Cannot open file (/vservers/h168463wp/htdocs/wp-content/backup/.htaccess)Cannot write to file (/vservers/h168463wp/htdocs/wp-content/backup/.htaccess) Business Writing Info http://blog.instructionalsolutions.com A blog to help business people write better and manage information in less time. And, enjoy it. Tue, 10 Nov 2009 21:28:15 +0000 http://wordpress.org/?v=2.8.5 en hourly 1 Business Email Thanks http://blog.instructionalsolutions.com/2009/11/10/business-email-thanks/ http://blog.instructionalsolutions.com/2009/11/10/business-email-thanks/#comments Tue, 10 Nov 2009 21:21:31 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1514 I received an email today that contained  “Thanks, Susan” as the signature.

Thanks, as a closing, and as an exchange wrap up, is overused in business email:

  • Do not use “Thank You,” and your name as a signature. Every email you send will not need to convey thanks at the end, so do not automate this.
  • If you over-thank, it will soon become meaningless or insincere.

In business, our jobs require that we solve problems. It’s not necessary to thank people for regular work tasks.

At the end of an email exchange, don’t add another email round by thanking someone for doing their job. If thanks is really warranted, make it meaningful. Draft a new email and express brief thanks for the above-the-call-of-duty work, and copy the person’s supervisor.

We’re all deluged with too much email. Save “thank you” for when it really conveys gratitude.

Learn More in This Course: Email Essentials: Productivity and Impact

]]> http://blog.instructionalsolutions.com/2009/11/10/business-email-thanks/feed/ 0 Email No Longer Rules Says WSJ http://blog.instructionalsolutions.com/2009/10/30/email-no-longer-rules-says-wsj/ http://blog.instructionalsolutions.com/2009/10/30/email-no-longer-rules-says-wsj/#comments Fri, 30 Oct 2009 22:58:59 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1496 An article this month in the Wall Street Journal, “Why Email No Longer Rules...” has stirred controversy.

“Email has had a good run as king of communications. But its reign is over.”

The author, Jessica Vascellaro,  argues that just-in-time communication, such as Twitter, Facebook, and the upcoming Google Wave offer a constant stream of information. Conversely, email is outdated. It reflects how we used to use the Internet. Log on, do what we need, log off.

Email use is slowing, but it is still by far the dominate communications vehicle in business. Other services are increasing dramatically, but for now, they are not the dominate channel.

Eventually, ideally, we will  choose the best tool for the right task, as real-time communication is more widely adopted in business.

The challenge will be managing a 24/7 information flow.

What do you think? Does email work well for you for your business communication?

]]> http://blog.instructionalsolutions.com/2009/10/30/email-no-longer-rules-says-wsj/feed/ 2 What is a White Paper? http://blog.instructionalsolutions.com/2009/10/26/what-is-a-white-paper/ http://blog.instructionalsolutions.com/2009/10/26/what-is-a-white-paper/#comments Mon, 26 Oct 2009 18:14:48 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1473 Client Question: What is a “White Paper?”

The term “white paper” was originally used to designate government reports, but the term and format are now commonly used in many industries. The term is an offshoot from “white book,” which is an official government publication. Since it has its base in government publications, white papers should reflect authority.

The term “white paper” is now used to represent a document that showcases a specific business product or service. Because it needs to have authority, the author should have credibility in the subject. A white paper should engage the audience by showing specific examples and using clear arguments.

A white paper is different than a simple brochure because it typically highlights a product or research, and the author’s credibility on this subject is highlighted.

They are very useful in professional services to demonstrate expertise and are often used to generate sales leads, establish thought leadership, make a business case, or to educate customers.

Learn More: Business Writing Courses

]]> http://blog.instructionalsolutions.com/2009/10/26/what-is-a-white-paper/feed/ 3 Drowned by Jargon http://blog.instructionalsolutions.com/2009/10/22/drowned-by-jargon/ http://blog.instructionalsolutions.com/2009/10/22/drowned-by-jargon/#comments Thu, 22 Oct 2009 18:32:58 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1481 I attended a professional development conference today. While some of the recommendations were very good, they were drowned by jargon.

Let’s discuss this offline some more. You should talk about that offline. That’s an offline conversation. (A variation of this was stated seven times in one hour. Ugh.)

We were all physically gathered together, so the discussion was never online. This dreadful term “talk offline” is business-speak for “talk privately.”

Other jargon bantered by the presenter:

Let’s debrief so we can pull best practices from this.

What can we do to stake things up, so it doesn’t happen again?

How can we best ramp our efforts?

I hear you.

It was impossible for me to “hear” this presenter because her excessive jargon drowned her good content.

