Word Constructions

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Can you see the site?

Published 4 May, 2009 | By TashWord

Cite: to reference something and identify that source, especially in academic and legal papers
The lawyer decided to cite John’s affidavit but not Mary’s.

Site: a location or area
They had to clear the site before they could build on it.

Sight: being able to see; what is seen
She lost her sight after staring at the eclipse.
“What a sight!” said the hikers when they reached the mountain top.

The word cite is used less often in general conversations and probably doesn’t suit most business documents. But I do see site and sight being misused.

Think of site as a place where you can sit and it may help you remember which is which.

Posted in Monday Meanings | Tagged cite, define, meaning, sight, site | Leave a comment

Assuming you qualify, you may get (or already have) a bonus from the Government as part of the stimulus package. Remembering this is a tax free payment (how many hours would you have to work to get that much after tax?) have you seriously thought about how to use that money?

I think there are two useful ways to spend your bonus – pay off debt (credit cards or mortgage) or investing it (shares, property, etc, or to your super or in your business.) Either way, the bonus can then go towards your financial future. Of course, the aim of the stimulus package is to get us spending rather than saving which is why I think the bonus could be well used for your business…

spending on your business is an investment that can increase your long term profits – which means you can spend more later!
whatever you purchase will help another business and stimulate the economy!
this tax free money can buy you things that are tax deductible – and I suspect your accountant will approve of that!
depending on what you buy, it may also be eligible for the extra tax deductions available at the moment – this can make bigger things much more affordable for tight budgets

Given we’re potentially talking about $600 or $900, I don’t mean buying a few pens and a ream of paper! Investing in your business could include some of the following expenditures:

upgrade your computer or some software
update your website – think about a CMS, shopping cart, design, content, new photos and graphics
attend some training – seminars and conferences can pay back their price and time many times over through information, ideas and people met
get some professional help – a trademark lawyer, accountant, coach, writer, image consultant and so on can make a long term difference for your business
hire some help, whether it is a cleaner, VA, packer or letterbox deliverer
buy a good chair – your comfort is worth it especially if you sit for hours to run your business, and it will increase your productivity
buy some resources – books, DVDs, videos, business guides, magazines
get some flyers or postcards printed or some promo items made to spread the word of your business
look for some sponsorship or prize opportunities to help others and build exposure and publicity for your business

Posted in business info & tools | Tagged bonus, business, invest, spend, tax | 4 Comments

Capitals change the meaning

Published 27 April, 2009 | By TashWord

It’s Monday but I’m going to do the Monday Meanings post a little differently today in honour of Anzac Day on Saturday.

Sometimes, a capital letter can change the meaning or significance of a word.

Digger: an Anzac soldier
The Diggers proudly walked off the ship in Melbourne.

digger: someone who is digging or regularly digs
Sitting in the sandpit, the digger created a moat around his castle.

The general rules for the use of capital letters obviously still apply, as does the annoyance of over using capitals. For the above example, I added a capital letter to a regular noun to make it a proper noun as I could also do for words such as Mother/mother, Father/father, Nurse/nurse and Captain/captain.

Posted in Monday Meanings | Tagged anzac, capital, DIgger, letter, meaning | Leave a comment

Phone or email…

Published 22 April, 2009 | By TashWord

When writing about including an email address on printed materials the other day, I mentioned that I prefer emails to phone calls.

Other than anyone’s personal preferences between writing and talking, here are some of the reasons I prefer communicating via email in my business:

it is much easier to ignore an incoming email than phone call. If I am concentrating on a document for a client, I don’t like interruptions and prefer to keep working so ignore incoming messages
I can manage my time better with emails – I choose a time to go through emails and respond as it suits me, but a phone call won’t just sit and wait for my convenience! Yes, I have an answering machine which can allow me to call back later but that doesn’t mean the other person is available when I do call back…
I don’t always work conventional hours – I can read your email at 3am but I doubt you want me to return a phone call at such hours!
an email forms a record of what is discussed. This makes it easier for me to check facts and deadlines when working on a project rather than relying on memory or finding where I scribbled notes during a phone call!
in an email, I have the time, when necessary, to plan what needs to be said and how to present it; on the phone, an immediate response may be regretted later
I can appear professional in an email no matter what is happening in the office – not always feasible over the phone in a home office with three children and renovations in the background!

That said, the phone can be quicker and easier for clarifying information or an involved discussion. And obviously my reasons don’t apply for different types of businesses.

Do you prefer email contacts over phone calls? How do you prefer to contact potential suppliers/service providers yourself?

