Word Constructions

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Document codes

Published 9 September, 2010 | By TashWord

Do you manage a lot of documents? Do you worry about old versions getting confused with new versions?

This is why you see a document code on many documents, especially those from major organisations. They make it easy to tell one version from another at a glance – this is known as version control and can save a lot of problems.

Where do document codes come from?

There is no central system for giving documents codes – each business makes up its own system and introduces it as it is the business who needs to use the codes.

What does a document code include?

While there is no single coding system, most codes will include the date as that is the simplest way to determine how old a document is.

Other than that, it is up to you how the code is created. The complexity of your code will also depend on the number of documents you deal with – a few documents can be numbered 1 to 20 for example, but a large number of documents may be better divided into types and then given a number (e.g. F1 is form 1 and L24 is letter 24).

Tips for creating document codes

Here are a few tips from the systems I have created and used in the past:

include a version number so it is easy to refer back to previous versions. Particularly useful if two versions come into the same date period!
leave a gap between numbers so it is easy to add related documents later. For example, application form is F1 and change of address form is F5 so you can later add an increased cover application as F2
use dots rather than slashes to separate sections of a code – slashes can be misinterpreted by scanning software. So try 09.2010 instead of 09/2010
group like documents for simplicity, and consider naming them differently
if documents change fairly regularly, use month and year, not just the year in the codes
choose a consistent spot to place document codes – e.g. bottom left corner of the last page. It won’t work for all documents but it helps to have a starting point
record the document codes so it is easy to update them and to know which version is the most recent

Posted in business info & tools | Tagged code, date, document, system | 2 Comments

7 tasks to delegate for your blog

Published 3 September, 2010 | By TashWord

Some time ago I wrote a post about building blogging skills based on a list by Chris Garrett (on a blog that is no longer live unfortunately).

One of his tips was to delegate, and this was picked up in the comments of that post so I thought I’d list some ways delegation can help your blogging:

pay someone else to write some or all of your blog posts
have regular guest bloggers in your blog. For example, I used to have a web designer include articles in my newsletter.
use RSS feed to collect some relevant material to add to your blog (similar to a guest blogger but totally automated!)
write the posts yourself but get someone else to enter them into the software, adding keywords, categories, etc
have someone else manage your blog and website – software updates, adding new graphics, collecting stats, etc
finding ideas – have someone else research topics your readers are interested in so you have a list to work from when it is time to write
outsource multiple tasks so you have more time for blogging – think about your bookkeeping, filing, writing, graphics, negotiations and sales

While it isn’t something to delegate, I would also suggest keeping a notepad or computer document handy to note ideas at any time. Any time you think of something to blog about, write it down so you don’t have to spend time with bloggers block – and you don’t face the frustration of knowing you had the perfect idea yesterday…

How do you ensure you have enough time for blogging?

Posted in blogging | Tagged blog, delegate, time, write | 1 Comment

Expert presenters

Published 1 September, 2010 | By TashWord

Do you think the Internet (and all the associated media that has followed) has changed our perception of an expert?

We all love ‘big names’ and are more likely to pay for a concert or conference with someone we know of than a complete stranger. And many organisers of events get caught up in finding a big name to draw crowds.

Yet I don’t think you have to be a big name to be an expert and some of the best presentations I’ve been to were run by people I hadn’t heard of before. Not every successful person is rich or famous, not all great business people own/work in the corporate world, not all talented people are widely recognised, and so on.

Getting back to my first question, is the net changing some of these perceptions? I think so as people in traditional ways were not recognised as experts or ‘worthy’ of teaching us can now share their knowledge and skills through articles, blogs, newsletters, tweets, webinars and more.

If you are thinking of attending an event, does the ‘size of a name’ influence you greatly? Would you Google (or use social media searches) the presenters to find out more?

Posted in business info & tools | Tagged expert, perceptions, presenters | 2 Comments

Social media relationships

Published 28 August, 2010 | By TashWord

My last post was about networking with a bottle of wine, so I thought I’d also aim it more specifically on social media as Chris did in his original post.

Using social media (facebook, twitter, blogs, You Tube, etc) is in many ways exactly the same as more traditional networking and socialising. Building these relationships depends on being friendly, listening to people and showing interest.

