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3 Mistakes People Make in Writing Customers

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By Dianna Booher (used with permission)

In today’s world, we work, live, and die by email. Okay, I exaggerate. But it’s hard to get through a week without weeding your way through an overflowing inbox. How do you make your emails stand out—positively rather than negatively—from competitors?

For starters, correct these problems…

3 Common Email Mistakes

Vague Subject Lines

Subject lines should be a condensed version of your message and the action you want. They should be informative, not mysterious—unless you’re an email marketer. And even then, marketers often find that vague headlines don’t always intrigue buyers.

A quick scan of a week’s inbox reveals subject lines like these:

A Quick Question (About what?)

Following Up (On what?)

Last-Minute Details (Is the reader asking for them or giving them?)

Can you imagine reading newspaper headlines as vague as these: “Stock Market.” “Taxes.” “Blizzard Conditions.” You wouldn’t know where to begin reading. Unless you’re a novelist—a mystery writer at that!—turn your subject lines into informative headlines.

Subject lines should be specific, useful, brief:

How to Register for the Upcoming RW Conference & Expo

New Dates for Denver New Product Orientation: Aug 12-13

Stopping Work on FTD Coding: Glitch in Step 7

Available Friday for Call About Licensing Extension?

Unclear Actions and Timeframes

Don’t hint or imply. State exactly what you want the reader to do and when. You can soften a request by stating the action as a question or by adding a courtesy word. For example: “Would you please send me your feedback on the demo equipment by Friday, May 6?” Such a statement sounds friendly, yet still sets expectations.

Never equate courtesy with vagueness. Phrases such as “at your earliest convenience” or “as soon as possible” simply leave your reader guessing. You can be both pleasant and precise.

Openings That Close Doors

In the classic movie Jerry Maguire, Tom Cruise barges into his home after an argument and long separation from his wife, starts an explanation meant as an apology, and makes a romantic plea: “You complete me…  You…”

She interrupts, “You had me at hello.”

In case you don’t recall the movie plot, let me just say the similarity to email greetings stops there:  Your email readers are not in love with you. (Okay, maybe your family members love you. Possibly a few favorite customers love you.) But even if emailing best friends, chances are they already have an overflowing inbox and may not want another email from you.

So your email greetings should warm clients and prospects up—not put them off.

Another thing about greetings: Stand out by “mixing It up.” My colleague Bill Lampton has mastered this principle well. Every email from him sounds as though he has just walked into my office with a fresh comment of the morning. Here are some recent greetings from his emails:

Dianna, hi—

Very good, Dianna. The next thing….

How about Tuesday, Dianna?

Good morning, Dianna!

For sure, Dianna…  Mid- to late-May fits my schedule…

I totally agree, Dianna, about the need to …

See how these greetings pull you right into the email as if we’re in a relationship and the conversation is just continuing?

That’s exactly the feeling you want your customers to have as they see your email in the preview window—that they’re in an ongoing relationship with you and should respond as if face to face.

So how to break through the email barrier and get quicker responses? Be specific. Say it in the subject line. Make sure your greeting warms buyers up—not puts them off.

email mistakesLearn more ways to improve your email communication in Faster, Fewer, Better Emails: Manage the Volume, Reduce the Stress, Love the Results by Dianna Booher. Click here for details.

 

5 Writing Questions to Ask Before Saying “I’m Done”

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by Barbara McNichol

ask writing questionsSuppose you’re composing a sensitive email, article, or letter—one that’s extremely important in your world. But the message must be as clear and concise as possible.

Ask these five writing questions and follow the examples. From there, make changes that will immediately improve your prose and ensure you’ve written what you meant to write.

  1. Have you put in filler words that don’t add meaning to your sentence? E.g., Starting a sentence with “there are” or “here is” or a variation. “Here are excellent points to consider” becomes “Consider these points.” More direct!
  2. Can you spot and eliminate extraneous phrases? Omit “the fact of the matter is…” or “it’s important to remember that…” or “it’s all about…” Like filler words, they take up space without adding meaning.
  3. Where can you use noun modifiers to be more concise? E.g., “Tips on writing” becomes “Writing tips” and “Details regarding the conference” becomes “conference details.”
  4. How can you streamline sentences without changing the meaning? Look for “who” and “which” phrases. E.g., “Dee, who is our new manager, just had surgery” becomes “Our new manager, Dee, just had surgery.” “Our report, which we finished, is on your desk” becomes “We put our finished report on your desk.” Bonus: It uses an active verb.
  5. How can you use commas sparingly but also when needed to clarify the meaning of your sentences? E.g., “You can overlook punctuation rules and people will have trouble reading your writing and your ideas will get lost.” Without a comma after rules, this can be misread to say: “You can overlook punctuation rules and people…” That’s why you need the comma after rules. Even clearer would be: “If you overlook punctuation rules, people will have trouble reading your words, and your ideas will get lost.”

