When writing anything that you intend for others to read or hear, how much time do you spend thinking about your choice of words?

Just as substituting carrots for potato chips will improve your shape, you can also hone your writing skills by finding alternatives to words that don’t have much substance.  My personal list of “junk words” would fill a page, so I decided to share four in a format that’s easy to recall:

Because It’s Very Nice

Because implies a condition. Eliminating the word challenges the writer to build a more powerful statement.

With Because: We use organic ingredients in our products because they are healthier.  

Better Without: We use organic ingredients in our products for optimal health advantages.

With Because: We offer free shipping on all returns because we want you to have peace of mind with every purchase.

Better Without: To deliver peace of mind with every purchase, we offer free shipping.

It replaces a world of words. Restructuring the sentence to eliminate the indefinite pronoun or substituting the pronoun for a noun creates a more solidly anchored statement.

With It: When I have a private matter, I don’t care to discuss it in a business setting.

Better Without: I don’t care to discuss a private matter in a business setting.

With It: It caused us to miss the deadline.

Better Without: The inaccurate timeline caused us to miss the deadline.

Very indicates an extreme condition. Eliminating the overused adverb all together or choosing a more original alternative makes a more expressive pronouncement.

With Very: The research is very thorough.

Better Without: The research is thorough.

With Very: The latest trends are very disappointing.

Better Without: The latest trends are terribly disappointing.

Nice has endless implications. A more specific adjective clarifies the writer’s intention.

With Nice: You made a nice presentation.

Better Without: You made an enlightening presentation.

With Nice: The CEO made a nice donation to the cause.

Better without: The CEO made a generous donation to the cause.

If you come across exceptions and up choosing because, it, very or nice instead of rephrasing your sentence, then at least you took time to consider whether or not your words have substance.

What do you say?

My best to you,

Sallie W. Boyles, a.k.a. Write Lady

How do you attempt to capture a reader’s attention? Do you pull out your arsenal of punctuation points?

Do you go overboard?

Instead of emphasizing important matters with carefully chosen words, today’s writers commonly use excessive, incorrect punctuation.  Instead of crafting straightforward statements that are worth recalling, misguided communicators clutter their pages and distract their readers with errors. As a result, both the message and the messenger lose value.

To make your point as a professional, consider how the following two guidelines can strengthen your written communications:

1.       Exclamation Points & Question Marks

The purpose of an exclamation point is to make an emphatic statement. A question mark indicates a desire or need for an answer. Consider the response you want to elicit and then choose one punctuation mark to accomplish your objective.

INCORRECT: What is the deadline???

        What is the deadline!!!

        What is the deadline?!?

        The multiple punctuation marks convey that someone is having a temper tantrum.

CORRECT: What is the deadline?

                     The question prompts the reader to answer.

                     The deadline is missing!

                     The statement draws attention to the missing element.                 

A clear question or emphatic statement punctuated properly not only stands on its own, but it also conveys professionalism.

2.       Ellipses

An ellipsis, written as three dots, indicates that content has been omitted, as when the writer quotes a portion of spoken or written material from an original source. In informal communications, the punctuation also prompts the reader to pause with the author and ponder what might come next. For our discussion about adding emphasis, we’ll focus on the pause.

INCORRECT: I’ve considered your proposal…..my concerns regarding deadlines still exist…..

More dots do not accentuate the pause; they simply show that the writer has strayed from the correct rules of punctuation.

ACCEPTIBLE: I’ve considered your proposal … my concerns regarding deadlines still exist ….

Note that one space separates the ellipsis from the content that precedes and follows the punctuation.   

END OF SENTENCE:  Add a fourth dot for your period when the ellipsis appears at the end of a sentence.

HINT: To ensure that you type it correctly, locate the ellipsis in your menu of symbols and insert it.

BETTER: I’ve considered your proposal; my concerns regarding deadlines still exist ….

                Two ellipses in one sentence seem overdone, so stick with one.

