I hope you find my writing and business tips and observations useful. My business and blog are dedicated to helping businesses communicate clearly and reach their potential.
Read, and enjoy!Tash
You’re from the days of yore?
One pair of misused words that I find really annoying is your/you’re. It isn’t hard to learn one is possessive and one is an abbreviation (for you are), but so many people use the incorrect word which shows a lack of knowledge and attention to detail that does not represent them , their content or their business well.
Your: refers to something you own
Is that your bike?
You’re: an abbreviation of ‘you are’.
You’re going to work tomorrow.
Yore: referring to the past, although it isn’t often used now
In days of yore, a Lady’s ankle was never seen.
Although these three words sound exactly the same, they obviously can’t be used as substitutes for each other. No catchy memory tricks for this one – you simply need to remember that the apostrophe replaces the a in you are to create you’re.
Clutter free and productive
One of the conference workshops I attended last week was called “Working in a clutter-free, productive place”, run by Natasha Crestani of Inspired Honey. It was fantastic!
I must say I agree with the premise that less clutter makes it easier to concentrate and to find things, both of which make you more productive when you try to work and function. But when you get busy, it can be hard to manage the clutter.
If you tend to hoard things and surround yourself with clutter, I believe you have to be ready to let go of things or it won’t happen. But even organising your clutter will make a difference if you can’t actually lose much of it yet.
Some tips I got from Natasha – either directly or by thinking about what she said – are listed below and hopefully one or two will help you be more productive in your business/office!
- develop a system for incoming paper – use that system on new things even if you still have piles of old papers lying around
- reduce unnecessary papers entering your office. For example, add a ‘no junk mail’ sign to your letterbox, open all your mail next to the recycling bin so unwanted papers never reach the house/office and don’t print off emails/web pages/etc unless you really need to
- make regular time to declutter or sort – it’s much less intimidating to tidy for 5 minutes than to sort a desk hidden under stacks of paper
- get some sorters, document trays or upright file holders and aim for nothing lying loose on your desk when you aren’t using it. Even two or three semi-sorted piles of paper makes things easier to find than one huge pile or paper strewn everywhere
- have a notebook to write notes in – notes from meetings, ideas that come to you, phone numbers, references to check, and so on – rather than using lots of scraps of paper that you can never find when you need them
- have a recycling bin in your office so paper can go straight into it when you are finished with it
- if something comes to you that can be sorted very quickly (like in less than 5 minutes) deal with it NOW as that is quicker than having to reassess it and do it later
- use lists – getting clutter out of your mind is just as important as getting it off your desk!
What systems will work in your oficce and situation depends on you, your business and what resources you have so the bad news is that there is no magic bullet to fix clutter and disorganisation. The good news is that you can change things and become more productive 🙂
As a busy writer, I admit that sometimes my desk and office got out of control and were hidden under piles of paper. Since Natasha’s workshop, I have reduced clutter and it feels great! I am implementing new systems, too, so I will never lose my desk again!
Still, I would love to hear your business/office organisation tips so please add them as comments…
Driving torture?
Another pair of words many people could easily confuse is tortuous and torturous.
Tortuous – twisting and winding, such as driving along a tortuous road.
The wagon was too long to drive along the tortuous track.
Torturous – painful, agonising, upsetting, such as a torturous stay in prison
Listening to the new student play the violin was torturous to the music lover.
To tell them apart, think of the word torture and torturous together as painful and unpleasant.
Links in emails
Email marketing is a valuable tool for any modern business, but it can backfire if you don’t use it carefully.
I recently saw an email that was very short, started with my name and included unsubscribe details – all of which are good points in an email. But it also included three links to a web page they were promoting – not three pages, but three links to one page!
In a short email, I am quite capable of finding the link even if I have read further on – it will stand out!
Over do something like providing links, and I begin to wonder why you are pushing it so hard and I get suspicious. Finish with “This isn’t hype” to convince me this is hype and not substance.
Add in a comment like “Seriously, this puppy is sick” and the email has no credibility – I deleted it without clicking on any of the three links!
So the lessons from this email are:
- treat your readers with respect – they can find links in short emails
- avoid unnecessary repetition – it is boring and raises questions as to why you need to repeat it
- avoid statements that are cool or trendy – not everyone will agree with you and they age your message quickly. What is cool today is sick tomorrow and wicked the day after, and so on
- if your content isn’t something (e.g. hype, spam,viral) then you don’t need to write that fact – it is more likely to raise suspicions than allay them
Use your words (and links!) wisely!
Exclamation marks!!!!!!!!!!!!
Last year, my daughter was taught about reading exclamation marks – that is, if she was reading something out loud and saw an exclamation mark, she knew to raise her voice at the end of that sentence.
Today, I was asked how to stop using too many exclamation marks in writing – and I found it an interesting question!
