Our awards in the 2009 Communications Contest: 

• First place in Special Articles: Business
• First place in Web Writing, For-Profit Business
• First place in Magazine Section Editing
• Second place in Special Articles: Science (Energy & Green Issues)
• Third place in Magazine Feature Story

Here’s a few more tips to follow to improve your writing process:

• Read out loud. After writing, speak what you write. This unveils awkward phrasing, gaps in the structure, and areas that need revision.
• Strengthen verbs. Replace ho-hum verbs like “go” and “made” with powerful action verbs like “build” and “discover.” Look for spots where other modifying words are watering down your words, “like trying to communicate.” Drop the “trying to.”
• Evaluate the tone (or attitude). Is your writing friendly, funny, professional, intense, curt, pushy or cold? I get a letter from my health insurance that always starts with, “To get the most from your benefits, you need to understand how your plan works.” The bossy, arrogant tone of this first sentence irritates me every time I get the letter. Sometimes a small tweak can drastically improve the mood of what you’re writing.
• Keep it brief. One of the tricks I learned from years of working with a magazine is to cut the word count by 100 words if possible. This will help you to tighten the article, get rid of any duplication and focus your message.
• Get feedback. Find someone to review and proofread your work. You will make mistakes. But with an extra set of eyes, you can avoid a lot of embarrassment and reap a great reputation for you and your company.
• Double-check people’s names. Last stop before completion: fact-check names and other pertinent details. It only takes a minute, and it is worth it every time.

Take to the time to produce great writing. Fine-tune your efforts, and you’ll get more return on your time investment. (And you can avoid looking stupid…who wouldn’t want that?)

Writing has never been more important as we all spend hours every week writing emails. Although this list applies to nearly all business and promotional writing, I wouldn’t suggest applying it to essays and creative writing.

This is, however, a great checklist the next time you sit down to write anything. I know I’ll be using it to polish up the article I wrote last week.

Here’s a few tips to follow to improve your writing process:

• Determine the purpose. Start out by jotting a few notes: Who is going to read this? What main points do you want to make? What actions do you want to inspire the reader to take?
• Structure the outline. Even a simple business letter or email improves drastically with a little forethought. Clarify what you are communicating and plan the flow of the piece.
• Keep paragraphs short. My general rule is to keep paragraphs under 3 sentences for most purposes. Think about thick, black blocks of impenetrable text. Don’t you find that daunting as a reader?
• Use bulletpoints, highlighting, and subheads. These “reader entry points” help a reader scan and follow along with what you are saying. They make reading easier. Plus, they often show the writer when a point or paragraph is unclear.
• Know your style. Most people don’t realize that many writing styles exist, each with its own set of rules. Most business people are familiar with Modern Language Association (MLA), which is taught in English class. Publications use Associate Press (AP) style or Chicago Manual. The science and education fields use American Psychological Association (APA).

So often, bad writing results from rushed, sloppy words. Good writing can evoke joy, teach new skills, inform and entertain, and improve lives, not to mention increase your paycheck!

Here’s 6 ways to create a press release that everyone will love:

1. Ask your self, “Who cares?” What is newsworthy about this topic? Make it relevant to your audience or postpone the idea until you come up with a good news angle.

2. Create an informative, benefits-oriented headline. This is the one sentence that everyone will read: make it good! For a product release, tell the reader how the product helps them. For any other topic, tie it in with a big picture issue or trend.

2. Simplify, condense, and streamline. Make it easy for people to read and understand what you are communicating.

3. Tell readers how to take action. If you want them to register for an event, buy a product, participate in a survey or call their legislator, tell them how to do it.

4. Use testimonials. Using quotes from customers or supporters brings other perspectives into your release, while also increasing the credibility of what you are saying. This takes extra effort, but is always worth it.

5. Provide a contact person’s name, phone number and email. I really dislike reading a release on a company’s Website, but not being able to find any way to get more information. I don’t want to call an 800 number; I want a person. Don’t block people from calling you.

6. Use AP style. Pros know the format of a press release and so do publication editors. Make it easy to copy and paste the text in your press release so you will get published more often.

The press release is under-utilized in marketing and sometimes mangled by those eager for free publicity. Regardless, it’s a great tool to get the word out!