Applying Mechanics: Five Tips For Better Writing

Last week, I wrote a post about crafting better content, which focused on prep work that takes place before writing content. The companion piece is this post that focuses a bit more on mechanics.

After all, great stories can capture reader interest, but it takes a practiced hand to keep them. One standard practice inside many major corporations that publish printed employee newsletters or magazines is the red test. Basically, editors ask a few readers to draw a line under the last paragraph they read in a story. In most cases, the average reader makes up their mind about a piece in three paragraphs, assuming the lead sentence is strong, and skips or skims the rest.

Are there exceptions? Yes. Great stories are read from the lead sentence to the last. And the reason they are is mechanics.

5 Mechanics For Better Writing.

The mechanics of writing are much more than error-free prose or good grammar. The technical craft of writing covers a wide range of subjects. Here are five that I often look for in determining how good a writer might be.

• Provides A Well-Organized Story, From Start To Finish.
The biggest challenge most writers have today is content organization. While various mediums require the content to be organized differently, many writers fall into a cross-medium standardization that doesn't work. You can see it in transitions, with hard, jarring breaks between ideas instead of thoughts that flow from one into the next. The second most missed consideration is the lead, but that deserves its own paragraph.

• Writes Effective Leads, Laced With Facts And Accuracy.
Lead sentences or paragraphs are everything (especially for short-syndicated blog posts). I could write several posts about lead sentences alone (and have). Great leads are more than simply telling readers what the story is about, especially when other people are covering the same story. Mass media is losing sight of this; most publishers are sounding the same. The mosque at Ground Zero is a great example. Some 1,600 magazines led with a waffled opinion from the President of the U.S. I can't imagine a more boring approach to the story. I wonder what some extremists might think.

• Covers The Subject Thoroughly, With An Identifiable Action.
Unless you have specific space constraints, there is no perfect formula for the structure of a blog post or ad copy. (Outdoor is a bit different.) Writers need to provide enough coverage of the subject that it makes sense to the person reading it. The rule of thumb is to answer more questions than you raise, without asking the reader to do their own research. Writing a blog post is a bit different in that writers can cheat. You can sum up a situation in a line and link to another article that provides a back story. In wrapping up a story, always consider a call to action of sorts, even if it only sums up what you hoped they got out of it.

• Looks For New And Interesting Ways To Tell A Story.
As someone who follows several hundred blogs, I can safely say formulaic posts have become readily abused. When every post consists of two lead-in paragraphs, five or ten breakout bullets, and one concluding thought, the brain gets bored. Sure, that approach might be a great search engine magnet online, but it kills subscriptions over time. Mix up the format now and again. Interesting stories tend to reveal whatever structure might work best, assuming the writer is taking the time to think the story through.

• Self-Edits Consistently, Working Toward Crisper Copy.
Time is always a challenge for me on this blog. I often write the posts first thing out of the box in the morning (even if I've been thinking them about for days or weeks). The downside to this approach is I don't always have time to do what I might do with commercial copy or on assignment. What's that? Rewriting, rewriting, and rewriting. In my classes, I often tell students that there are very few great writers; most of us are great rewriters, reworking the copy as long as we can against the pressure of a deadline. If you never rewrite copy, chances are that your readers already know it.

These are among my top five mechanical considerations when I screen writers. It doesn't even matter what they are going to write. But more than that, I try to apply it to my own writing as well. Sometimes looking at a quick list like this can remind us why people bother to read the content. Case in point, while writing this post, I couldn't help but to think that last story I approved could have had a better lead. Thank goodness social media tends to be forgiving. What ought to have been the lead became the tease line across networks.

Countering Negativity: Flip The Thinking

A survey by Zillow helps put public sentiment about the economy in perspective. Homeowners are more pessimistic about future home values than they were in the last three quarters.

Specifically, 33 percent believe housing prices will fall further; 38 percent believe they have already reached bottom. Few people anticipate a real estate turnaround in the near term. Most believe any increase in home valuation could be more than one year away.

Worse, more homeowners are lining up to create a self-fulfilling prophecy. According to Zillow research, more than 4 million owners are ready to put their homes on the market in the next six months. If they do, increasing surplus could drive prices lower.

"Our forecast remains largely unchanged: We're in for an L-shaped recovery that will likely keep annualized home value appreciation very low for the next three to five years," said Dr. Stan Humphries, chief economist at Zillow. "Given this sentiment, we're surprised so many homeowners believe their market has already bottomed."