What writing questions would you add to these five that would help hone your writing to perfection before saying, “I’m done”? Note them in the comments section.

Want more tips like this to answer your writing questions and advance your career? You’ll find 18 Days to Become a Better Writer an easy-to-use e-guide. Start your journey to #betterwriting by clicking here.better writing cover

“If I Were (Was) a Rich Man …”

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by Barbara McNichol

The play Fiddler on the Roof recently came through my city, and my friend kept singing her dad’s favorite song from that hit: “If I Were a Rich Man.” My comment? “I’m glad the lyricist got the grammar right!”

Why is the use of “were” (not “was”) correct in this song title and similar phrases? Consider the conditional meaning associated with using an “if” clause. In this case, the lyrics “if I were a rich man” reflect a wishful condition, not a true statement.

You may recall how Tevye, the character in Fiddler on the Roof who sang this song, lamented his lowly position as a milkman and wondered what wealth would bring to his life.

If at one time he had been rich, he could factually say, “When I was a rich man.” But in the context of Fiddler on the Roof, he could only hope to be rich.

What about the song “If I Were a Carpenter”? Here, the lyricist correctly uses “were” to depict a hope or dream, not a current fact.

When It’s Correct to Use “Was”

So when would you use “was” (not “were”) in an “if” clause? When it introduces an indirect question or statement of fact. Examples:

  • The boss asked if I was (not “were”) finished with the report. This factual statement is based on what’s true or possible, not something hypothetical.
  • If he was (not “were”) guilty, he would have remained silent. This states a fact that’s likely true, not something conditional.

In the statements you write, remember to use “were” when the situation calls for being conditional, hypothetical, or wishful. And like Tevye, that’s how you can make a plea for the wealth you wish for!

***

better writing coverWant more tips like this to hone your writing skills and advance your career? You’ll find 18 Days to Become a Better Writer an easy-to-use e-guide.

Your latest journey to better writing starts by clicking here. To save $$, type 18DAYS into the coupon box at checkout.

Be a Better Writer–STOP Using “Start” So Much

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by Barbara McNichol

Pop Quiz

To be a better writer, when should you stop using the word start?

Answer

Now. Good writing includes the ability to craft strong, clear statements. Extraneous words and phrases water down communications. An outstanding example of this is the overuse of the words “start” and “begin.”

Look at these examples of creating stronger statements by going straight to the key action verb rather than “beginning” to go for it.

Example 1: Slowly begin to approach your teammate with your idea.

Better: Slowly approach your teammate with your idea.

Example 2: Start making an agenda for the meeting.

Better: Make an agenda for the meeting.

True confession time: Do you ever overuse “start” and “begin”? Please don’t start!

I hope this tiny Pop Quiz gave you a BIG idea for tightening your writing. If that was helpful, there is more.

What if you had a program that could guarantee you would become a better writer, making you a more valuable, promotion-worthy professional?

Even if you’re doing well in your job, you can have more within your reach.

The Word Trippers Tips ADVANTAGE Program does all that—and for less than the cost of a night on the town.

Becoming a better writer doesn’t just happen. I challenge you to …

CHECK OUT WORD TRIPPERS TIPS.

From tennis nut to word nerd and successful book editor, Barbara McNichol has built a career around her love of the English language. She can show you how great writing skills can help you get hired … win promotions … and build better working relationships. Reach her at editor@barbaramcnichol.com

Word Clutter Makes Me Feel like I’m Swimming in Jell-O

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by Barbara McNichol

Reading through a book or report or email with lots of word clutter makes me feel like I’m swimming in Jell-O. My mind goes into slow motion. I lose attention. I start thinking about picking dead leaves off plants.

I’m sure you know what I mean by “word clutter.” It’s those long-winded phrases that the writer didn’t take the time to pare down.

Well, I have a magic trick for cutting out dead words and leaving my plants for another day.

Word Clutter Pop Quiz

What is the #1 way to make sentences less verbose and more direct?

Answer: Change long noun phrases to short verbs.