IDEAL: I’ve considered your proposal; my concerns regarding deadlines still exist. They are as follows:

More often than not, completing the thought does the job more effectively than making the reader hang on your words.

If you choose to use ellipses in your writing, use them correctly and sparingly.

Punctuation tools, when used properly, sharpen your written communications. When used improperly, they make a mess of your messages.

What are your punctuation peeves or questions?

My best,

Sallie W. Boyles, a.k.a. Write Lady

info@writelady.com

What could be a better time than Thanksgiving to express our gratitude for family, friends, freedoms, health, and other blessings by gathering for a festive meal and performing acts of charity?

Whether we incorporate longtime traditions or create a new generation of customs, a series of events—taking advice from too many cooks in the kitchen, exchanging memories, deciding to have a slice of both kinds of pie for dessert, and welcoming someone to the table who would otherwise have nowhere to go—can reflect the joy and appreciation we feel far better than words could convey.  

Whether the holidays create the best memories or remind us of the best times we’ve had during the year, they often inspire us to express love and gratitude towards those who mean the most to us.

We could certainly argue that words can be superfluous. Children, banished to the kids’ table, know for a fact that their parents love them unconditionally.  Dear friends, already planning their next gathering, know that they, unlike family, are bonded by choice.  For those reasons, when it comes to offering tributes and thanks to loved ones, many of us assume that such sentiments do not require a spoken language; instead of saying what we feel, we believe that being in the moment is the important factor.  

That might be so, but despite the old adage, “actions speak louder than words,” many of us live to regret what we never say.

With the passing of time (and loved ones), I have grown more compelled to speak up rather than wait for the perfect phrases or ideal opportunities to materialize. Regardless of my convictions and my usual capacity to find the right words, however, I still struggle to make my tributes meaningful.  I absolutely relate to the challenges others face when expressing how they feel. I certainly understand why many procrastinate until it’s too late.

If you’re grappling for the right words to say to someone deserving of your gratitude, consider the following five pointers that have always helped me write or say thank you:

·         Communicate from the heart. Sincerity speaks volumes.

·         Speak simply. Grandiose language is not only unnecessary, but the beauty of your sentiments can also get lost in extravagant phrases and over-the-top gestures.

·         Relate praises to personal experiences.  Beyond stating that someone is wonderful, specify examples of why the individual has added meaning to you your life.

·         Write it down. Some are more comfortable putting their thoughts in writing, but whether you say or write them, typing your words first can help ensure that you convey what is important.

·         Thoughtfully choose between a private versus public tribute.  When deciding between a private talk and a public toast, consider the context in which the beneficiary of your sentiments would most want to receive your message.

Have you offered a tribute lately? If not, is one overdue?

My best to you,

Sallie W. Boyles, a.k.a. Write Lady

Do you have a strategy for breaking bad news?  While each situation is different, most would agree that communicating with thought is better than dropping a bombshell or sitting on negative information to the detriment of others. Yes, telling people things they don’t want to hear can be tough; however, by investing some time and effort in your presentation, you could ease the pain and facilitate a positive outcome.

If you’re dreading the job of delivering bad news, consider the following six guidelines:

1.       Carefully choose your path of least resistance.   

While you might be more comfortable sharing negative news in a written format (whether it’s a letter, email, press release, text or post), your recipient might be more receptive to a conversation.

If you know that your audience (one person or many) would respond better to a talk than to a printed statement, then either take a chair at the conference table or step up to the podium.

2.       Limit exposure to private matters.

When the implications are private, negative news should not spread beyond those who need to know.

If the potential for harm exceeds the value of knowledge, then don’t share anything, not even documented facts, with those who are on the fringe.

3.       Explain without unnecessarily apologizing.

Tough circumstances often force difficult decisions, some of which are unpopular.

If an explanation is appropriate, offer it with conviction to earn others’ respect and their confidence.

4.       Be guided by your goals.

Current issues will not necessarily persist, so your language should reflect your underlying values and long-term objectives, including the relationships you aim to maintain and build along the way.