As recently as last March, the Obama administration had reworked its troubled $75 billion plan to prevent foreclosures. The idea was to give people a three-to-six-month break on their mortgage payments until new jobs materialized. Unfortunately, jobs didn't materialize, at least not long-term private jobs. The rush to push forth any plan didn't work.

Rethinking Customer Communication Can Improve Outcomes.

The question more organizations need to be asking is how they can help consumers as opposed to helping themselves. Sure, in a robust economy, traditional marketing works because it's based largely on either innovation (creating need) or out positioning the competitor (more common). In a down economy, organizations that aren't innovating need to find other ways to add value.

After all, it doesn't do any good to have the best marketing proposition for a product no one is buying. And marketing needs to consider this in their communication. What specifically are they offering consumers? But more importantly, what is it that consumers need that they might offer?

This falls right in line with some of the best performing Web sites. The Wall Street Journal offers information on business and finances. Lower My Bills provides a place to compare long distance services. Federal Money Retriever provides government grant advice. Facebook offers a popular way to stay connected with friends and family. Google is the most popular search engine for helping people find information they are looking for. And the list goes on.

What does your company's Web site do? If you're like most organizations, your site is not designed to do anything for the consumer. It's designed to help your organization. If it has a blog, it's probably written to sell products or share company news. If it has a social media presence, it's probably designed to attract new friends and followers. Perhaps it includes promotions and coupons, as if discounts somehow add value to something that has no value.

A 5-Second Solution Using Home Improvement As An Example.

Lowe's and Home Depot provide a great example. In the second quarter, Lowes posted an earnings increase of 9.6 percent. Home Depot rose 7 percent. Both have employed a business-as-usual marketing stance.

Home Depot will have a Labor Day sale with gas grills. Lowe's is asking people to imagine new appliances. Meanwhile, consumers are asking themselves whether they will be in the same home next year, negating the need for big home recreation items that won't move with them.

It's mostly the same on Facebook. Home Depot is telling people to do more (grill more, paint more, garden more). Lowe's was telling people to organize their life. Recently, however, Lowe's switched to "Back 2 Campus" ideas, except they aren't ideas as much as they are posts about one discounted product. The latter idea is close to being helpful, but falls short without a choice.

Imagine what might happen if Home Depot or Lowe's did more than justify cautious consumers are a reason for on par sales. If they did that, maybe they would focus on simple renovation projects that can lift homeowners' spirits or, even better, increase the resale value or home valuation of their homes.

Considering Customers: Fresh Content Project

When you really stop to think about it, most customer communication is remarkably backwards. Most of it seems to run contrary to face-to-face communication. Sure, when customers call or are standing at a counter, customer service agents tend to ask questions. Did you find everything okay? Can I help you? What else can I do to make your stay with us better?

Take these same organizations online and all the questions evaporate. Suddenly, every customer contact becomes: let me tell you more about me, my product, my organization, and how great we are. The same holds true when the media calls. Questions are quickly answered with statements: let me tell you more about us, our policies, and what it is we want you to know.

It's weird. And I'm not the only who thinks so. All five of these posts carry a warning against making the conversation about "you" when it really ought to be about "them." Imagine what might happen if more of this communication focused on serving customers instead of the organization.

Best Fresh Content In Review, Week of August 2

• Emotions, Trust, and Control at the Heart of the Customer Experience.
Valeria Maltoni shares some insights on how service organizations can make customer experiences more positive by considering how CRM can create a customer advantage. Among the points: professional appearance, clear communication, active involvement, likability, willingness to take the high road, and follow up can all contribute to better customer service. But most importantly, she also reiterates that setting customer expectation is invaluable. It sets a foundation for stated excellence.

• 5 Reasons Why No One Is Reading Your Email Newsletter.
Sean D'Souza pulls out all the stops in pinpointing why many e-newsletters aren't read. His list of reasons include that the information isn't helpful, the voice isn't compelling, they don't tell any stories, they don't have a specific frequency, and they contain half-hearted calls to action. All of his points are true, with several that overlap. For example, many of the e-newsletters I receive talk mostly about themselves without any attempt to sell anything. No surprise, agency newsletters are among the worst. Most recap how great they are, demonstrate how little they understand about the tips they share, and never provide anyone a compelling reason to call them. After three issues like that, we mark them spam but the agency won't even know it.

