I recently attended a business workshop that felt more like a mad scientist’s laboratory. As a business writing coach, I’m always looking for ways to improve PowerPoint presentations for my seminars and webinars. And this presenter sure knew how to make PowerPoint come alive—his clips were amazing. What he didn’t know how to do was teach. He kept turning dials on his equipment and playing dazzling, though puzzling, examples of his work. When we asked for more details about how to do this ourselves, he asked if we wanted to see another clip!

He was oblivious to our needs. He fell into the trap where so many experts languish—failing to understand Beginner Mind.

While this was an extreme example, the issue of Beginner Mind pops up daily in our business writing. It’s so easy to write over the heads of our readers. In journalism, we are taught to assume “the reader knows nothing.” We are our readers’ pipeline to new information, and as we learn from our research and interviews., we must consciously work to remember Beginner Mind as we write.

The same is true in the business world. Over the years, we gain information and insights that eventually become second nature to us. We forget what it feels like to not know (what the Heath brothers call the “curse of knowledge” in Made to Stick). When we fail to consciously consider our readers’ level of understanding, we stop communicating—and start pontificating. And just like my mad scientist, we infuriate our audiences. (Normally well-mannered people shouted at him, begging him to talk to us, not at us.)

To achieve effective business writing, try to recall what it was like before you were introduced to the concepts you’re writing about. Now write to your readers from that perspective. If you’re writing to your support staff, make sure you know what they’re thinking, not what you want them to be thinking. If you’re writing to clients, get on their wave length. If you’re writing to potential customers, get back to Beginner Mind and write to them from that perspective (not your expert mind). This technique is at the heart of creative business writing because if you’re not connecting with your audience, it doesn’t matter how interesting your content is. You’ve lost them.

You may not realize how many people trash hard-to-read documents. I was shocked when scores of students freely confessed they simply hit “delete” if something looked too boring or too dense. (In the case of my mad scientist, people packed up and headed home long before his talk [to himself] was over.)

To write effective business writing, look out for the following signs of baffling business writing:

1. Using jargon. Ugh! This is so 20^th century. Cut that stuff and write in plain English.
2. Talking too much about what you know instead of what your readers need to learn.
3. Writing too many big words. Impress them with what you have to share—not your vocabulary.
4. Failing to effectively organize your content. Start methodically rather than jumping around like, well, a mad scientist.
5. Leaving acronyms unidentified. AMA, for example, could represent about a dozen different organizations.
6. Getting lousy results. Try again, only this time, write to your readers.

If you’re not getting the results you need from your business writing, let’s talk. I offer a 20-minute free consultation with absolutely no obligation—just tips and tools to help you navigate the business writing process.

While living on my farm, I learned many things about business writing by observing nature. I learned that there is a season for everything: a time to plan, a time to work, a time to rest, and a time to reap the rewards of all that effort. Sounds like the writing process to me.

And I discovered that business writing is more like picking blackberries than huckleberries. Huckleberries, heavy bunches hanging low in August, fall into your bucket with the slightest nudge. Every now and then that happens with writing—the words just tumble out. But more often, writing is like picking blackberries—thorny patches keeping your ideas just out of reach. But keep stretching, and you’ll get to the good stuff. Like that cobbler cooling on the windowsill.

Those rough patches, what some people call writing blocks, usually boil down to fear. Fear of getting it “wrong.” Fear of not finishing. Fear of finishing. And there’s nothing unusual about that. Everyone feels (some more often than others) that fear of a blank screen or empty pad of paper.

Fear makes us think we have no interest in writing. Coaching clients tell me they hate to write, but later I find that they’re afraid to write because someone—their boss, client, or even that ornery editor in their own head—is standing by to criticize. This makes them freeze, procrastinate, even clean their offices before they write. But when that fear is lifted, when people understand how important writing is to their careers and that everyone can learn to write, incredible things happen.