If you cannot reach a happy conclusion today, leave the door open for negotiation or future opportunities.

5.       Test your message.

Scrutinize your language, tone and potential implications before you deliver negative news.

If appropriate, request feedback that you can trust and then address any necessary elements before moving forward.

6.       Move forward.

Procrastination, which prolongs problems and increases stress, makes matters worse.

If you must disseminate bad news, take charge, assume responsibility and move forward.

In the spirit of moving forward, keep in mind that bad and good are relative terms. Negative conditions prompt changes along with new opportunities to learn, grow stronger and improve.

What is your bad news policy?

My best,

Sallie W. Boyles, a.k.a. Write Lady

I used to say that words mean nothing without actions, but my opinion has shifted. Words, in fact, are powerful. With or without intent, we can change people’s lives—for better or for worse—by what we say and how we say it.

Powerfully Motivating

When my father passed away, for instance, my family received a condolence note from someone I did not know. A customer of the retail business my parents owned, she expressed that my father had always treated her elderly mother with genuine kindness and respect. Both mother and daughter, therefore, considered him to be one fine individual and would remember my father always as the quintessential Southern gentleman.

Clearly putting time and thought into what she wrote, the woman touched my heart and left me with a beautiful image of Daddy.  She also made such an impression on me that I began to follow her example, adding “little stories” in the sympathy notes I wrote with the hope of comforting others with a sweet memory.

Such is the power of words that one simple yet thoughtful expression can lift another’s spirit and, in turn, inspire the recipient to spread goodwill to others.

Powerfully Poisonous

In sharp contrast, I know of adult siblings who disagreed over how to care for their disabled parent. Rather than engage in rational discussions about feasible options and, perhaps, reach a peaceful agreement in the matter, one sister seemed incapable of having a calm, thoughtful conversation. Spewing a series of angry, hurtful statements, she left emotional scars that were as powerful as kicks and punches.

Unfortunately, certain words can be so cruel that they, like some bruises, never heal. Determining that future attempts to communicate with her would unfold in the same manner, the primary recipient of the sister’s rage decided to sever all ties to avoid continued verbal abuse and distress that resulted.

Such is the power of words that one’s lack of control over speech can permanently destroy a relationship.

Powerfully Lacking

An absence of words can also produce all kinds of misunderstandings, as when a client of my business friend failed to respond to requests for feedback about a project in progress. Although my friend knew from past experience that the particular client tended to be overscheduled but would eventually reply, he continually worried about when and if the customer would approve each step of the process.  

Rather than waiting around for answers, my friend had to take the reins and follow through in a polite yet no-nonsense manner. For any future business dealings, I suggested that he openly discuss when and how the approval process would take place so that projects could move forward on a timely basis with less stress.  Taking my advice, my friend met with his client and learned that the individual didn’t want responsibility for making small decisions. That was why my friend, a professional in his field, had been hired in the first place. The two parties, therefore, reached an agreement that the client would not review anything until the final stages. If any adjustments were needed, they would either be minor, or the client would pay for revisions.

Such is the power of words that avoiding someone can waste more time and energy than taking the time to communicate.

I could offer countless examples of how words alone have the power to alter feelings, thoughts and actions.  For now, my goal is to prompt us all to be more consciously aware of what and how we will communicate with others.

What’s on the tips of your tongue or fingertips?  Pausing to consider the consequences, should you hold back or let your words go?

My best to you,

Sallie W. Boyles, a.k.a. Write Lady Inc.

Are you tired of being measured by the number of people who like and dislike your posts? If you’re losing sight of what is valuable in life, borrow some inspiration from a woman who begins her 90^th year without ever having emailed, texted, posted or blogged anything.  She has never communicated online, but she has plenty to say:

 “I’m not afraid of dying, but I’m not ready to go yet.”

“Let me give you some extra names for pallbearers in case I outlive the ones we already listed.”

“I’m fine moving into the senior home as long as I don’t have to be around old people every day.”