Even the differences are based on the same principles, they use technology to reach those aims. If you met someone at a party, you would answer them by talking; in social media, it is still polite and expected that you answer but you might do so by posting a comment or retweeting instead.

So some social media networking tips are:

be generous with links – if you like something add the link to your blog, tweet it, write about it in Facebook, and so on. It costs you nothing but time, it actually gives you something to write about and is likely to help the creator
visit other people’s blog, Facebook wall, twitter profile, You Tube channel and so on. You can learn more about them than just responding to their emails and comments, and they will probably appreciate you leaving comments when you visit
if networking for your business, broaden your topics – chat with people about other interests (if you network in real life, you’d probably have some references to the weather, the food, the venue or major news/sports of the day, so why not on social media?)
link all your social media outlets – it makes it easier for someone to find what they want but also helps your Twitter followers discover your blog readers, etc.
give more often (by a long shot) than you promote or sell; Chris Brogan suggested a 15:1 ratio – what do you think is a good ratio?
share information on how to socialise online – you don’t need to tell people how to talk but not all your customers and contacts know the purpose of # in a tweet or how to embed a video in a blog
remember to touch base frequently – just like friends drift away if you don’t see them much, online contacts will forget you if you don’t tweet for a month or so.

I’m not a social media expert (closer to the beginner end of the scale really) so I’d love to hear your tips for maximising social media networking…

Posted in Business Communications, business info & tools, social media | Tagged link, networking, social media, technology | 5 Comments

Bring wine when networking

Published 26 August, 2010 | By TashWord

Would you really take wine to every networking event? Probably not so let me explain…

Chris Brogan wrote a story in his blog about social media and not being ‘that guy’. In short, the story is that if you’re going on a picnic with friends take a bottle of wine rather than just coming along and eating everyone else’s food. Sounds obvious in that context doesn’t it?

The same principle applies in networking (Chris was specifically referring to social media but I am putting it together with all networking). People will respond better if you give something of value rather than if you just try taking.

So if someone at an event or on a forum says “I’m having trouble writing some promotional articles“, I could answer with “What questions do people often ask about your industry? Answering those questions is a good place to start your articles. Here are some tips in my blog.”

Or I could be that guy and answer with “I write articles – you should pay me. Did you know I could also write your website and I …”

Effective networking is about building relationships rather than selling yourself.

Here are some networking tips off the top of my head:

hand out business cards to selected people rather than everyone in reach
remember things about people you network with – jotting down some notes soon after helps – to show you are interested
be generous and show an abundant mentality – tell others about great promotional opportunities, give your opinion and expertise, link to other blogs/websites whether or not they link back, and so on
smile! It’s much more inviting than a scowl, and it can even change your voice if you are on the phone
introduce people to each other. For example, a friend mentions needing a plumber and you met one last week at a networking event – give your friend those contact details. It also means introducing people looking alone at an event too
use people’s names – it means a lot to them and using it soon after hearing it helps you to remember it, too
don’t be afraid to ask for help (not for business mind you) as it shows you are human and you give people a chance to help. Maybe you ask for referrals to a service, opinions on a decision you need to make or for understanding a technical issue. Pretending to know everything and be perfect is likely to alienate people than attract them

What other tips do you have for effective networking?

Posted in business info & tools | Tagged networking, value, wine | 4 Comments

Coddling the right clients

Published 23 August, 2010 | By TashWord

If you’ve been in business a while, the chances are you’ve had at least one annoying, energy-sapping client. So, like me you will probably appreciate the following comments from Seth Godin:

The challenge of winning more than your fair share of the market is that the best available strategy–providing remarkable service and an honest human connection–will be abused by a few people you work with.

You have three choices: put up with the whiners, write off everyone, or, deliberately exclude the ungrateful curs.

Firing the customers you can’t possibly please gives you the bandwidth and resources to coddle the ones that truly deserve your attention and repay you with referrals, applause and loyalty.

Next time you are having trouble with the idea of sacking a client, or refusing to take on a particular client, remember that doing so gives you more energy to do a great job for those clients who will truly appreciate it.

On the positive side, the time consuming clients I have had in the past have helped me better value my time and espertise, and taught me what to look for in people I want to work with.

Who would you prefer to coddle?