I can’t say how many exclamation marks is too many – it depends on the length of the document and the context, of course. But over use of exclamation marks can cheapen the impact of your message, making it look like hype and unprofessional. An exclamation mark shows a statement as something a bit out of the ordinary – a lot of them and all those statements become ordinary.
If you use exclamation marks because they are fun and help you express yourself, I suggest you still use them as you write – and then go back and remove many of them as you edit. This way, you still have the fun of adding them but can moderate it before anyone else reads your writing.
However, if you use exclamation marks to emphasise your points, perhaps you need more faith in the message and how you present it. A strong statement is strong whether or not you add an exclamation mark.
Here are some ideas for changing your writing to reduce the need for exclamation marks:
- use very short sentences to express important points
- make the sentence very clear – exclamation marks should enhance the emotion of the sentence rather than provide it
- put a single sentence as a paragraph for emphasis
- use bullet points to make a series of points
- headings and sub-headings are already visually different so they rarely need an exclamation mark
- use positive words and expression, including adjectives, to show your enthusiasm
Use your words wisely, and you will find less need for exclamation marks!
Cannot or can’t?
I was recently asked if it is grammatically better to use can’t instead of cannot.
Actually, both words are grammatically correct and context is the best basis for choosing which word to use.
When writing something formal, the word cannot is more appropriate; when writing soemthing informal and casual, you tend to use words as you would speak them, so can’t is quite appropriate and used more often.
There is nothing wrong with using either word in any context, but matching the word to the context helps the flow and style of your writing.
Allude to an illusion
If you’re not careful with the pronunciation, allusion and illusion can sound very similar, and they are occasionally incorrectly swapped for each other.
An illusion is not real; so someone may have a false idea or see something that isn’t really there – they are facing an illusion.
Allusion is a reference to knowledge you assume your reader/listener understands, especially when referring to literary or art knowledge. For instance, I will make an allusion to Shakespeare’s work when I write: the young couple considered themselves to be as tragic as Romeo and Juliet. I can assume that most people know the story of Romeo and Juliet so the allusion explains a lot in few words.
To remember which is which, consider that illusion starts with I and often relates to a trick of the eye. Allusion starts with A and usually relates to Art and literature.
Brilliant conference
As I mentioned, I have been at the Business Mums Conference over the weekend and it was brilliant – and not just because the theme was brilliant business and beyond!
I really enjoy being with other people who are motivated, positive and willing to share their ideas and knowledge. That in itself is inspiring and a great source of energy to return to my office with.
There were a number of excellent speakers at the conference and I will share some things I learned over the coming weeks. And will introduce some changes to my business as well.
Although it was not my reason for going to the conference, I also came away with new clients, a door prize and a goodie bag. Imagine coming away from a conference financially ahead of the ticket price – and that doesn’t even count the longer term financial benefit from what I learned and thought of while I was there!
I strongly suggets that if you get the opportunity to attend this or a similar conference that you take it and be willing to make the most of it! For now, I need some sleep!
Promotional articles
I admit that with my blog and a lot of client work, I haven’t written as many promotional articles recently as I used to, but I still think they are a valuable way to promote your business very cheaply.
I have done little to market my website online, yet it ranks quite well because I have so much content on there and many sites link to or use my promotional articles on their site.
Melissa has also had positive experiences with article marketing – she got radio coverage from an article she wrote 5 years ago! I also was approached by a major TV show about one of my articles, so it is amazing what can happen from a simple article!
What specific results have you gained through article marketing?
P.S. As part of my promotional articles presentation this weekend, I prepared some notes for the conference handbook. I believe that copies of the handbook will be available afterwards from the workshop notes section of the Business Mums Guides site if you would like my tips on writing and using articles, plus notes from many other speakers.
Check the terms first
No doubt you’ve heard it before “don’t sign anything you haven’t read” – it may sound trite but it is a valuable rule legally.
I have mentioned before that I am going to the Business Mums Conference in Melbourne this weekend, and that I submitted proposals to be a speaker. Before submitting my proposals, I read the documentation about what was expected from a speaker and what I could expect in return. I had the choice there and then to decide if any of those terms were unreasonable or disagreeable to me.
Apparently, not everyone read those documents – or maybe just didn’t take them seriously – as potential speakers sent in proposals but refused to meet one or two of the terms. And the same thing happened last year. I just don’t understand how you can agree to do something with clearly set out rules and then be surprised at having to keep those rules.
The end result is that I am speaking twice at the conference! It is not too late to get your tickets and come along – book online for the whole weekend, a day or even just my session (joking – any single session can be booked, but I would love to meet you!) And if you get back to me by COB Thursday, I have some discounted booking forms I can give you.
* I am speaking about promotional articles (of which I have written a few!) and email newsletter content.
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