• Community Is About People And Interest, Not Technology And URLs.
Almost every ad agency, public relations firm, and social media consultant sells social on its ability to create a community. Then, they go out of their way to fill Web sites and social networks with people who never visit again. Why? They don't know anything about building an online community. Francois Gossieaux understands this fact well enough, reminding organizations that people are less interested in them than some common interest between them and the product or service. Exactly.

• JetBlue – Right Things, Wrong Ways.
So, some flight attendant has a meltdown, berates a passenger, steals some beer, and jumps down an inflatable slide to exit the plane. For most companies, this is a no-brainer crisis communication scenario. Unfortunately, JetBlue isn't most companies. Its track record for crisis communication sucks. This time around, it turns the flight attendant into a folk hero and ends up eating crow. Mike Schaffer picks up two of the most obvious mistakes — waiting the next day to suspend the attendant and commenting that they "weren't going to comment." Ho hum.

• Do Websites Still Matter?
Using an article by Pete Blackshaw, editor of Advertising Age Mobile, Shane Kinkennon addresses the growing trend that most organizations are using their Web sites as a home base and their outreach on rented space. Kinkennon reinforces the idea that the problem isn't the Web site as much as it is the communication most organizations put up on their Web sites. It's generally not engaging, participatory, or helpful beyond recapping product specs and providing contact information. It's a good point. Web sites will matter, assuming they do something other than talk exclusively about the organization.

Want to review more Fresh Content picks? Click on the Fresh Content label or join the Fresh Content Project on Facebook.

Redefining Leadership: What Do We Need?

There is a bit of a buzz about the Netflix vacation policy. It mirrors our vacation policy (with the caveat that all the work gets done) in that there is no policy.

But really, this simple discussion point is much bigger than all that. It goes all the way to the top of the leadership totem pole. Too many rules kill innovation.

Where Leadership Continues To Miss In Modern Times.

A few years ago, I read an article in the Harvard Business Review that focused on how many emerging leaders didn't necessarily have the leadership skills needed for the post they were pursuing. If I recall, the article pinpointed the lack of critical thinking skills as the problem. New leadership seems paralyzed by adversity. But it's not just new leadership. It's almost everybody.

It's almost everybody because there is propensity in many organizations to eliminate autonomy. In many cases, children are taught this all their lives. It's subtle, but it comes in the form of which books they are allowed to read (specific books based on specific skill levels), the structure of their day (get tasks done, earn free time), and how lessons are taught (rote memorization).

Basically, some of these kids are learning you need to do A to get to Z. Never mind that D takes you to Z more effectively. It doesn't fit the program, policy, or rules. It doesn't matter that you can start with any letter in the alphabet and get to Z. Someone has already eliminated all of the other letters as starting points. The place to start and the pace to learn is set in stone.

I've been fortunate to have several dozen great interns and employees over the years, but I have noticed some slippage in the desire for autonomy, even among the good ones. They are increasingly likely to wait for instructions. They want their work day planned out. And, if they complete the tick list, they want a reward. This used to perplex me, because I believe this video (hat tip: Angie Alaniz)...


Dan Pink's lively RSA animate is awesome. It suggests that if you give people autonomy, they excel. I believe he is right, but there is another dynamic that is undermining the concept. Some of the people coming up through the ranks now aren't used to autonomy at all. Some don't want it. And the reason they don't want it is because with autonomy comes accountability.

Sure, as Pink points out, people get very excited about autonomy in their personal lives. But what he misses is that being autonomous in our personal lives doesn't require all that much accountability. If you don't get it done or no one likes the YouTube video that was one month in the making, there are no consequences. If I don't work on my book today, there is no editor or publisher to follow up with me on the deadline. At least, not yet.

Ironically, if there are consequences (such as poor health choices or bad investments), there is an increased pressure to hold other people accountable, e.g., it's McDonald's fault if we eat too many burgers and the investment firm's fault if we pick the riskiest venture for the hope of a higher return. It's kind of weird, when you think about it. Where does this come from?

I'm starting to think it starts when kids enter school, especially public ones that have more rules and regulations than their private counterparts that tend to outperform. And this anti-autonomous training carries over into adulthood.

Guidelines Are Fine If They Don't Box Thinking In.

Modern organizations don't need "sandbox covenants." They need to teach people that it's okay play in the sand. That it's okay to make policy exceptions. That autonomy is okay with accountability. And that they ought to be prepared to stand up against regulations because of one so-called questionable decision.