Acknowledging this fear of writing is one of the fastest ways to overcome it. (Once people realize they’re not alone, I see them change in as little as one hour.) Become aware of the critics inside and out. Stop fretting that people might pick your writing apart. Sure, some may do that. Those same people can also find fault with a warm, sunny day in December. Ignore them. Non carborundum illegitimus. Don’t let the bastards wear you down.

There are lots of ways to overcome your fear of business writing. For starters, recognize the following three myths as just that—false ideas that hold you back.

Myth No. 1: Good writers are fast writers.
Ask some of the best writers in the world—writers you know and love—and they’ll tell you this just isn’t true. Don’t judge yourself by how fast—or slowly—you write. Focus instead on your perseverance and results. That’s all that matters.

Myth No. 2:  Good writers write great first drafts.
Ditto above. Oh sure, every now and then someone comes along who’s a Mozart with words, but most of us need time. I spent years ashamed of my first drafts. Then I read Anne Lamott’s Bird by Bird. She set me straight.

Myth No. 3:  Good writers don’t need to edit.
No, just the opposite. Bad writers stopped too soon—in other words, they didn’t edit enough. This is key to overcoming any lingering fears of writing. Good writing is really good editing. Just get it down—you can always make it better later. And the need to edit does not mean you didn’t get it right. I know hundreds of professional writers who edit 10, 20, even 30 times before they’re ready to share their work with the world.

Stop telling yourself you’re not good enough—or that you don’t have what it takes. Everyone can be a good writer with a little practice. Like I just said, “Bad writers just stopped too soon!”

What writing hang-ups still hold you back? Once you recognize them, you’re ready to work on them or even ignore them.

Let me help you overcome any lingering fears of business writing. My books Words at Work and Overcome Your Fear of Writing are good places to start. Or one-on-one business writing coaching—just a session or two can put your fears to rest.

I took a break from business writing the other day and walked my dog, Carly, around the neighborhood. As I turned a corner, I was delighted to see pink flowers cascading from a balcony. And just as quickly, I felt disappointment—even disdain—when I realized they were plastic. The color was bright, the flowers looked (almost) real, and yet I felt duped.

And that’s how I feel about all the outsourced blogs and articles people send out today. To me (and I would bet many readers), their submissions seem plastic compared to a passionate comment or a personal reflection.

In my work as a writing coach, I often meet people who have deep-seated fears of writing. I know these are real issues, but I wonder if, when they outsource their writing, they’re doing themselves any favors with prefab postings.

They’re not, according to marketing expert Marcia Yudkin. “Don’t outsource writing. People want to read articles with personality as well as content,” she writes. “Readers respond to your unique set of attitudes and information, which rarely comes across from a hired writer. And definitely don’t post lousy articles that are little more than keywords strung together in minimally interesting sentences. This just clogs the Internet with junk and wastes everyone’s time.” (Read her entire article here.)

Instead of all that plastic writing, I love to see people blossom into their own style and fresh voice. And here’s the irony: When people do take time to craft a personal blog or article, they stand out. And isn’t that what those blogs and articles are all about in the first place?

If this scenario sounds familiar, here are some tips to help you overcome any lingering fears of writing, speed up your writing process, and most importantly, tap into your own amazing creativity:

1. Write your first draft fast. Super fast. Set a timer for just 10 minutes; you’ll be amazed at what you create. That’s a key word—create—because when you write fast, you also tap into more creativity. Now if you’re pressed for time, turn this draft over to someone to fine-tune. Your stamp is on it, your thoughts are captured. The piece will be yours.
2. Quit worrying about the quality of your first draft. Almost everyone writes terrible first drafts. That’s just part of the writing process.
3. Brainstorm every chance you get. Not only when a writing project looms but when you need a boost or want to create something new. Whether you use free-writing, mind-mapping, or list-making, mine your mind to discover the gold just beneath the surface.
4. Stop looking over your shoulder. Write like you and sound like you. Sure, it’s good to improve, and we learn by observing others. But that can paralyze you too. Just be you. It’s a wonderful thing to be.

What makes you want to job out business writing projects? Why have a blog if it’s really not yours?

