (a) Have an agenda for the meeting; (b) have a separate piece of paper for each agenda item; (c) take notes on the appropriate agenda item page. This gathers and organizes your content for you at the same time, and eliminates the need to search every page of your notes to get this done. So think about ways you can simultaneously gather and organize your notes for the piece you will write.

If you’ve learned it, regular shorthand will work fine if you’re taking your notes on paper. If not, you can develop your own personal shorthand system. For example, you might omit articles like “a,” “an,” or “the.”

You might use abbreviations that mean something to you, like “prev,” “lbs,” “etc,” “psbl,” “s/b,” “reg,” “lg,” and so on. Perhaps your personal “shorthand” will involve the elimination of vowels. Maybe you will be using the first parts of words, like “intro.” You will want to develop abbreviations for the words you use frequently.

Hope you’ll find these tips and tactics helpful, and we’ll look for you next week – right here!

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Poor Business Writing is Not a Character Flaw!

Writing skills can be fixedPoor business writing skills are not a character flaw. Neither are they a mark of stupidity, as some of my class members start out feeling. One of them even told me, “You can’t fix stupid.”

This seriously concerns me. Talking with a group of writer friends the other day, I asked why they thought so many perfectly bright, competent business people feel apprehensive about their on-the-job writing.

Fear – of making mistakes, of inadequacy – maybe even leading to procrastination; and vulnerability – “putting yourself out there” came up from several of them. Some mentioned specific skills that business writers may feel uncomfortable using: grammar, word choice, sentence structure, inability to create interest or to make the point clearly, were some of them. While most were appreciative of the skills they learned from their English teachers, others mentioned school teachers who made them feel dumb when they didn’t “get it.” Well here’s the good news: Once you can identify where you feel vulnerable – grammar, clarity, focus, or wherever – you can fix it!

Here are some other issues we talked about:

• The feeling that you have to start and write perfectly the first time. Not true. Most good writing has been written, reviewed, and re-written. It’s quick and easy with a computer, and the “checkers” available. Just remember to put your own eyes on your writing to be sure the computer is accurate with its suggestions.

• Thinking that you were good in English in school, and not realizing there is a big difference between academic writing and business writing.

• The tendency to give too much information. Don’t try to tell your reader everything you know about the subject. Select the facts and the information that provide insight into what your reader needs to know to do whatever it is you are writing about. The “too much information” syndrome is usually caused by a sincere, and worthy desire to be complete. Too much information, or unrelated information, only leads to confusion.

• Difficulty getting started. What you have to do here is let the reader know, in the first sentence or two, (1) what this piece is about, (2) why he or she is getting it, and (3) what he or she needs to do with, or about it. If there is a deadline, you will want to include that as well. The complete first paragraph formula has been explained in previous posts, so take a look for more information. More about the first paragraph formula in future posts.

• Lack of focus. Too many interruptions in an average business day make it hard to focus. For the shorter email or note, it may not be as noticeable. For a longer piece it is. The best way I know to fix this is with my Strategic Business Writing Blueprint. Having a system to fall back on is vital in this situation. Knowing how to proceed results in the confidence you need to write well. Tip: Your subject line is a quick and easy way to focus the reader. Just be certain that what the subject line says is what you will say in your email. Again, check some of the older posts, and we will do some new ones in the future as well.

• Need for a habitual system that makes it easy to start quickly, comfortably, concisely; continue confidently; and finish strong. See the previous two sections. More posts upcoming.

• Using the best medium before starting the communication – email writing, paper writing, texting, phone calls, in-person visits, and so on – is a critical consideration before you begin.

• Using the right “tone” with your reader. Tone is the relationship the writer sets up with the reader, and is a significant portion of your communication. How do you want your reader to think about you?

• Concern about giving offense. This concern can come into play when you have a solution to a problem, but may be reluctant to present it for fear of overstepping your boundaries, and giving offense. Of course you have to know your reader, but most business people who are in a position to make a decision, or to accept or reject your recommendation, greatly prefer having a “starting point” recommendation or two to having problems moved from your desk to theirs to solve, without a good recommendation or two – with backup!

Hope you’ll find these tips and tactics helpful, and we’ll look for you next week – right here!

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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Good Manners, Good E-mail

Good and Bad manners in e-mailConsider the tone of your message.  Tone is the relationship the writer sets up with the reader.  Even though email is a friendly medium, it’s tough to make humor (especially humor clothed in sarcasm) or tongue-in-cheek comments work in email, and it’s best to avoid them.  Also avoid personal comments about others, or knee-jerk emotional responses – email is no place for sarcasm, hostility, cynicism, or whining.