Who knows? If our leadership had better decision making skills, they might even realize that working to end a recession and working to end a recession a certain way are two very different things. I won't hold my breath. Mostly, I ignore the recession. But the way I see it, the more more rules we make will keep us stuck in the muck for another two years or longer.

Making Myths: Copywriter vs. Blogger Debate

Glenn Murray wrote a great link bait post entitled "Bloggers Versus Copywriters: 8 Reasons Why Bloggers Do It Better." Most bloggers who read Problogger loved it. But does it mesh?

1. Murray: They know what they’re writing about.
Murray asserts most copywriters write about different things every day and it's rare that they write about things they are actually interested in whereas bloggers always write about what they love.

Fact or Fiction? Mostly fiction. Good copywriters are passionate about what they write about. If they aren't passionate about it, they will be. The same holds true with bloggers. Some are passionate about the material, some aren't. Advertising has an equal chance to be informative, accurate, and helpful.

2. Murray: They have a more immediate and real incentive.
Murray asserts that copywriters write about other people's products. They are paid by the hour and not for results. Bloggers, on the other hand, get paid for selling their own stuff and thus are more result-focused.

Fact or Fiction? Total fiction. Show me a copywriter that isn't generating results and I'll show you a copywriter who is out of work. They are only as good as their last ad. Bloggers, on the other hand, will write some posts that draw hundreds and others that attract no one. It's expected.

3. Murray: They know their audience (better).
Murray says most copywriters have a vague knowledge of their audience, investing more time getting to know the product or service. Bloggers, he says, know the audience intimately.

Fact or Fiction? Total fiction. While there are some novice copywriters who work solely off creative briefs, the best copywriters invest plenty of time pouring over studies, surveys, field work, direct customer contact, competitor information, and their customer interaction, etc. Sometimes, they know more about the audience than the audience knows. Bloggers, on the other hand, know their readers and, specifically, what their readers tell them.

4. Murray: They’re not writing for clients.
Murray asserts that copywriters have to write for the client, because the client ultimately decides what ads will live and die. They are also subjected to grammar Nazis that cling to arbitrary rules. Bloggers can write any way they want, he says, as long as their readers like it.

Fact or Fiction? Fact. Unless the blogger is writing a client's blog or is deeply entrenched in pay-per-post models, they have a lot of license. Copywriters are appeasing multiple people — clients and audiences (which is better than PR people who have to write for clients, editors, journalists, and the audience). However, copywriters don't have to suck it all up. They make recommendations all the time. One of my favorite statements: We can do that, but we cannot promise any results.

5. Murray: They get immediate and real feedback.
Murray says that most copywriters know when clients are happy, but not the audience. Bloggers, on the other hand, have access to everything from analytics to comments.

Fact or Fiction? Fiction. The only copywriters that do not know whether or not their work is effective are copywriters who never ask. Sure, they may not care about a one-time pick-up job, but they will know plenty about any regular gig. Bloggers do have more information. However, their analytics are skewed. Their core readers will say every post is great, even when it's not.

6. Murray: They’re not writing for themselves.
Murray says copywriters see themselves as artists. They love to write for the sake of writing. Bloggers, on the other hand, only write as a means to an end.

Fact or Fiction? Partly fact. Copywriters, especially young ones, see themselves as artists. In fact, so much so that it conflicts with Murray's fourth point. Novices take it very personally when clients change copy. But bloggers, if they have editors or clients, do too. Give them 15 years. After that, they won't cry anymore. As far as pretentious writing? That totally depends on the client and what works with their audience. Only arrogant hack copywriters *need* to be profound; bloggers too.

7. Murray: They're not writing for their teachers.
Murray says that many copywriters are haunted by their English teachers whereas bloggers don't care. He also says copywriters tend to write with complexity despite readers wanting clarity.

Fact or Fiction? Total baloney. They are just as many complex blogs as there are clearly written ads. Heck, sometimes copywriters have space for five to seven words. Clarity is critical for any written medium and if a copywriter doesn't know it, they aren't working. Even on this blog, the only time I get muddled in complexity is when I don't have time to write less.

8. Murray: They follow best practices.
Murray wraps up by saying copywriters don't follow best practices. Bloggers do follow best practices, he says.

Fact or Fiction? Completely made up. Worst point ever. Murray ought to have stopped at seven. While he might be a decent copywriter, he doesn't seem to know what the guy in the other cubicle might be doing.