Need a writing tune-up? Here’s a great opportunity for you and everyone in your office to refresh your GPS: grammar, punctuation, and style. I’ll be teaching two 90-minute webinars for People-OnTheGo. These are lively and informative webinars at a special price–only $19.95 for both sessions. Check out more about the webinar and then register with the special price. I hope to see you there!

“Younger employees just aren’t into writing well.”

As a business writing coach, I hear this a lot from employers. When they talk about the state of business writing, they often shake their heads, wring their hands, and then shrug. In the parlance of their young staff, they’re essentially saying, “Whatever.”

This may be the easiest way to deal with such a complex problem, but it’s a dangerous one. When we defer to their wants instead of attending to their needs, we fail everyone. Here’s why:

Writing is the portal to our thoughts. Writing is how we get in touch with creative ideas. It’s how we learn about what we truly believe, rather than simply absorbing the latest media misinformation or tolerating status quo.

Writing is not just about communicating what we know. Writing plumbs our minds and develops deeper concepts. And that’s why it’s dangerous to overlook lousy business writing. As I write in Words at Work: “Every invention, every good idea was first pondered and perfected through writing. When you write only short email and text messages, your ability to develop your thoughts shrivels, along with your ability to persuade, sell, teach, improve, guide, change, contribute, and create.”

And William Zinsser, author of the classic “On Writing Well,” adds this important notion: “For ultimately the product that any writer has to sell is not his subject, but who he is. … This is the personal transaction that’s at the heart of good nonfiction writing. Out of it come two of the most important qualities: … humanity and warmth.”

So the next time you excuse sloppy writing, egregious grammar, boring content—whatever!—think about the future. Think about the innovation we need to get us out of our economic mess. Think about the creativity we need to solve so many other problems. Even more importantly, think about the tragedy it would be to waste so much potential in the “whatever” generation.

Why does good writing matter to you? What have you discovered about yourself through your writing?

If you or your staff could use a tune-up in grammar or a jolt to your creativity, contact the Association for Creative Business Writing. We offer economical webinars, on-site seminars, and one-on-one writing coaching to take your writing—and career—to the next level.

The busiest time in the workplace? The eleventh hour. No matter what time of day, it rolls around just before business writing projects are due.

Many of my business writing coaching clients work at the eleventh hour. They tell me they wish they could change that. They know that writing at the last minute is a bad idea, but they say it’s a lifelong habit.

Well, I remind them, lots of people have quit smoking, and I don’t think writing at, say, the eighth hour—or, hey, even the second hour—is anywhere near as difficult as that. The key is to start, even mechanically—set a timer, write fast for 10 minutes, reward yourself with a break afterwards; use whatever trick of the trade works for you.

Look at it this way: If you went to physical therapy because you had trouble walking, you’d start with awkward, mechanical steps. Eventually, though, you’d get good at it and might even start running. Same with writing. Start mechanically, break the bond of inertia (a body at rest stays at rest), and get to work. Pretty soon you’ll enjoy the boost of inertia (a body in motion stays in motion), and you’re off and running.

Of course, not starting writing projects has more bad juju than just procrastination. There’s the boogeyman of nothing to say. (Not true. More on that in a minute.) Or a lack of confidence. (More next time.) These are real issues that plague writers. If I could, I’d tell every parent, teacher, and boss to knock off the criticisms, already. Harsh comments seem to damage people for life. Sure, show them how to make something more concise or clear up punctuation and grammar errors, but do it in a way that encourages, not excoriates.

As for what to do when you’re stumped about what to write (or when you’ve got spaghetti head, i.e., too many ideas), try brainstorming. Set a timer (it quiets your ornery editor) and write and write. There, you’ve got a terrible first draft (which is what 99 percent of us write, anyway). Now you’ve started, tricking the body-at-rest inertia into becoming body-in-motion inertia. Speedwriting not your style? Try a different brainstorming technique—mind-mapping, listing, devil’s advocate, who-what-why-where-when-how, to name a few.

Just do it. Just start.

What’s keeping you from starting before the eleventh hour? What helps you get started sooner?

