I only recently learned about BLUF, which stands for “bottom line up front,” from a woman who works in project management at a computer/software company. In her line of work, she says, she has little time to wade through a morass of details, and needs to know the bottom line first (i.e., what is the project is going to cost).
It’s not much different in any type of writing. I am sure you’ve seen people post articles with the disclaimer “TL, DR,” which stands for “too long, didn’t read.” People don’t have time to read long, detailed articles or emails, especially if they are reading them on a mobile device. People want to know what it’s about, and then read it slowly when they have time. This is why subject lines and headlines are so crucial—that’s your BLUF for emails and articles. Say what it’s about.
Don’t bury the lede!
With news releases, it is imperative that the first paragraph carry the important information. The rest of the release is filled with the details and quotes. The same holds for news articles. In journalism, when you don’t provide the crucial information up front, it’s called “burying the lede.”
Take this article from Eater DC: “HipCityVeg Brings its Vegan Versions of Fast Food Favorites to Dupont Circle.” It’s about the opening of the restaurant’s second location in Washington, DC, and yet, I have to read through NINE paragraphs about how and why HipCityVeg does what it does before I find out the exact address of the new location. The address should have been in the first paragraph, so that somebody who want to actually visit the restaurant, knows where to find it.
What does the reader need to know?
When writing a marketing piece, a blog post, an email, do yourself a favor and think BLUF: What is the most important thing your reader has to know? Being bottom line-oriented and putting the important stuff up front, will make you a better, more effective writer.
If you ever looked at any basic copywriting advice, you’d probably have seen the bit where they tell you to talk about the benefits of whatever it is you are writing about. Benefits is what is in it for the audience. Perhaps they get a good price, or look younger, or help save the world. You are always supposed to highlight what the audience gets from the good or service or organization you are promoting. It’s Copywriting 101.
But spammers don’t take copywriting classes
The other day I got a spam email (meaning it was from someone I don’t know, who probably harvested my name from the internet, and is trying to sell me something). I got the same email again yesterday. Here’s what the email said:
I just came across your blog madmimi.com and wanted to reach out to you. I am reaching out because I was wondering if you would post a 500 word article that contains 2-3 links that would be relevant to the article topic. The article would also need to be written .
Please advise on the cost for this service and if you offer a bulk pricing package.
Have an awesome Thursday,
So many questions
Okay. Let’s start with the blindingly obvious problem. I don’t have a blog called madmimi.com (I do, however, used Mad Mimi for my sadly neglected newsletter).
Let’s go on to the next part of the email: I’m being asked to post an article, presumably on my blog, about a non-disclosed topic, and include two or three links, but to where exactly? The article “would have to be written,” presumably by me. Then the writer wants to know the cost for this service.
But really there is nothing in it for me
I’m supposed to conclude, only guessing here, that this email’s writer is willing to pay me to write an article about whatever I want to post on my own blog. But of course, that makes no sense. The email writer must have a subject in mind. And really, why would I post an article about any random subject on my blog, and charge someone for it if there is nothing in it for them, and it is not clear what is in it for me? I already have an established blog (you are reading it right now), where I have been posting articles written by me for the past 10+ years.
It seems that what the email writer is really trying to do, quite in-artfully, is to get me to respond asking for more information or perhaps check out the website associated with the writer’s email address. That’s why this is spam.
Answer “what’s it in it for me?”
If you want anything you write to succeed, start with how your audience benefits. What will they get from it? Imagine if this spammer would have said exactly what he/she meant (i.e., we’ll pay you to promote our product/service on your blog), I may have been more interested. Instead, I wrote a blog post about how bad these spammers are at selling. Perhaps it was a win after all.
A large portion of what we say stems from how we read the present situation, and our sense of self-awareness plays a vital role in our everyday conversations. According to a recent study conducted by a group of psychologists at the University of California, Davis, many people don’t realize they’re being rude when they’re perceived as such, suggesting blind spots in our self-insight that can prompt miscommunications at work. The study’s findings highlight the importance of listening to yourself when you’re talking to others. If you hear what you’re saying and think you might be offended if someone said the same to you, it’s worth rephrasing and communicating your point differently.