“Doctor, is that drug habit forming? I don’t want to become an addict!”

And my favorite: “Let me tell you how you must handle old people,” she says, referring to them, not her. In fact, no one who attempts to “handle” this 89-year-old will live to tell about it.

It’s not a matter of how many months (or years) she has left on the planet; it’s about making the most of each day. Losing her hair from radiation treatments for a terminal illness (while her age alone would be enough of a drawback for others to give up), she decided it was time for a wig. And how about a few new outfits and some fresh Estée Lauder to complete the makeover?  She’s not vain; she simply wants her outward appearance to reflect how she feels inside—at least 20 years younger.  

”I don’t feel old,” she commented recently, “but then I look in the mirror and see that I am.” I disagree that the mirror tells on her, for she hardly has a crinkle or crease.  Nevertheless, her new wig and lack of wrinkles—makeup or no makeup—easily shave off those 20 years.

Despite looking great and being young at heart, she is not in denial of her prognosis.  I’ve never met a more pragmatic woman. “Life prepares you,” she told me a few years ago, when I asked her how she was holding it all together during the funeral of her beloved cousin, who left a hole in many lives when he passed away at 95. 

In her ninth decade of facing life head-on, she has learned to accept the harshest challenges, deal with them, and move forward.  Her generation survived The Great Depression and WWII (or, as Archie Bunker would say, “The Big One”). Her parents fed and clothed eight children on a shoestring, but she and her siblings never “felt poor” because their big family generated so much love.  She has always counted her blessings, not material things, yet worked hard to make a good living and give to others in need.

“Sallie, count your blessings,” she advises me to this day.

And I do.  What a blessing it is that this woman, 89 years young and counting, is my mother.

In sharing her words of wisdom and positive outlook, I hope you feel less stressed about what others say and more optimistic about what you can do. 

My best to you,

Sallie W. Boyles, aka Write Lady                                                                                                                                                                                                  

Are we superficial if we’ll give a writer just a few lines of our time before moving on?

Perhaps a more accurate word is discerning. Time is valuable, and unless we have a good reason (as in a recommendation or personal experience) to believe that “the good stuff” is yet to come, why waste another moment reading or listening to a bunch of blah blah blah?

The same premise holds true for our audiences. If our introductions are weak, why should our readers or listeners give their undivided attention, waiting around for us to deliver great material and a punch line? In truth, they shouldn’t.  Our audiences deserve quality from start to finish—whether our communication is a presentation, website, book, article, brochure, resume, etc. 

To start off in a strong manner, consider using one or a combination of my favorite attention-grabbing writing tactics:

1.       Engage by asking a question that is pertinent to your topic and target audience.

2.       Spark interest by sharing a secret, making a confession or promising to reveal an insider’s view or unknown fact about the subject.

3.       Take them away by placing your audience in the thick of the moment (conveying emotions or actions).

4.       Catch them off-guard by stating an eye-opening statistic or fact.

5.       Challenge them by contending that you will change their point of view.

6.       Convey a sense of excitement by stating why you have such enthusiasm for the topic.

Despite having some compelling ideas about how you will launch your message, don’t be discouraged if carrying out your plan with just the right effect takes some effort. I tend to spend a large portion of time setting the stage; however, by nailing the beginning, I find that the remaining copy more readily flows.

What awakens your mind and what makes you snooze? Think about those elements when you’re writing for your target audience.

My best,

Sallie W. Boyles, a.k.a. Write Lady

If you’re posting blogs, developing newsletters, or writing articles for any array of in-house, professional or organizational publications, you will, occasionally, require contributions from sources other than yourself. That’s when having an interviewing strategy comes in handy!

Whether formal or casual, your interview will be successful if you gain interesting, informative subject matter for your readers. In other words, you need to pose questions that elicit meaningful responses. Therefore, no matter how well you know the individual or topic, it’s important to plan and prepare for your Q & A session.