Need to kick-start your writing? We’ve got lots of ways to help: 1. Brainstorming Grab ‘N’ Go Webinar 2. Award-winning Words at Work 3. The Writer’s Companion e-book 4. Creativity @ Work e-book and 5. Membership newsletters and support to get you off to a good start and keep you moving forward.

“How do you overcome writer’s block?”

As a business writing coach, I hear that question a lot. My longtime colleague Virginia McCullough and I recently delivered a webinar about kick-starting the book-writing process, and, not surprisingly, many participants asked about writer’s block. Writing a book is a big project, and that means more time for your fear gremlins to attack.

That’s right—fear gremlins that creep in and steal your enthusiasm and confidence. As Virginia puts it: “Writer’s block is a scary thing … but we believe that what is usually referred to as writer’s block is actually fear that leads to procrastination. Many people think writer’s block comes to them, as if it were a disease. But it’s a combination of self-doubt and fear that leads to procrastination. Our creativity isn’t blocked.”

Especially with our nonfiction writing (not just books but articles, blogs, proposals—all kinds of business writing), Virginia and I have found that we have to write through any concerns and problems. Deadlines loom—and our incomes depend on turning in assignments on time. Maybe we have to research more information or interview someone to get back on track. Maybe we take a few extra breaks and quietly listen for insights our brains have been working on (more on that in future blogs). But we keep writing.

Not to be glib, but the best antidote to writer’s block is to write. Don’t worry about syntax, word choices, or typos. Just let it rip. There. It’s done, that awful first draft or next chapter. As you wrote with abandon, your writer’s block disappeared. So what if your draft is lousy? Guess what? You’re in good company—writers you love to read write terrible first drafts.

I struggled with this early in my career. I thought if I wrote bad first drafts, I was a bad writer. Then I read Bird by Bird by Anne Lamott. All those years of agonizing over my embarrassingly bad first drafts, and in an instant I was cured. What I learned from Anne is that just about everyone writes terrible first drafts! Anne gave me permission to let myself go. Now, I let the words come any way they want (which is a real boost to creativity too).

So, let me be your Anne Lamott. It’s okay to write dreadful first drafts. All you have to do is write and write. Just get your ideas down. You can always go back two, five, ten times and make it better each time. In fact, don’t think of your first draft as writing—it’s more about planning and organizing. Capture that jumble of thoughts, and in the process, you’ll give writer’s block the heave-ho.

To learn more about the book-writing webinars and retreats Virginia and I have planned, just write me at director@afcbw.com. We’ve joined forces for an exciting new enterprise entitled The Book Catalysts. We’ll soon launch a series of on-demand and live book-writing webinars, coaching packages, and writing retreats (both virtual and on-site).

How do you overcome writer’s block? What tips can you share about overcoming fear and procrastination?

I recently found myself high atop my soapbox. I was teaching a class in business writing, and we were deep into a discussion about whether friendly e-mails were professional or not. I said yes. Many in the class said no.

I was bereft. I actually felt a sharp pang in the center of my chest. How did we get to a place where friendly had no place in professional writing? What did it say about our business culture that these two attributes couldn’t coexist?

I tried to offer a nuance. Perhaps, I asked, they meant “too familiar” instead of “friendly.”  That made sense to me. Writing “How’re you doing?” to someone you don’t know or popping off a “Thanks, Joe!” to a client before he’s signed an e-mail with his first name—that might be too familiar even in our increasingly casual culture.

No, they said, that was different. They continued to try to convince me. “It was nice to see you yesterday,” “Have a great weekend,” or “It would be great if you could send that by this afternoon”—instead of “Please send by this afternoon”—were unprofessional.

Where does this come from? Some people have trouble expressing their feelings, so maybe they were in charge when our so-called professional standards were set. And, of course, some people abuse their power, which leads us to the same sorry state of affairs.

As I felt my voice rise and my face burn, I told myself to climb down from the soapbox. I’d made my case, and they would follow whatever path felt right for their business writing. But I hope they’ll think about this important issue in the future.