Posted in bit off track, business info & tools | Tagged call, communicate, contact, email, phone | Leave a comment

Keep your emails out of junk folders…

Published 21 April, 2009 | By TashWord

Last week, I wrote about reducing the amount of spam you receive in your inbox. The other side of the issue is having your legitimate emails being caught by a spam filter and not reaching the recipient.

isp providers and email programs both use rules to sort out real emails from spam – that’s how some emails never reach you and others go into your junk folder instead of your inbox. That’s great for keeping your inbox clear, but not so good when your emails aren’t arriving…

I spoke this morning at a seminar for the Yarra Ranges council and mentioned how certain words can get your email classed as spam even if you use those words in an innocent way. Many mass email tools can review your emails and tell you which words may cause a problem, which is handy. Alternatively, you can find lists of such words online (some examples are here and here.)

For words that are in the spam rules, you have a few choices:

use the word where necessary as some words are just too hard to avoid – for example if you sell fishing rods it is very hard to avoid writing ‘fishing’ (yes, fishing is a word to avoid!) If you only use one or two words and otherwise pass the spam tests, your email has a fair chance of getting through
find an alternative word to use. For example, use ‘go to’ instead of ‘visit’ or ‘click here’
write the sentence differently – to stay with our fishing example, we could write ‘we went to catch some fish’ to replace ‘we went fishing’
break the word with symbol (this is why you see ‘V.isit us for a f.ree valu.ation’ and the like.) This divides trigger words into two part words which spam filters don’t worry about, although some are also being added to rules. I hate the look of doing this but am coming to accept the necessity of it unfortunately.

Avoiding the use of such trigger words can help you get past spam filters, but these are not the only rules to be aware of. Spam assassin provides some tips for keeping your emails out of spam folders, as does Bob Thomson.

Posted in business info & tools, newsletter content | Tagged avoid, email, spam, trigger, words | 7 Comments

Reducing spam

Published 18 April, 2009 | By TashWord

I just came across a blog post that very clearly outlines some anti-spam techniques for your business email. While it is hard (impossible even) to stop spam completely, we can reduce it for our own sanity.

I will add that contact forms are not a guarantee against getting spam. I have found that the contact form is immune from spam for months and then they hack it and I just reset the form with a new email address to solve the problem. Using captcha or recpatcha reduces the spam entries into the form itself, too.

Stephen made the suggestion of not adding an email address to business cards and printed stationery so there is no need to reprint things if you change your email address. I understand his point – reprinting is expensive!However, I do a lot of my business via email and actually prefer it to the phone so I want my email address on my cards.

My compromises to Stephen’s suggestion are:

have a soft copy letterhead you print as required so it is easy to adjust the email address
use a different email address on printed items and never use it online so it is less likely to be found by spammers
don’t put an email address on expensive printed items
only give out your business card personally – use a different card or a flyer/postcard for use in mass handouts (eg in a showbag, at an expo, in a mail out) and don’t add your email address to that

Again, as someone who likes emails, I would find it annoying to get a business card which didn’t include an email address – then I would have to search their website for one. So I think you need to decide if your clients & prospective clients would expect an email address or not before deciding whether or not to print it.

Do you include an email address on your business card? What about on your letterhead and invoices?

Posted in business info & tools | Tagged anti-spam, email, spam | 8 Comments

Cavalry and Calvary

Published 13 April, 2009 | By TashWord

Cavalry: a group or fighters (soldiers, warriors, etc) mounted on horses
The foot soldiers will follow the cavalry into the valley.

Calvary: the Crucifixion place for Jesus; also used to refer to crucifixion crosses and sites in general or to describe intense pain
The pilgrims went to Calvary in Jerusalem.

Unless you write or read a lot of Christian materials, you probably won’t come across Calvary so learning to spell cavalry alone may be enough!

Posted in Monday Meanings | Tagged Calvary, Cavalry, define, difference, meaning | Leave a comment

Where blogging can lead you…

Published 8 April, 2009 | By TashWord

When writing a blog, you know that anyone could be reading it – in fact, you hope someone important (important to you and your business) will come across it and bring you some tangible results. But it is easy to forget how public our blogs are and how what you write can count.

Kylie of Tilda Virtual got some great feedback from her blogin February – she gave a genuine review of QuickBooks and they surprised her by reading the post and calling her to thank her.

That’s not to say anyone should write posts to attract attention instead of giving good information and/or opinions (as that can backfire as it is less interesting to read.) It does mean that each post should be relevant, accurate and written honestly – this builds your credibility and is more appealing to read, plus it may just bring in some unexpected results like Kylie’s.

