A blank page can be hard to fill

I don’t agree – there are times a template is not the right answer but they can be very useful in business.

Using a template doesn’t mean everything is exactly the same  - adjustments are made to suit the purpose.

Templates for letters, emails, style guides, procedures, web pages and other business materials can help your business in three key ways.

1. Consistency
   If every letter sent from your business has the same format, it looks professional, builds your brand and shows attention to detail
2. Time saving
   Using a template saves a lot of time. An email or webpage template can reduce the time needed for formatting, setting meta data and remembering the necessary details (phone, ABN, disclaimer, etc), and so on.
3. Getting started
   A template can provide a starting point and can be much easier to work from than a blank page – this saves mental energy and time. If you don’t know where to start with preparing a style for your business, a corporate style guide template can get you started and inspire you to ask the right questions

I think templates are suitable for many things (e.g. procedures and standard information) although they can be misused and abused.

What templates do you use (or have you used) in your business? What advantages do you get from them?

For instance, I recently received an email where the sender’s email address was different to the one in the signature (and I mean completely different – names and domains varied!) and both were different to the URL of the business! I didn’t try any of them and deleted the email…

Contact details are not only important for branding and consistency, they are also crucial in building trust. A business that uses a different email address to what they advertise or refuses to give any contact details on a website and so on can give the impression of hiding something – not a great way to establish trust.

Personally, I also notice when people use an email address that doesn’t match their URL. For one thing, why lose the promotional advantage of using your own domain name? And why promote someone else’s business instead? Using a different domain to your own also looks unprofessional – especially if it is a hotmail address.

What do you think of a business that doesn’t have contact details consistent with your domain? Does it impact on your sense of trust?

Kylie posted that customising and branding your invoices is useful, and quite easy. Personally, I have always had my logo and other details in my invoices, but I hadn’t thought about changing the font. Many people would say that invoices are boring and nuisances rather than marketing tools – and that no one would ever notice what font the dollars are printed in – but it still part of being consistent and reinforcing the look of your business. It also shows an attention to detail for anyone who does notice the details of your invoice.

So, is your invoice branded? Does that include choice of font, wording style and colours/backgrounds?

 I remember doing school assignments where I’d use different fancy fonts for each heading and changed the text to suit the amount of information in each section, and so on – and I was proud of being so versatile! But looking back (or at children’s work now) I can see that it looks childish and puts the focus on the fonts rather than the content. It isn’t very professional to give the impression you are trying to minimise the content!

As a general rule, it is better to stick to one font style and size in a single document. It is consistent which makes it easier to read (the eye doesn’t have to keep adjusting to different fonts) and it also looks clean and professional. And to be honest, it is also easier to prepare than swapping fonts all the time!

The common exceptions in font sizes would be:

• heading and sub-headings are often a little larger than the text font
• labels on diagrams and tables are often smaller to work with the labelled items
• the ‘fine print’ such as a disclaimer, a copyright notice or unsubscribe information – this text can be smaller but it must still be big enough to easily read so less than 8 point is getting too small in most cases. I recently edited a document which had footnotes to a table in a 7 font and it was too small to read and also looked out of place amongst the 11 font table and general text.
• fonts within an ad design may show more variation, but be careful to not overdo it

If you are tempted to change font sizes to break up a chunk of text, consider bullet points, italics, bold, more paragraph breaks and page layout as alternatives.

I just answered a survey that included at least three of the following mistakes and it has left with me with the impression that those business owners don’t care about details or consistency – so why would I trust them with promoting my business (their apparent service)?

So before you make a survey available to your customers, check how it presents and do a test run to see it really does work – better yet, get someone else to do the test run for you.