Consider the differences in these 3 examples:

  1. “They remain in contradiction with themselves” vs. “They contradict themselves.” (“Contradiction” is the noun; “contradict” is the verb.)
  2. “He made an acknowledgement of her success” vs. “He acknowledged her success.” (“Acknowledgement” is the noun; “acknowledged” is the verb.)
  3. “She initiated an implementation of the plan.” vs. “She implemented the plan.” (“Implementation” is the noun; “implemented” is the verb.)

See how less wordy and more direct the second version is in each sentence?

And Here’s Another Cagey Trick

If you’re not sure whether you can turn a long-winded noun into an active, lively verb, a dead giveaway is nouns ending in “ion” and “ment.” Notice in these examples the words contradiction, acknowledgement, and implementation. All those nouns have been successfully turned into shorter, more action-oriented verbs.

So the next time you edit your own work, use this magic trick and add more BAM! to your writing.

Even More BAM! for Your Buck

A few years ago, I launched my Word Trippers Tips ADVANTAGE Program. It took off and customers reported better writing skills almost immediately.

This past year I created three options, which make it even easier to use and more AFFORDABLE.

Not a course … but a source … Word Trippers Tips ADVANTAGE Program is an interactive resource that takes almost no time every week to absorb.

Curious to know more? Go to www.WordTrippers.com for full details.

What writing tricks do you use to reduce word clutter?

Why Care About Your Writing Voice and How Can You Improve It?

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By Barbara McNichol

short verbsI agonize over how to help authors, business professionals, and WordShop students use their writing voice in interesting, meaningful ways.

Good writing requires more than just grammar and spelling. It’s style, catching someone’s attention, and making readers understand the conviction behind the words.

In my experience, one writing technique stands above all others…it adds power and memorability, and it makes writing good reading. Read on!

Pop Quiz

You’ve likely heard that people prefer the active voice over the passive. But do you know why?

Answer

Writing in the active writing voice is powerful and dynamic. It catches and holds the reader’s attention far better than passive statements. The passive writing voice is a little “weasley.” It hides responsibility for action, and it can be ambiguous, confusing, and boring.

Furthermore,

  • The active voice conveys ideas quickly and directly.
  • The active voice clearly spells out the action and who is doing it.
  • The active voice frequently requires fewer words than passive sentences—helpful when space is limited.

Which is Which?

In a sentence written in the active voice, the subject of the sentence performs the action. In a sentence written in the passive voice, the subject receives the action.

Examples:

  • Active – I created Word Trippers Tips ADVANTAGE Program and I guarantee it will make you a better writer.
  • Passive – The Word Trippers Tips ADVANTAGE Program was created to make you a better writer.

It’s True. My Word Trippers Tips ADVANTAGE Program will absolutely make you a better writer.

You’ll find nothing else like this program. It’s easy. Fun. And available for less than the price of a new outfit. (And think how many new outfits you can buy with a higher-paying job because you wrote a powerful résumé and cover letter.)

Not a book … not a course … this program takes almost no time every week to absorb.

LEARN MORE HERE.

More Puns for April Fools Day

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punsWith April Fools Day approaching, tickle your funny bone with these puns to share with friends. These came from Todd Hunt:

1) Acupuncture is a jab well done.

2) If a clock is hungry does it go back four seconds?

3) Without geometry, life is pointless.

4) Corduroy pillows are making headlines.

5) I did a theatrical performance about puns. It was a play on words. (Barbara’s favorite)

These came from a faithful reader of Add Power to Your Pen:

  • No matter how much you push the envelope, it’ll still be stationery.
  • Time flies like an arrow. Fruit flies like a banana.
  • Atheism is a non-prophet organization.
  • A backward poet writes inverse.
  • If you jumped off the bridge in Paris, you’d be in Seine.

OK – your turn. Write your best/worst puns in the comments!

Do You Have Reading Envy?

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By Abby Marks Beale

Don’t you just envy people who always keep up with their reading? You may be surprised to know that a quick reading speed is not the only way to get caught up. It’s those who devote an adequate amount of TIME to it are also the ones who are not haunted by their “to-read stack.”

Being Intentional with Your Reading

That makes sense, you say, BUT you’re feeling time-starved? It’s really as simple as being intentional about wanting to make more time to read.

Review these common-sense suggestions. Which ones do you already do? Which ones you can start doing to relieve your reading guilt and get more reading done?

Capitalize on free moments by always having something with you from your reading pile – be it digital or on paper – and kept in your car, in your purse or briefcase, etc.  An unexpected delay in an appointment is now viewed as a gift of time.