Remain professional at all times.  Consider waiting a bit before emailing a “sensitive” message.  Avoid “venting,” vulgarity, or certainly, any kind of profanity.  Think about your corporate culture, or prevailing attitude – which can be especially critical for emails to co-workers.
If you receive an email that you cannot answer immediately – perhaps one requesting information requiring research, or an answer that needs more time to put together, let your reader know right away that you have received his or her message, that you are, or will be working on it, and approximately when you will be able to respond.

Allow sufficient time. Your email could be received within minutes – or hours.  Even though your system may interrupt to announce a new message, it’s best to avoid time-sensitive communications (e.g., announcing a staff meeting in half an hour).  Email is designed for convenience, not necessarily for immediacy.

Remember that email is a two-way communication.  Consider what your reader has to say on an issue. Do not assume that no answer means agreement – or even understanding.

On deadline issues, ask for the follow-up, confirmation, or answers you need by a certain date.   If you get no acknowledgement, follow up until you do.  Consider international time differences, and take cultural expectations and practices into account when emailing internationally. Here’s an interesting comment we hear often: If everything you write is “important,” with a deadline attached, the reader may tend to discount the importance of anything you write.

 

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Timing and Frequency for Blog Posts

What is the right blog frequency?Many organizations, from very small businesses to large corporations, use blogging  to stay in touch with their clients and prospects, and to maintain a web presence. Many use their posts to sell products and services.

How important is the timing and frequency of these posts, what should the timing and frequency be, and does it really matter? As my business partner used to say, “Timing is everything in this life!” Was he right?

Fortunately for all of us who want to provide something of value to our old (and new!) friends and clients, there is considerable research ongoing, and a great deal of results sharing online. And the recommendations are in a constant state of change.

Joe Pulizzi offered some practical advice back in 2011 that still makes sense today. When he asked his research group, “How many blog posts make the correct frequency for corporate bloggers?” He received answers varying from twice a month to once a week to at least once per month.

Considering each of these answers correct for the time, he summarized by saying that as long as your blog post serves two goals: (1) providing interesting and compelling information to your readers; and (2) serving your objective for your blog; do a post, and post it. Frequency, he added, depends on these two criteria, plus consistency. Consistency, he emphasized, is the key. Once you have decided on your frequency, whether it’s five times a day, once a week, or twice a month, stick with it.

Kevan Lee in a May 28, 2014 post, suggests that based on Track Maven research covering 4600 blogs and 1.2 million blog posts, blog posts get more shares on Saturday and Sunday than any other day of the week.

Additional Track Maven results suggest that, “the late-night infomercial effect might come into play… Essentially when there’s less competition, the more your post stands out….”

On the other hand, many professional bloggers advise that the best time to publish your blog post is when your reader is most likely to be reading. If this is on the job, a workday could be more appropriate.

You will most likely experiment a bit to figure out the frequency, and the schedule that works best for you and for your readers, based on your goals, and what your readers want. There does, however, seem to be consensus on three important things:

  1. Publish a new blog post at least once a week
  2. Publish on the same day of the week consistently
  3. Place your focus on creating the best content you can

Blogger Christina Walker recommends, “…Publishing at least one new blog post a week is optimal because it helps maintain good relationships with customers, attract natural search traffic, and avoid burnout from writing too often.” Three very practical reasons indeed.

“Once you discover the best times to blog, being consistent with your publishing schedule also increases SEO value and encourages readers to come back regularly for more,” Walker added.

An article from Marketing Savant offers three important questions to ask yourself when planning your publishing schedule:

  1. Can you keep this schedule consistently?
  2. Can you always publish high-quality content at this rate?
  3. Will you have enough content for this schedule?

Adjust the frequency of your publishing schedule so that you can answer “yes” to each of these questions. “It’s okay to tone down or ramp up your blogging frequency as your goals, resources, and audience desire change over time,” the article points out.

One final piece of excellent practical advice: “… Before you finalize how often to blog, consider ways to avoid burn-out…blogging less often, using guest posts, assigning blogging responsibilities to a team…and anything else you can think of.”

What are the best times to blog for business? Jason Keith noted that the most popular weekday time appears to be 9 AM to 10 AM, with Tuesdays and Wednesdays the most popular weekdays.

Dan Zarrella, a social media scientist at HubSpot, found the best time to blog for page views is Monday between 8 and 11 AM, and the best time to blog for increased engagement is Saturday between 8 and 11 AM.

His recommendations?

“Keep in mind that the best time to blog varies by your audience. If they are mostly business people, blogging on Saturday probably won’t work very well. If they are mostly located in a certain time zone, schedule your posts to publish in their mornings, not yours.”

Gail Tycer offers business writing workshops and presentations, executive coaching, consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, Toll-free at 888-634-4875 or email gail@gailtycer.com

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