1. Be careful of what you make a compulsory questions/answer. If a compulsory response isn’t included, the person can’t submit their survey and may get frustrated and move on which means you don’t get their feedback. And most people won’t tell you they had this problem, either.
   So if you do make a question compulsory to answer, ensure there is an answer for everyone so all can answer – even if one answer is “don’t know”, “prefer not to answer”, “none of the above” or similar.
   And if you give a range of answers including ‘other’, make sure that ‘other’ is an acceptable answer. I have done surveys where I can’t submit unless I choose a response instead of ‘other’ – forcing me to choose an inaccurate answer as well as my true comments.
2. Most small (and even larger) businesses use a third party to run surveys. This generally means the survey appears more professional and can be easier to use – for example, not many businesses can afford the programming to do an online survey each time. While this is a valid practice, minimise the third party as much as possible.
   For example, if you complete this business branding survey, which is run on a third party survey site, you will be directed to the host business’s website once you click on ‘submit’. This way, the business itself is being promoted and gains more traffic from people doing the survey. The other option is to let people go to the third party’s homepage once the survey is complete.
3. Brand the survey as much as possible. If the survey is a serious part of your business, it should continue your brand. That means add a logo, use your corporate colours, use the same style of writing, use your corporate fonts and use relevant images as applicable. You may not be able to make it match your web template or change fonts, for instance, but brand it as much as possible.
4. Keep it as short as possible – you probably want responses from a range of people, not just the bored and those who love surveys, and busy people don’t have time for long surveys unless they see a potential benefit from it.
   Be careful with the number of questions – if one more question or comment will create a new page, review it. Someone scanning a survey will see there is another page and decide it is too long which would be a pity if the next page was only one question – or worse, if the next page is simply a “thanks for doing our survey” message.
5. Look at the presentation – is there too much text so it looks complicated or time consuming? Does it look professional or just thrown together? Is there a nice mix of multiple choice answers and written responses, or just written responses? Does it look easy to complete?

Once you are confident you have good questions and a well prepared survey/questionnaire, the next step is to announce and promote it appropriately. Remember that many people won’t fill in the survey just because you want them to – you have to give them a reason to want to do it themselves.

And then make sure you make use of your survey results!

Use your words wisely!

Honestly, it is costing them in stress and petrol use, and greatly increases their risks (of accidents and fines).

Yet travelling safely & steadily gets you where you’re going with less risk, less cost and you arrive ready for whatever awaits.

Thinking about these drivers, it occurred to me that driving is like running a business. Some people start a business and run at it, trying to make a fortune in the first six months, changing direction as each new opportunity or distraction arises. These people are often stressed and overworked.

Others take their time – do some research, study up on various topics, gather advice and opinions, set up systems, and so on – and develop strong foundations for their business. These people may sometimes be frustrated at things not going fast, but they stay the course and develop a good business.

Consistency, steady progress, solid foundations, patience, planning deliberate moves – all of these traits will make business growth a little slower but a lot stronger.

So how do you run your business? And how do you approach a major writing project?

While consistency in style, design and so forth are important, I am talking about consistency within the content itself.

It can be consistency in spelling (advisor or adviser?), capitalisation (Internet or internet?), hyphenation (multi-media or multimedia?), abbreviations (A.T.O. or ATO?) or apostrophes (CDs or CD’s?) Sometimes there is a right or wrong way, but in other cases either way is acceptable. However, switching between them in the same document or on your website can be distracting and even annoying. It also doesn’t send a good message about your attention to detail.

Let’s take the example of adviser and advisor. Both are acceptable spellings of the word, although some dictionaries list advisor as the American spelling; adviser tends to be more common in Australia.

If you are writing a webpage about your services as a business adviser, it is likely you would write adviser quite a few times. And by the time you have written the entire website, you will probably have used adviser at least a dozen or so times.

Now, if you have a strong preference for writing adviser, it will be easy and you probably wrote adviser every time. Likewise if you prefer advisor.

But what if you can never remember which is the ‘right’ way? Or you prefer adviser but whoever wrote the older webpages used advisor and it’s hard to remember which to use.

How can you remember which way to spell adviser? And at the same time remember to keep everything else consistent?

One way is to prepare yourself a style sheet.

How does a style sheet work?

Your style sheet can simply be a list of things to watch out for, or it can be a grid with each square being a letter of the alphabet so you can sort the things to watch out for.

An example style sheet is:

Style Sheet for Word Constructions Blog

Adviser
CDs
database
e.g.
internet
multimedia
program

Next time I need to write about a multimedia program within my blog, I just check that style sheet for the appropriate spelling.

Style sheets can be particularly useful if you have more than one entity to write about. You might have a style sheet for your job and another one for your own business, or maybe you need a style sheet for each client.

Company and product names can also be included in a style sheet as getting these names correct is an important part of branding.

The time it takes to create a style sheet will be paid for by having greater consistency in your writing. And a style sheet makes a great starting point for a style guide later on.