To help you get started, I am pleased to share my 10 tips for making your article interviews successful:

1)      Define and outline the objectives of your article. To entertain and inform your readers, you must have a clear sense of purpose: What would your target audience want and need to learn about the subject at hand? With that understanding, identify and organize the kind of information/ideas/insights you need to gain from your interview.  

2)      Prepare for the interview by researching the topic and the interviewee. Make every effort to gather your preliminary information from reliable sources so that you are well-informed.

3)      Based upon your preliminary findings, consider whether you have uncovered a more interesting or more enlightening angle for the interview.  Put your natural curiosity to work.

4)      With your latest findings and objectives in mind, develop solid questions. Use discretion. Avoid issues, for instance, that delve into areas that veer way off the topic. Likewise, don’t be afraid to ask unique or challenging questions, if appropriate.

5)      Arrange questions in a logical manner so that queries and responses flow naturally. Rather taking a hazard approach, you’ll elicit more thoughtful answers if your conversation follows a certain progression.

6)      Give your subject enough time to research or prepare thoughtful answers. One tactic is to deliver your questions ahead of time. If, however, you’d prefer spontaneous responses, provide general rather than specific questions in advance.

7)      Place your subject at ease. Don’t waste time, but start by building a rapport. Be friendly. Also, if you plan to capture the individual on camera or record his/her voice, obtain permission beforehand. Additionally, if you meet face-to-face (or can see one another by another means like Skype), look up from your notes frequently to make eye contact and acknowledge your interviewee. 

8)    Be flexible. Digressions often add unexpected flavor and unique insights to a piece, so encourage a fascinating anecdote or two. At the same time, keep your notes at hand to ensure that you remain on topic and accomplish your objectives.

9)      Listen and then verify your understanding of responses.  Repeating the interviewee’s words for him or her to ponder is often a useful tactic when you want the individual to confirm, explain or elaborate.

10)   Be respectful of your interviewee’s time and comfort. Adhere to the timeframe allotted, and observe cues that indicate your subject needs to take a break or resume at a later date. When finished, thank the individual for his/her time and effort. If you’ve agreed to share the article with the interviewee before you publish, offer the piece with a reasonable deadline for comments.

As in writing, interviewing is a skill that can be honed until your effort appears effortless and results in a work of art. To reach that goal, proceed with sincerity and integrity.

Do you have any tips of your own? Please share them!

Sallie W. Boyles, a.k.a. Write Lady

info@writelady.com 

Write Lady’s Top Resume Tips

Once upon a time, job hunters landed interviews for good positions if they submitted resumes that stated a one-size-fits-all career objective, followed by a list of applicable work experiences and educational qualifications. Professional documents could not be designed by any eight-year-old with a laptop or iPad, so decision makes gave applicants the benefit of the doubt if their submissions were mass produced.

Taking time to read between the lines, prospective employers searched for clues to determine if Sam Jones or Jane Smith had the baseline qualifications for the job. In the good old days, demand exceeded supply, so placing a warm body in an open spot was often a priority. Training would fill the gaps.

Clearly, the job market landscape has changed.

To grab an employer’s attention today, your resume must function like a well-honed sales presentation. Speaking specifically to the prospective employer (right down to the individual gatekeeper who will grant or deny your first interview), your resume should hit the ground running with a statement that reflects your understanding of that manager’s need. From there, you must deliver a convincing argument regarding why you are the optimum resource—the one who will solve known problems and produce new opportunities.

Nailing down such a presentation might sound like a complicated feat, but it’s not.

Starting with solid credentials, all you need are Write Lady’s Ten Top Resume Tips to build a door-opening resume:

1.                Develop a hit list of prospective employers based upon your general knowledge of their opportunities relative to your interests and credentials. Without being overly picky (unless you just won American Idol or invented a way to turn air auto fuel), muster some passion about aspects of the work/industry/company so that you want to apply for a job and, therefore, give it your best shot—a genuine effort.

2.                Take time to research each organization, obtaining as much inside information as possible.  Yes, visit websites, but also gather news from an array of media and, when possible, directly from insiders.