Final Thoughts On Copywriters Vs. Bloggers.

I've said it before and I'll say it again. Copywriters and bloggers cannot be compared, not really. There are only good writers and bad writers (and everything in between). For anyone working in the field that really knows their stuff, they'll tell you that.

The only difference between copywriters and bloggers is the style in which they write. And, some of those copywriters and bloggers are blessed (me among them) with the ability to toggle back and forth between those styles (articles, news releases, etc.). Not all writers can do that and that's okay.

If I've learned anything over the years, it's that every style of writing can teach you to be a better writer. I've shared that with every single writing class I've ever taught. Don't discount any of it. It's all good stuff (especially poetry). After that, it's all in how you apply it and whether or not someone will buy it.

Crafting Content: Five Tips For Better Content

According to Pingdom, there are approximately 234 million Websites (47 million are new) and 126 million blogs. This doesn't count the abundance of Facebook pages or other social network platforms that double as content creation sites.

Although some smart businesses don't care as much about total visitors as engaging prospects and customers, most of them are competing for the attention of some of the 1.8 billion people online (about 260 million in North America and 420 million in Europe). And there are many different tactics to do so.

While there are many possibilities, content remains a primary driver. Google, Facebook, YouTube, Yahoo, Live, Baidu, Wikipedia, Blogger, MSN, and Tencent all rely on content. Search engines help us organize global information (usually by ranking for better content). Social networks help us keep up to date on our network of friends (usually by making it easier to share content). Other platforms, like YouTube and Blogger, rely on content from contributors.

5 Tips For Crafting Better Content.

With an increasing number of daily messages from an increasing amount of sources, it stands to reason that the bar for better content will continue to be raised. So the question companies, businesses, public relations, publications, and bloggers need to ask is how to provide better content. Well, the first step isn't presentation as much as it is value identification. And here are five ways to add value...

• Recognize and act quickly on story opportunities.
Tracking trends and tying current events often captures more interest than Website content long forgotten. Even stores and e-commerce sites need a steady stream of fresh surplus to keep people coming back. For most Websites and blogs, the easiest tie-in is "news," assuming they understand the definition of news. But news isn't the only opportunity. Topics that people are searching for tend to trend. Or, if you are up for a much more challenging prospect, you can deliver what they never thought to look for and love it when they find it.

• Gather facts carefully and accurately.
The quickest way to build credibility online isn't always simply being friendly or being flashy with numbers. Credibility is built on the ability to deliver on promises. If you promise a compelling, interesting, educational, or humorous story, your ability to consistently deliver that content will keep people coming back. If you want to stand out among all the other opinions over the long term, be especially clear about what you know to be facts and what you know are your (or others') opinions.

• Provide a variety of sources and ideas (at least one).
There are dozens of different topics where facts alone don't measure up. Generally, people base their decisions on a variety of perspectives. The better content usually provides some insight or understanding of any opposing viewpoints. The mosque near Ground Zero provides a solid example. Every day, I read polarized accounts of why it should be or should not be built there. These varied opinions almost never consider the opposing viewpoint, which diminishes the strength of the argument and turns dozens of posts into nothing more than "I also think" puff pieces. The diatribe on this issue is also why I never covered it.

• Add in little known facts and/or fresh quotes.
Every day, journalists and bloggers, with increasing regularity, recap what other people write about. In some cases, it's verbatim. If you want your content to stand out from the pack of recaps, add new insights, perspectives, little known facts, or quotes that haven't been published or are long forgotten. The ability to provide a new perspective on a topic can mean the difference between rehashing or adding value to the content and conversations as opposed to adding to the noise.

• Research and explore different story angles.
Sometimes, better content comes from repurposing intent. For example, dozens of people have used Website and blog numbers to demonstrate that online marketing and information is growing at an amazing pace (and to demonstrate why you need to increase your marketing online). But today, I'm using them to illustrate something different. As more people and organizations add to the noise, the bar for what constitutes valuable content is raised. Much in the same way, if I were to write about the mosque (which I'm not), it would be a piece about diatribe in order to drive the topic away from emotions and toward communication.

The takeaway here is simple. Before you concern yourself with techniques and tactics related to presentation, you have to be able to identify the right topics. For organizations and businesses, there is the additional burden that these topics must fall within the strategic communication plan. For individuals, it's simpler still. It's the fundamental difference between being an engaging writer and someone who will bore people away.