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business communication, business writing, editing, editing your writing, proofreading

5 Do-It-Yourself Business Writing Proofreading Hacks

Michelle Troutman

1. Know your weaknesses – Do you tend to write long sentences, repeat certain words, or have other verbal tics? Being aware of your bad habits can help you focus on what to cut in a pinch. For example, you can search your copy for repeated words or phrases and replace them with appropriate synonyms to improve the flow.

2. Change the font size or color – This tip has helped me see my copy in a new way. Errors seem to pop out more, especially after I get used to reading the same text over and over. Just remember to change it back to normal later, if necessary. 🙂

3. Remember readability – Microsoft Word and similar software use the Flesch-Kincaid readability scale to score your writing by grade level. Grade eight or nine is common for easy reading, but some grammar experts suggest you aim for a sixth-grade level. The Hemingway App follows an algorithm. To improve readability, use few, if any, words with three syllables or more. And shorten your sentences.

Example: Individual (five syllables: in/di/vid/u/al)
Revised: Person (two syllables: per/son)

4. Use a checklist – Grammar and style books sometimes have lists of common errors at the back, which can be especially helpful for new writers. This is among the proofreading hacks that are best to save for last. My newsletters also offer some usage tips.

5. Keep it in context – Does everything make sense? Does it add up? Names and numbers can be easy to gloss over. Even if every statement is correct, your wording could confuse readers. This is a sometimes overlooked part of making your writing easy to understand.

What are some of your favorite proofreading shortcuts? Feel free to comment below.

Need help with your editing or proofreading? Contact me.

Quotes

“Let the reader find that he cannot afford to omit any line of your writing because you have omitted every word he can spare.” ~ Ralph Waldo Emerson

“Write without fear. Edit without Mercy.” ~ Unknown

business communication, business writing, editing, editing your writing, wordiness, writing advice, writing more clearly, writing professionalism, writing well

5 Ways to Say More With Less in Your Business Writing

1. Cut the qualifiers – “Very,” “really,” and other qualifiers can bloat your writing. Remove them to say more with less.

2. Watch your adverbs – These words usually end in “-ly.” Use them sparingly, only when you need to make a point. They’re usually a sign you should trim the fat.

Example: “The car rolled down the driveway slowly.”
Revised: “The car crawled down the driveway.”

3. Look at adjectives objectively – Like adverbs, adjectives aren’t always necessary. Often, you don’t need them unless they’re relevant to your subject matter.

Example: “Made of high quality steel, these knives are tough enough to slice tin cans.”
Revised: “Made of quality steel, these knives slice through the toughest tin cans.”

4. Be less specific – Instead of writing a long description or explanation, link to another article on the topic to give readers more info. Also, in your wording, you can move from the specific to the general:

Example: “We looked at three houses on Elm Street and one on Forest Avenue before we made an offer on our current home.”
Revised: “We looked at four houses before we made an offer on our current home.”

5. Think visual – Focus on how best to format blocks of text for easier reading. Especially for items in a series or lists, numbers and bullet points are your best friends. For a practical and attractive way to simplify complex information, try using columns. For a more visual approach, infographics can attract attention to your topic.

Advice from an experienced wordsmith can help you learn how to “weed” your words for better growth as a writer and gain you the right leads.

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What are some of your favorite ways to say more with less? Feel free to comment below.

Quotes

“I would have written a shorter letter, but I did not have the time.” ~ Blaise Pascal

“The poem is a form of texting…it’s the original text. It’s a perfecting of a feeling in language — it’s a way of saying more with less, just as texting is.” ~ Carol Ann Duffy

business communication, business writing, writing advice, writing better

The 5 Most Overused Business Words and Phrases of 2020

1. Pivot – Understandably, some of us have had to reorganize our work and our personal lives, which is why this is one of the most overused words and phrases of 2020. I guess people like “pivot” because it brings up an image of turning on a dime or spinning quickly. I prefer the terms “adjust” and “adapt,” however, there’s also the traditional “change.”

2. Unprecedented – Yes, the pandemic and the economic fallout left in its wake are unusual. Everyone knows that by now. Less common alternatives include “unparalleled,” “extraordinary,” and even “freakish.”

3. “New normal” – The definition of “normal” is debatable anyway. The mass media has definitely pounded this phrase into the ground. I like more forward thinking updates, such as “the next normal” and “the new usual.”

4. Disruptor/disruptive – These words appear often at marketing agency websites. Traditionally, a “disruptor” interrupts something to cause problems (as opposed to solving them). Apparently, simply being “creative” is too boring.

Perhaps “disruptive” applies better to the pandemic. I get that in using it, they’re trying to appear hip, artistic, or even edgy, more dynamic than their competitors. But, if it becomes too commonplace, come up with something more original. Why not focus on projecting a more positive image? Maybe you’re really a “creator,” a “rejuvenator,” a “producer,” or even an “activist.”