Watch less (or no) TV! If you watch an hour or more of television a day, just think how much reading you could get done if you swapped some TV time with reading just a few days a week!

Only read things that are of value to you so you don’t waste your precious reading time on useless material.

Plan it! Make an appointment with yourself during work hours (this may mean moving to a conference room to get peace and quiet), on weekends (you can read while kids are watching cartoons) or during your commute (if you have one where you’re not driving!)

Try to read more at your peak time(s) of day – your most mentally awake and alert times. If you are a morning person, then make some time then. If you are a night owl, carve out time after dark.

Upgrade your reading skills so however much time you do spend, you get a lot more accomplished! You can take our interactive reading course online OR if you prefer to learn auditorily, you can start by listening to the 10 Days to Faster Reading audiobook available on Audible.com.

March is National Reading Month. Here’s to getting more time to read!

Abby Marks Beale makes a difference in the world through her speed reading programs, which I highly recommend. Details at https://revitupreading.com

How will you celebrate National Reading Month? Please comment here.

When to Use an Apostrophe with Numbers, Dates

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By Kathleen Watson (used with permission)

Frigid winter temperatures have punished much of the United States this winter. For grammar enthusiasts, weather reports have drawn attention to when to use an apostrophe with numbers. These guidelines will prevent you from making mistakes.

When you add an s to numbers to make them plural, do not add an apostrophe:

  • Temperatures will drop into the 30s tonight.
  • There were four 747s waiting on the tarmac.
  • She said both size 8s were too loose.

When writing about years as decades, do not add an apostrophe:

  • He teaches a class on rock bands of the 1960s and ’70s.
  • They worked together to refurbish a car from the 1940s.
  • Her résumé describes her accomplishments in the 1980s.

When the year is specific and designates possession, add an apostrophe:

  • During 1936’s Olympic Games in Berlin, Jesse Owens won four gold medals.
  • Funds raised in 2018 surpassed 2017’s efforts.
  • The Chicago White Socks were 2005’s World Series champions.

Avoid using numbers to start a sentence unless the numbers express a year:

  • 1929’s stock market crash marked the beginning of the Great Depression.
  • 2018 was the best sales year we’ve had in a decade.
    Not: 70 percent of my day is consumed by responding to emails.
    Better: Seventy percent of my day is consumed by responding to emails.
    Best: I spend 70% (or 70 percent) of my day responding to emails.

To summarize:

  • Do not use an apostrophe with numbers when you are making them plural: a fleet of 747s
  • Do not use an apostrophe with numbers that indicate a decade: the 1960s or the ’60s
  • Do use an apostrophe with numbers of a year to designate possession: funds surpassed 2017’s efforts

What examples would you add to these?

Kathy Watson loves words and the punctuation that helps them make sense, yet she hates those pesky rules. Her reference guide Grammar for People Who Hate Rules helps you get over the hump with ease.

Beware of Misinformation and Especially Disinformation

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by Barbara McNichol

Dictionary.com’s 2018 Word of the Year—misinformation—is more than a word; it’s a call to action.

Dictionary.com defines “misinformation” as “false information that is spread” and goes on to say its rampant spread poses new challenges for navigating our communications today.

Not Interchangeable

The meaning of “misinformation” is often confused with “disinformation,” but the two aren’t interchangeable. “Disinformation” means “deliberately misleading or biased information; manipulated narrative or facts; propaganda.” The difference between “misinformation” and “disinformation” is marked by intent.

That means when people spread “misinformation,” they believe the information they are sharing. In contrast, “disinformation” is crafted and sent out with the intent to mislead others. A piece of “disinformation” can ultimately become “misinformation” depending on who’s sharing it and why.

For example, if politicians strategically spread articles, photos, etc. they know to be false, that’s “disinformation.” When a recipient sees the information, believes it, and shares it, that’s spreading “misinformation.”

Misinformation vs Disinformation – Know the Difference

The point is to learn the difference between them, then heighten your sensitivity to their nuances—and don’t knowingly spread either.

What can you do to fight misinformation at work and outside of your job?

Armed with awareness, you can:

  • improve your own media literacy by carefully considering your sources of information
  • fact-check stories you read on social media before believing them
  • commit to reading entire articles, and not just headlines, before sharing them
  • point others to fact-checking resources when you see misinformation spreading
  • learn to recognize misinformation and wrk toward stopping its spread

I encourage you to read more on this hot issue by doing an online search. Share your thoughts here.

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