Because it’s not just what you say, but how you say it.
I am sure we all have experienced people saying things to us in an awkward or rude way that made us feel not so great. We may have gotten angry or offended. And I think that what these people say is not the problem so much as how they say it. Yes, it comes down to how you present something.
This applies to all communication
When writing marketing materials, you are concerned with the words you choose, the messages you deliver. But you should also be concerned with tone and presentation. How is your message coming across? What kind of emotions are you engendering?
How is your messaging “landing?”
If you want your message to resonate with your audience, you must assess how you are coming across, and be careful in how you are saying what you are communicating.
4 items to consider before you write your next marketing piece:
1) Humor needs context and sometimes, tone of voice: Avoid inside jokes or weird humor unless you know the audience will absolutely get it. Remember that humor is hard to express in a written format.
2) Mind your sarcasm: Ask yourself if you are being flippant or sarcastic, and remember that tone of voice is not easily conveyed in written materials. Also, some people don’t understand sarcasm, and may take it literally.
3) Mind your manners: I heard somewhere that having manners is about putting others at ease. When you follow conventions, people know what to expect. So ask yourself if your communication is being rude or abrupt.
4) Be empathetic: Ask yourself if how and what you are saying could be causing negative emotions (anger, frustration, embarrassment) in your audience. For example, perhaps you are trying to berate your audience for missing a deadline. Most likely, berating your audience will cause embarrassment or even anger.
Thinking carefully about how you say and present your message will lead to better communications.
My job as a copy editor is to tighten up other people’s writing so that it is more easily readable, clear, consistent and accurate. Often, I come across the same three issues that make writing harder to read and more unclear. These issues include having sentences that are too long and stuffed with extraneous words and phrases; writing in the passive voice; and using unnecessarily big words.
If you want to make your writing sharper, and your meaning clearer, here are three ways to achieve that goal:
1. Use active voice
By eliminating passive sentences, you are immediately tightening up your writing and getting rid of useless words. Your sentences will be more direct and punchy.
The actress Jane Doe was awarded an Oscar by the Academy for her performance in The Movie.
The Academy awarded an Oscar to actress Jane Doe for The Movie.
Jane Doe won an Oscar for The Movie.
2. Get rid of the extras
Using extra words and phrases may have made your college essays reach the magic page number needed, but in marketing and business writing, these just make your work wordy and/or redundant.
Over the weekend, I finally got to see Obit. This documentary should be required viewing for anybody who writes for a living, and for anybody who work with or within the news media. It’s also for anybody who is thinking about what makes a life matter.
With print newspapers on the decline, it’s likely many people don’t even read the obituary section. I don’t have access to the statistics, but I’d bet there’s huge spike in readership of online versions of celebrity obituaries. Just in the few weeks, we’ve seen tremendous interest in the deaths of Senator John McCain and Aretha Franklin, and a likely increase in online reading of their obituaries.
Perhaps most people don’t think a lot about what goes into writing an obituary, but it takes a special skill. Writing about someone who has died takes sensitivity and a sense for what is newsworthy. A good obituary is informative and interesting, while giving you an overview of the person’s life and achievements. Generally, long-form obituaries are only written for politicians, artists, inventors, celebrities and other notable people. Just yesterday, I read an obituary in the Washington Post for Mel Elfin, who was the long time Washington editor for Newsweek Magazine. Elfin was not a celebrity per se, but his decades of in Washington political and news circles probably touched lots of DC insiders (which is why this obituary appeared in the Washington Post and not the New York Times).
Among the many questions and issues that the featured obituary writers in Obit deal with are these
What and how much detail to include
What the lede (first paragraph of the article that includes the most important facts) should be
What questions to ask to the relatives, and how much to fact-check what they say
Importance of verifying facts
How to follow the arc of a life that has fits and starts
Importance of graphics, and of finding the best image to illustrate a life
There’s a lot in the documentary about the news process: editorial meetings, pitching, finding images, fact-checking, and working on deadline. This is why this should be required viewing for public relations practitioners, who need to understand news judgement, and how things make it into the news cycle.