There’s a question floating around the media in the wake of our financial meltdown: What is the economy for? I’d like to add the question: What is business communication for? It’s not just to bark orders and demand action—it’s to communicate, which comes from the Latin for “to share.” And that sounds pretty friendly to me.

Where do you draw the line with friendly and professional business writing? Why can’t we be both?

Learn how to write attention-grabbing, traffic-building business communication of all kinds. We’ve got on-demand webinars and books about writing professional (and friendly!) blogs, articles, proposals, sales materials, books, to name a few.

Ouch! Check out these sloppy examples of business writing. Nowadays, it seems this kind of writing clogs everyone’s in-boxes. I’ve tried to clean them up (assuming I understood what they meant in the first place!).

Victim #1

A sales industry survey produced by XYZ Research brought to light that 3 out of 4 sales leads will eventually become paying customers at some point in the next 18-24 months. In other words, the frequently expressed complaints about their marketing generated leads not paying off are at least somewhat exaggerated. Many opportunities aren’t going to convert immediately, or even during the rep’s desired timetable. But even if it’s not going to take place tomorrow, serious buyers really are looking for solutions.

1. Edit, edit, edit to be more concise. Readers today are an impatient lot, and you’ll lose them with this much blathering.

2. The compound adjective (e.g., sales-industry) seems to have dropped off our radar.  Sometimes certain industries don’t use it (e.g., health care industry skips the hyphen between health and care), but in general, the hyphen can make your writing clearer to your readers. And that’s the whole reason we have grammar and punctuation—not to annoy you with a litany of rules, but to make your messages easier for readers to understand (and more importantly, to respond the way you want).

3. Numbers one through nine are spelled out. At least most of the time. Not surprisingly, there are a lot of exceptions, so check what style your company follows. For example, AP style spells out one through nine except for money, time, fractions, ages; numbers 10 and above are numerals.  Chicago style, however, varies. Another exception: casual usages such “Thanks a million!”  (Arrgh! No wonder people feel frustrated over these niggling usage issues—so many style books and exceptions.  Review the rules and then just give it your best shot.)

An XYZ Research sales-industry survey states that three out of four sales leads will eventually become paying customers within 18 to 24 months. That runs counter to common complaints from sales reps that marketing-generated leads aren’t productive. While they may take longer than the reps want, leads from marketing do pay off.

Victim #2

The english language is undoubtedly our most influential way of communicating in the modern age. Struggling writers everywhere can now take advantage of a lot of headway in the very specialized and growing study of english writing. You’re no doubt used to investing hard work in your writing, but i have discovered a one-of-a-kind utility that is capable of automatically repairing your english errors. Take a moment to visualize a program that plainly and accurately signals your mistakes in grammar and spelling while you write. Surely you’d be disappointed if you encountered a preventable (if you’d been careful) mistake just before delivering your Cover letter to a possible future boss.

1. Verbose doesn’t begin to describe this paragraph.
2. Surely this person knows to capitalize “English.” Sloppy habits from texting have a way of infiltrating business writing.
3. Indiscriminate use of capital letters, as in “Cover.” Ask yourself if the word is a proper noun, i.e, the name of specific people, places, organizations, and things. In this case, “cover letter” is generic and doesn’t require capitalization. The same is usually true with “marketing department,” for example. I often see this with initial capital letters, but unless it’s the Acme Marketing Department, for example, no caps.

In today’s global economy, English is a powerful and influential language. Struggling writers will benefit from a one-of-a-kind utility I’ve discovered that automatically repairs grammar and spelling errors. No more mistakes in your important documents, such as your cover letter to a potential boss.  

Whew!  Now 110 words are chiseled down to 44. In business writing, less is definitely more.

What are your pet peeves in business writing? What common business-writing errors bug you?

Storytelling in business writing is a hot topic, in part because we now know how powerful stories are. MRI tests, for instance, have proven that our brains light up more creatively when we hear or read stories. And we’ve learned that stories make our messages stick because they tap into our emotions, where we buy and buy in.