Learn More: Business Writing Courses

]]> http://blog.instructionalsolutions.com/2009/10/22/drowned-by-jargon/feed/ 1 Blog Action Day: Business Writing and Climate Change http://blog.instructionalsolutions.com/2009/10/15/blog-action-day-business-writing-and-climate-change/ http://blog.instructionalsolutions.com/2009/10/15/blog-action-day-business-writing-and-climate-change/#comments Thu, 15 Oct 2009 10:27:01 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1437 Today, October 15, 2009, bloggers from across the world join together to write about a single issue: climate change. The goal is to shift global conversations and raise awareness.

What do business writing and climate change have in common? Both, at their core, are about connection and interaction.

I’ve been writing a lot lately about social media and business writing, because highly interconnected, disbursed business communication is increasing. Climate change affects every person living on our plant, now and in the future. Each action we take ripples over our environment, much as a networked business document streams across multiple audiences.

“The art of the concise” brings clarity of thought and expression to business writing. Conservation at work and home bring a balanced life and sustainability to our planet.

Communication and technology offer a great convergence of information. We have one issue, one day, and millions of voices: I hope this article heightens our connection and our awareness of our dependency on each other.

Watch the American Association for the Advancement of Science Discuss Climate Change:


How Can You Help Right Now?

Visit Blog Action Day.org to learn more about today’s world-wide blogging event.

U.S. Citizens: Tell President Obama the World Can’t Wait for Clean Energy:

This December, world leaders will gather in Copenhagen to negotiate a global response to climate change. As a world leader in greenhouse gas pollution, as well as clean energy technology, the United States needs to take bold action by implementing comprehensive clean energy policies to curb emissions. Sign the petition.


]]> http://blog.instructionalsolutions.com/2009/10/15/blog-action-day-business-writing-and-climate-change/feed/ 2 More on Social Media and Business Writing http://blog.instructionalsolutions.com/2009/10/05/more-on-social-media-and-business-writing/ http://blog.instructionalsolutions.com/2009/10/05/more-on-social-media-and-business-writing/#comments Mon, 05 Oct 2009 17:28:47 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1406 The questions continue to pour in from clients about our recent newsletter topic: Business Writing and Social Media. It offered tips on where and how business people need to participate in social media to keep communication skills current. There is a current hype from so-called “social media experts” that social media is THE trend and THE way to communicate, and that’s overblown.

David Henderson, author of Making News in the Digital Era, summarized the most important considerations brilliantly:

At the core … more than ever before … I found that without the skills to clearly communicate ideas, anyone is easily lost in cyberspace, just making noise.

The quality and substance of what you have to say matters most of all.

There is no such thing as an expert in the world of online social media or online communications … because the space is too complex, too fluid and too expansive.

Social media is nothing more than a delivery tactic or tool. Strategic planning on ways to utilize social media for an organization is far more important. (NOTE: I believe this applies equally to business individuals, as well as organizations.)

I remember when eLearning was new and exciting, not the mainstream training delivery tool it is today. Initially, too much focus was on the technology, with not enough concern for the content transmitted. Now, we know that while it’s wonderful to train any time, place, and pace, what most matters is the content of that training.

What’s old is new again: social media is a fantastically disbursed communication medium. But, what most matters is the message and connection with audience. That’s the point. Plan your communication strategy, and use the social media channels (LinkedIn, Facebook, Twitter, Blogs, YouTube, Flickr) that best convey(s) your message to your audience. Don’t drink the Kool-Aid being pushed by “social media experts” that “if you’re not everywhere, you are no where.” (Yes, that is an actual tagline from one of these “experts.”)

First, be sure your idea is clear and well expressed. Then, use your chosen social media channels to widely transmit your message.

You can read more about David Henderson’s highly vetted insights, in his blog post: What Works, What Doesn’t Online.

]]> http://blog.instructionalsolutions.com/2009/10/05/more-on-social-media-and-business-writing/feed/ 4 Social Media: Participate or Perish? http://blog.instructionalsolutions.com/2009/10/02/social-media-participate-or-perish/ http://blog.instructionalsolutions.com/2009/10/02/social-media-participate-or-perish/#comments Fri, 02 Oct 2009 17:29:26 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1391 Is social media a fad? No. It will continue to evolve and change, but it’s here to stay, as this video powerfully illustrates:

How should you keep your skills current, as social media becomes integral to moving information in business?

At this point:

1) Make sure you list yourself on LinkedIn, and keep your profile current. Your employees should be listed also, since it’s valuable for branding and credibility. This will provide experience communicating in a networked environment.

2) Facebook and Twitter are very useful, but match your use to your business objectives. Don’t feel your skills are out of date if you are not participating in Facebook or Twitter, if it’s not relevant to your work, or personal interests.