Posted in business info & tools | Tagged appreciate, Clients, sacking, service | 1 Comment

What are people searching for?

Published 17 August, 2010 | By TashWord

Look at your web stats and some of the keyword tools available and find out what terms people are really using to find your website.

Are they the words you expected? More importantly, are they the words you are using in the content of your site?

For example, you have an article on your site about Crimson Rosellas but discover most customers search for information on red parrots (because they don’t know the name of the bird). It isn’t hard to add red and parrots to your list of keywords in the site meta data and adjust the article itself to include ‘red parrots’ at least once.

Having relevant keywords is good; having relevant keywords that your potential customers actually use is much better.

Have you played with keywords and seen positive results in website traffic? Share your story 🙂

Posted in web content | Tagged keyword, people, search, using | 2 Comments

Unique content

Published 12 August, 2010 | By TashWord

Do you have the time or inclination to read the same information presented the same way over and over?

I’m pretty sure your answer is no – when we want to find something out we don’t want to read the same article we found last week. In itself, that’s enough reason to provide unique content on your website, in your blog and so on.

Unique content that is obviously yours (not just a PLR article copied across, an RSS feed or worst of all plagiarism) shows your knowledge, your generosity in sharing information and helps your search engine results. People will learn to visit your site/blog/newsletter for a fresh perspective on relevant topics; many copied articles and they have no real reason to bookmark you rather than the others posting the same writing.

Private Lable Rights (PLR) articles can be useful for filling a site quickly but they are not truly showcasing you or your business. Some people edit their PLR articles to make them a bit different to others’ versions of the articles, which is useful, but if you are going to so much effort why not just write your own to start with? Or get someone else to write it for you (given the editing time you may be surprised at which is cheaper in the long run).

When you do use PLR articles (edited or not), add something to it. For example, if the article is on travel insurance and you cancelled a holiday last year, add in a story about how travel insurance saved you $1,000. It will personalise the article, build your credibility and offer something new.

Likewise, openly using other people’s articles can be a valuable addition to your own content, but it works best when you introduce it appropriately to make it relevant.

What success have you had with PLR articles? Did you make them ‘yours’ before using them or not?

Posted in newsletter content, web content, writing | Tagged article, content, personalise, PLR, unqiue | 1 Comment

Singular indefinite pronouns

Published 2 August, 2010 | By TashWord

Although it sounds simple, plural and singular words are not always placed with the appropriate version of a verb. While many people understand what to do for she, we and they, it gets harder for indefinite pronouns (those which refer to something not specific).

The following indefinite pronouns are always singular, even though they might, by implication, suggest many people:

another, anybody, anyone, each, either, every, everybody, everyone,
neither, nobody, no one, one, somebody, someone
Anything is possible in your dreams.
Everybody comes in the front door.

There are a few indefinite pronouns that may be singular or plural, depending on their use. They are:

any, all, none, more, most, some
All of us are running late. All is not lost.
None is more important than honesty. None of those books are mine.

Posted in grammar & details | Tagged indefinite, plural, pronoun, singular, verb | Leave a comment

Surprise mention in survey

Published 31 July, 2010 | By TashWord

I did a survey today which was ok on the whole but question 5 had a surprise element in it. Note I did not know who was behind the survey (deliberately to get unbiased answers).

The question was in effect “Are you primarily a business or personal customer of these services?”

The answer options were “personal/business/equal/I am no longer a customer of Company X”

So the anonymous-to-get-unbiased-answers aspect was thrown out the window with that answer which is not so good. It also didn’t mean a lot as I never said I had been a Company X customer, nor even acknowledged I’d heard of company X before. The fourth answer didn’t even answer the question so was completely irrelevant.

The lesson is to read every answer with the question before you finalise a survey or any other multiple choice list – this also applies for a bulleted list in that each point must complete a sentence from the introduction.

From the above example…

“Are you primarily a business or personal customer of these services?” “personal” works
“Are you primarily a business or personal customer of these services?” “no longer a customer of Company X” doesn’t work.

If you are writing or editing a survey, ensure you read each answer with the question in this way to get a polished, sensible result.

Posted in bad writing examples, grammar & details, writing | Tagged answer, question, relevant, survey | Leave a comment

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