3.                Create a benefits list. Determine why and how the employer would benefit from hiring you, whether or not the organization has posted an opening.

4.                Use the intelligence you gathered to lead with a well-defined value proposition. This is not about what you want, but rather what you offer.

5.                Bullet your top accomplishments to underscore your value proposition.  Your key success points should strongly convince decision makers of your potential.

6.                List your professional experiences, beginning with your most recent job. Expounding on your track record of success, use action words like motivated and spearheaded to state the positive results that you produced—not descriptions your responsibilities.

7.                List legitimate educational accomplishments that are applicable to the job at hand, as well as enrichment courses that broaden your potential. Include noteworthy honors plus any insights (such as working fulltime while earning a graduate degree) that reflect your commitment and capacity to succeed under pressure.

8.                Describe volunteer jobs in which you took leadership roles and/or accomplished outstanding feats. Position your initiatives in terms of how your acquired knowledge enhances your value to your employer.

9.                Don’t be afraid of demonstrating admirable efforts and character traits for fear of bragging.  If you launched a running club that fundraises for children in need, then by all means say so.

10.            If space permits, add mini testimonials (like those shown in corporate brochures) from employers, managers, clients and colleagues. Obtain permission from each reputable source to cite his/her name, position, company and contact link.

Along with your resume, always submit a cover letter that serves as a brief introduction and summary of your qualifications relative to the employer’s needs. In both your resume and cover letter, scrutinize your message to ensure that you delivered examples of your success rather than made blanket statements about it.

What are your resume tips or challenges? What do you say should or should not appear on today’s resumes?

Sallie W. Boyles, a.k.a. Write Lady Inc.

Info@writelady.com

Each social encounter—and that includes every blog—has the power to make or break relationships. Good or bad, the potential impact of your words and actions broadens with your blog’s exposure.  Just as this social networking tool can move you up in the world, it can also take you down.  

Stay on your social network’s A-List by avoiding the P-List of blogging:

1. Plagiarism. Don’t sign your name to an article that includes others’ original concepts, quotes or data if the sources of your material are not properly cited.  

You could spend days searching for the statistics, but findings from another’s observation or study would not qualify as “your” research.  As an ethical blogger, you will either give proper credit to the original source or refrain from using it.   

1. Personal Quarrels. Don’t use your professional blog to air personal vendettas.

The price you’ll pay for getting even with an individual or entity is often greater than any satisfaction or other gain.  It can be appropriate to air grievances—as in how a politician fails to represent his/her constituents or how a product does not meet performance criteria—but either stick to verified facts or identify which statements are opinion-based.

1. Self-Promotion. Don’t turn your blog into an infomercial.

A blog can be a powerful platform for launching your initiatives, but your audiences will tune out if you peddle advertisements as articles. By sharing news, ideas, tips or viewpoints—be creative!—in a format that respects your readers’ needs, you’ll grab their interest and gain their loyalty.  

1. Platitudes. Don’t waste your audience’s time on a lazy effort.

If your readers’ response is so what, then why bother? Develop a goal-oriented blogging strategy with a mutually fulfilling purpose so it works for you and provides something of value to your target audience.

1. Pretense. Don’t state anything that you don’t genuinely believe or know to be true.

If you hop on popular trends that you don’t really buy yet believe will make you a hotter commodity, your words will lack substance and come across like empty promises. By speaking your personal truth (whether it’s based upon your gut or experience), you will garner respect, even among followers who don’t happen to agree with your position.

1. Poor Precision. Don’t publish without reviewing and editing your article for accuracy of content and presentation.

If you don’t check facts, correct grammar and spelling, and write coherently, you cannot maintain credibility with an educated audience.  Polish your work so that your blog reflects positively on you.

While blogging in itself implies a degree of informality, keep in mind that every social situation has rules of engagement.  For most, the P-list is out.

What would you add to the Bloggers Beware List? It doesn’t have to start with a P!

My best to you,

Sallie W. Boyles, aka Write Lady

www.writelady.com