Posted in blogging | Tagged blog, feedback, posts, read | Leave a comment

Sales emails

Published 4 April, 2009 | By TashWord

An impersonal email got the thumb down from me

There was no reason for me to read some spam I received recently, but it was top of my spam folder and I glanced at it. The subject was “USB Inquiry” and the content was five paragraphs telling me how they could sell me USB keys for my customers (with my logo and presentation on the USB key).

From that email, I spotted a number of tips for writing a good sales letter/email:

make your subject match the content. I wouldn’t have read the above email by the subject as it appeared to be asking me about USB keys which I don’t sell. A better subject would have appealed to my need for a USB key rather than asking me about them (inquiry meaning question)
check the relevance of your offer to the person receiving the email. Why would I buy USB keys from the USA? There are perfectly good USB keys in Australia and they would cost me less in time and freight. If I’m wrong, they could have explained that in the email. The .com.au part of my web address is a clue that I am not in the USA…
relate the offer to the person. A USB key could be useful for me, but a more targeted response would have suggested I put client documents on a branded USB key instead of a plain disc or compile some templates or articles to hand out to prospective clients. They just assumed I did presentations that have notes suitable to a USB key. A serious sales proposition would be based on my needs, not a generalisation
I’ve said it before, but use the person’s name – it is the most important word in their language. “Hello,” isn’t good enough and finding a name off a good website isn’t that hard.
The paragraphs start ‘Could you…’, ‘My company…’, “We can…’, “please visit…’ and “Thank you…’ Every starting point is asking me to do something or talks about them. Where’s the appeal to me, the message that I am going to benefit from this purchase?
The email opens with a request to direct her to the marketing person but then continues as if I am the marketing person. If you request a name, wait for that answer or at least link into the remaining information (e.g. ‘We want to contact your marketing person to explain…’)
Check your sentences say what you want them to. This email included this gem “We are not offering rush production services, and custom shape USB flash drives, you tell us the shape you want your flash drive to be, we will make if for you!” So we don’t offer custom shaped drives but we will make any shape you tell us – doesn’t inspire a lot of trust…
The email finished with “We offer non – profit organizations, schools and charities a discounted rate, so please be sure to mention that for even better pricing.” That’s nice, but as I’m not a school, charity or non-profit group it doesn’t help me much; then again, the email says mention their discounted rate for better pricing and I could mention it easily enough! The lesson again is make the message relevant and clear.
Ensure your contact details are easy to use. This woman gave me a phone number without any area (or country) code and no address so how can I ring her? I’d bet that if I dialed it exactly as is I wouldn’t get her!
Build trust. This email came from an email address that doesn’t match the email given in her signature or the URL she includes which makes me wonder why she didn’t use the company email address and makes me very suspicious.

Of course, even had she written a much better email, I still wouldn’t buy from her as I hate spammers and she didn’t meet legal requirements of including her address. Would you have ordered any USB keys from such an email? Had she followed my tips do you think you’d have been more likely to buy from her?

At least you know what to avoid when you next write a sales letter!

*Photo courtesy of 123rf

Posted in bad writing examples, writing | Tagged email, letter, relevant, sales, writing | 3 Comments

Do you have a website?

Published 1 April, 2009 | By TashWord

I posted earlier about the MYOB survey of small business owners’ response to the global financial situation, but am startled by another part of their survey.

Apparently, 60% of surveyed small business owners don’t have a website for their business. That is incredible. They surveyed 1,503 business owners with no more than 19 employees, so it is a reasonable number but perhaps not statistically significant compared to how many small businesses there are in Australia.

Not all businesses are internet based, obviously, but offline businesses can have a website and use it to good effect.

Why am I so surprised they don’t have a website?

personally, I often refer to the website for further information or to get a feel for a business before I contact them – no website and there’s a good chance I’ll move on. This is especially true now I have a baby as it is easier to research and compare from home than to drive around
a website is like a brochure that works 24 hours a day, every day of the year, so why limit yourself to paper?
a website can be a lot cheaper to run than many traditional advertising options (I pay $5 a month for hosting – you won’t get much advertising for $60 a year!)
people generally find it easier to remember words than numbers so if you or a happy customer are inviting someone to learn more about your business, a web address could be more successful
people expect websites now – not meeting that expectation may decrease your credibility in their eyes

A website can be simple and as short as one or two pages; it can be static and need little maintenance (although search engines prefer more active sites). Some online directories offer full page listings which can act as a website, which is better than nothing, but the URL may be long.

SO back to the original question? Do you have a website? Do other business owners you know have websites? If not, why not?

Posted in bit off track, business info & tools | Tagged business, survey, website | 5 Comments

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