Of course, journalists have known this for decades. It’s in our DNA that stories make information more interesting and memorable. So, I’m excited that stories are increasingly welcomed in the workplace. Goodness knows we need to make our business writing more creative. Now that we’re writing more than ever (so many texts, e-mails, tweets, blogs, articles!), we need to make our messages stand out.

Stories can do that.

One of the best ways to develop your storytelling skills is to read the New York Times. Last week, I read an essay by Dan Barry about growing up a Yankees fan when, hard as it is to imagine, they hovered around the cellar. Barry’s essay is a work of art that made me involuntarily clutch it to my heart when I finished reading. Check it out: The Damned Yankees.

When you’ve read it a few times (once just isn’t enough), explore why this piece is so powerful. Deconstruct it from every angle: how does he start, how does he finish, how does he keep his middle from sagging? You’ll learn a lot about storytelling simply by poring over his genius.

When you tell stories in your business writing, you’ll set yourself apart. Most business writers still overlook this easy and fun way to engage their readers. And when you tell more stories, your business writing becomes more effective. You’ll not only increase your results, respect, and revenues, you’ll make your business writing more creative. And for that, I salute you!

What stories do you tell at work? How do you incorporate them into your business writing? What results have you enjoyed?

This winter, sunny California has lived up to its name, which means spring fever arrived early. After a recent business-writing meeting, I couldn’t resist strolling Oakland’s College Avenue to check out the colorful shops. In one of my favorites, I got a good laugh from a pack of sticky notes featuring a woman holding up a file folder with the headline: “File under ‘Who cares?’”

On the way home, though, I wasn’t laughing when I thought about how fat that file would be today. About 80 percent of all business writing could be filed under that category.

What a waste of time, effort, and most of all, potential.

Time: Even 10 minutes spent on writing filed under “Who cares?” is a waste for the writer and the reader.

Effort: I’m sure that most of the people turning out “Who cares?” documents want their business writing to be more effective, but they honestly don’t know how. They’re already discouraged by their results, and their motivation takes another hit with every “Who cares?” reaction.

Potential: Here’s the real kicker—lost sales, missed opportunities, and flagging spirits. They all happen when our business writing doesn’t generate the interest it should.

OK, so what’s the antidote? What can you do to make your readers care? Try the one-two punch:

1. Write to them not at them.

-   Share stories, benefits, and results through your readers’ eyes. What do they care about? Use that as your focus rather than what you want to tell them. You’ll still get your points across—but they’ll be framed from your readers’ perspective.

-   Engage them. Use the word “you” often. It’s a proven magnet that keeps people reading.

2. Get [a little] creative.

I added that “little” qualifier because people freeze at the word “creative.” Don’t. There are so many easy ways to be more creative. And besides, since most people are slapping together their business writing, you can stand out with just a few creative touches. (Don’t worry about these in your early drafts. Add them in your editing phase.)

Here are four easy ways to be more creative:

-  Paint pictures with similes: Introduce new ideas in your business writing by comparing them to something familiar; use like and as to connect the new with the familiar. For example: Our services are like an a la carte menu—you get to choose exactly what you want.  Or: Lumping our software packages into one category is like saying pasta is just spaghetti. Your readers will be on your wavelength in a fraction of the time.

-  Add a lyrical lilt with alliteration: The repetition of initial consonant sounds in two or more neighboring words or syllables (“Paint pictures” and “lyrical lilt with alliteration”). The effect is engaging and memorable, which makes your message stand out.

-  Create mystery with foreshadowing: Mention a point early on but save the explanation until later. You’ll create drama and tension by withholding key information—which keeps your readers reading.

-  Incorporate dialogue: Introduce other voices into your article and have them talk to one another. Dialogue also makes the page look less dense—and more appealing to your readers’ eye.

When you give these creative techniques a try, your articles and blogs, reports and proposals will be filed under “Important Ideas!”

What creative techniques do you use to add interest to your business writing? What successes have you had that you can attribute to a well-crafted proposal, report, blog—even e-mail?