This article, Business Writing and Social Media, will provide more detailed information about ensuring your business writing skills stay current, as social media becomes an integral part of how information moves in business.

I frequently hear from clients in business writing courses that social media and the many changes in business communication feel overwhelming. Business writing is continually evolving, and has been since we all began our careers. Social media is simply a new opportunity, so match your business writing skills to these new opportunities. You will thrive.

]]> http://blog.instructionalsolutions.com/2009/10/02/social-media-participate-or-perish/feed/ 0 Trim Business Writing Redundancy http://blog.instructionalsolutions.com/2009/09/30/trim-business-writing-redundency/ http://blog.instructionalsolutions.com/2009/09/30/trim-business-writing-redundency/#comments Wed, 30 Sep 2009 17:07:16 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1383 Redundancy is very common in business writing. Trim bloat by omitting modifying words that merely echo the primary word. There is no need to repeat yourself:

  • Replace: free gift with gift (if it’s not free, it’s not a gift)
  • Replace: basic fundamentals with fundamentals
  • Replace: absolutely necessary with necessary
  • Replace: forward planning with planning
  • Replace: after the conclusion with conclusion
  • Replace: completely naked with naked
  • Replace: total stranger with stranger
  • Replace: after the conclusion with after

What redundant phrases do you see in business writing that can be trimmed?

Learn More in This Course: Effective Business Writing Techniques

]]> http://blog.instructionalsolutions.com/2009/09/30/trim-business-writing-redundency/feed/ 0 Business Email Productivity Tips http://blog.instructionalsolutions.com/2009/09/16/business-email-productivity-tips/ http://blog.instructionalsolutions.com/2009/09/16/business-email-productivity-tips/#comments Wed, 16 Sep 2009 16:30:36 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1340 Recent research confirms the volume of email continues to increase.

The technology marketing research firm Radicati predicts that this year the average office worker will send and receive about 199 emails per day! That is nearly 200 separate messages, each requiring your focus and action. Even if you can quickly delete an email after skimming it, that process requires you to (1) absorb the message, and (2) delete it.

More worrisome for productivity, Radicati also predicts that the average office worker will spend 41% of each work day managing email. Earlier this week, talking with participants in several business writing courses, I listened as they expressed their frustration with the volume of email they receive each day. The higher one rises in an organization, the more email one receives.

Follow these business email productivity tips to control your inbox, and boost your productivity.

Learn More in This Course: Email Essentials: Productivity and Impact

]]> http://blog.instructionalsolutions.com/2009/09/16/business-email-productivity-tips/feed/ 2 Condolence Letter Tips http://blog.instructionalsolutions.com/2009/09/11/condolence-letter-tips/ http://blog.instructionalsolutions.com/2009/09/11/condolence-letter-tips/#comments Sat, 12 Sep 2009 00:14:18 +0000 Mary Cullen http://blog.instructionalsolutions.com/?p=1353 Today is the eighth anniversary of the 9/11 terrorist attacks here in the United States.  Thousands of people lost their lives, and many more hearts were broken by family, friends and co-workers lost.

I am sometimes asked if a condolence letter is necessary, or even suitable, in a business relationship.  It’s an easy answer. Yes. Reaching out to console a colleague in pain can never be inappropriate.

TIPS TO WRITE A CONDOLENCE LETTER

DO:

  1. Send a written note or email message. (A written note is better, but if you only have a colleague’s email address, do reach out by email.)
  2. Don’t worry if your words are not eloquent. It’s nearly impossible to find wording that fully expresses deep ache. Your recipient will be comforted by your sincerity, so express what you feel.
  3. Acknowledge your recipient’s loss.
  4. Express your care, concern, empathy, or friendship.
  5. Close with an expression of sympathy.

DO NOT:

  • It is best to avoid any specific religious sentiments, unless you are sure your recipient shares your beliefs. “You are in my prayers” is suitable because it is generic, and expresses spiritual support. “Carolyn is now home with Jesus,” for example, would not comfort someone with agnostic beliefs. Focus on your recipient when expressing any religious reference.
  • Tell the recipient how to grieve or minimize the loss. After my mother died, a friend sent me a note recommending that I not focus on it too much, as it was better to stay busy. She reminded me it was a loss most everyone faced. That was not helpful.

In upcoming posts, I will share examples of condolence letters to a business colleague for:

Condolence Letter for Loss of a Spouse

Condolence Letter for Loss of a Child

Condolence Letter for Catastrophic Loss of Property

Condolence Letter to Colleague for Lost Job

If you have a friend or colleague who is experiencing grief, I hope these tips will help you find the words to comfort them.

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