5. Tone-deaf – I’ve been guilty of using this a few times, mostly when I refer to behavior that would have been more suitable before the pandemic. An alternative with a similar meaning is “inappropriate,” but its proper use depends on the context.

What do you think were the most overused words and phrases of 2020 (or now)? Feel free to comment below.

Need help finding the “write” words? Contact me.

Quotes

“Overused, incorrect, and fuzzy words have plagued writing for centuries.” ~ Ann Gynn, Content Marketing Institute, Stop With the Overused and Incorrect Words in Your Writing

Published December 1, 2020

business communication, business writing, newsletter advice, newsletter marketing, newsletter tips, newsletter writing, newsletters, writing a newsletter

5 Mistakes to Avoid in Your Newsletters for Business

1. Long subject lines – Among the mistakes to avoid in your newsletters for business, keep your headlines short. Long headlines may get cut off in some email readers, especially in preview. Also, a pithier title is more likely to catch people’s eyes. Some experts, such as HubSpot, suggest you keep the headline under 45 characters — keystrokes, not words. 🙂

2. Long newsletters – You’ve heard it all before — people are busy and have short attention spans. They won’t always read content they have to keep scrolling through, especially on a mobile device. As an alternative, you can link back to a PDF or a web page, which is more appropriate for scrolling.

3. Bad links – Links are easy to overlook in the editing process. You can use a link checker or test them one by one to make sure they lead where you want them to go.

4. No links – Links help make text more visually appealing. And, if you’re promoting something, it makes sense to link back to a landing page for it, so this is your chance.

5. Not editing thoroughly – This is one of the most common mistakes to avoid in newsletters — don’t let it happen to you! Maybe you just need to send your e-newsletter ASAP because of breaking news. Perhaps you’re getting pressure to send it on short notice. If possible, take time to pore over every detail, from the wording to the paragraph length to the links and the contact information.

Need help with your newsletter? Contact me.

Quotes

“Don’t send out a newsletter just to send out a newsletter. One newsletter a year that is really interesting is more beneficial than 12 that are boring. If you write two or three boring newsletters in a row, your readers will start to think you write boring books.” ~ M.J. Rose

“Don’t tell users how to interact with your email. If it’s not intuitive enough, go back to the drawing board.” ~ Eric Lepetit, NEST

Comments? Suggestions? Need help? Feel free to contact me.

Michelle Troutman
classywriting.com

business communication, business writing, newsletter advice, newsletter marketing, newsletter tips, newsletter writing, newsletters, writing a newsletter

5 Ways a Newsletter Can Boost Your Business Revenue

1. Track your results – Email marketing services (MailChimp, Constant Contact, etc.) let you assess how your messages reach your customers, so you can find out what works and what doesn’t work — whether it’s your subject lines, design, or content — to help you increase your earnings.

2. Build connections – You can control the image you present, which is important for connecting with people and building trust with them to boost your earnings. People can see you as an expert in your field, and if you present them with useful information, your customers will likely share your newsletter with others, which can lead to greater visibility and profits.

3. Content choices – Announcements help you notify people about incentives you offer (such as discounts and coupons); you can also include “how-to” articles that tie into products and services, and upcoming events and news, among other information, to connect with people. Nielsen Norman Group newsletter studies have shown that these types of emails work well to connect with subscribers.

4. Tell stories for $$$ – “Storytelling” is a popular form of content marketing, especially among nonprofits. Nonprofits can include stories about how donors’ donations have made the world a better place — an essential tenet of the “Domain Formula” for print newsletters, which has been proven to be effective for increasing donations. Businesses can highlight how their products or services have benefited customers, and businesses and nonprofits can build emotional connections with people through stories about why their organizations were founded.

5. High ROI – According to a 2015 report by the Direct Marketing Association, marketers could expect a return of $44.25 for every $1.00 they invested in email marketing. An e-newsletter eliminates postage and printing costs; many email marketing platforms charge a low monthly fee (others, such as MailChimp, are free) to send copies to multiple subscribers.

Want to create your own newsletter or don’t know what to do with the one you have? Explore my lead-generating newsletter writing packages.

The Classy Writing Blog

E-Newsletter Examples: Professional Services Firms

“Some e-newsletter examples in the accounting and real estate realms that effectively sell readers on their services….” Read more.

Quotes

“Your newsletter subscribers are usually your most loyal customers and fans, so it’s important to treat them better than the more fickle audience on social networks. Obviously, having enhanced content in the newsletter is one way of doing so. But you should also make sure to send out the newsletter announcing, say, sales or new products before tweeting such news.” ~ Jakob Nielsen, E-Mail Newsletters: Increasing Usability

“Giving your donor just one thing to consider in your newsletter rather than, say, 10 things (you see that a lot) might be a welcome relief.” ~ Tom Ahern