Finally, what writing (and reading) obituaries does is make people think about mortality and how they want to live their lives. You think about what you will be remembered for, what you’ve done here that is “newsworthy.” So do yourself a favor–watch Obit. It’s available streaming on demand, and on Kanopy.
Last week, I went to a panel discussion about user experience (UX) design. The whole idea behind UX is that websites should be designed with the users/readers in mind, so that they can easily find what they are looking for. One of the panelists said this:
It’s easy to notice bad design.
Why? She went on to say that if something is easy to use, then you don’t notice it.
The same is true for writing. If something is written well, you don’t notice anything wrong. You understand what is being said. Conversely, when something is written poorly, then you don’t understand what the writer is trying to communicate.
On Friday, I got a very odd email from a local brew-pub with this subject line: Curtain Call–[XX] Brewhouse
The body said this (although I have redacted the name and location of the brew-pub):
We are honored to have been a part of your community and your history.
When we opened [XX] Brewhouse in March of last year, we sought to give a piece of [city]’s history a home in the West End and provide a community gathering place to relax and enjoy the company of friends and family. While this chapter in [XX] brewing history may seem short-lived, it will remain with us for the entirety of our lives.
In realizing the changes to the surrounding landscape, we pushed for appropriate changes to our lease agreement, which were temporarily provided by the landlord. However, permanent change could not be achieved. We did everything in our power to sustain the company it for as long as possible, which is why we are sharing the conclusion to this chapter with you today.
Whatever the future holds, keep us in your thoughts, drink really great beer and hold family dear.
When I read this email, I was confused. Had the brew-pub closed? If so, when would they stop serving? What would happen to the employees, the beer, the brand? And that last sentence, about holding family dear, gave me a sense of dread. Did someone die? (Plus, the use of the word curtain the subject line made me think of Agatha Christie’s book Curtains, in which her main character, Hercule Poirot, dies.)
Why am I so confused? Because this email is poorly written. It lacks basic information, creates more questions than it answers, and makes too many assumptions about the reader’s knowledge. I am left wondering what changes were they trying to make? Why were those changes not implemented? Why do they mean about a short-lived chapter? Does it mean there are more chapters coming?
And then, there are the mixed metaphors. The subject line talks of a curtain (I assume, as in a theater’s curtain call) but the body of the email talks about chapters as in books, and not about acts in a play.
In sum, this email is a mess. You notice how bad it is because it was not written for the reader. It did not take into consideration what the reader may or may not know about the brew-pub. It doesn’t even spell out the basic news, which is that they are closing. The reader does not know if this has already happened or will happen, since no date is given for the closure.
If I were to rewrite this email I’d start with a clear, unambiguous subject line: XX Brewhouse will close on [DATE] or XX Brewhouse has closed.
Then, I would write something like this:
It’s with heavy hearts, that we are writing you, our supporters, today to let you know that we will be closing XX Brewhouse as of [DATE]. We thank you for your support, and we are honored to have been part of the [city’s] community and history.
We are closing because we could not reach a permanent agreement with our landlord regarding our operations. Our location needed [whatever this was]. Without permanent arrangement, we weren’t able to operate the way we needed to continue to bring you our high-quality beer and food.
For now, we do not have plans to re-open in a different location, but please stay tuned.
Before you write anything, think of your readers. What do they need to know? Why are you sending them this information?
Make your communications easy to use and understand. If you do that, you will be noticed for what you say, and not how you said it.
Yesterday, Bill Walsh, a copy editor for the Washington Post and author of three books on language, died. He was far too young–only 55–and a victim of cancer. He was liked and respected by his colleagues, copy editors everywhere, and by people who appreciate clean, readable copy (myself included). His obituary in the Post is a worthwhile read.
A couple of years ago, I had the good fortune to attend a copy editing workshop that Mr. Walsh was leading. He talked about his pet peeves (“armed gunmen” for example) and talked extensively about comma and hyphen use, among other topics. After the session, somebody asked him why there were so many copy errors in the Washington Post. He lamented that the shear quantity of copy (all that digital stuff) made it impossible to keep up. And of course, his department had suffered cuts.
More and more, news outlets have fewer copy editors or even none at all. Writers/reporters are expected to edit their own work, which, as anybody who has written anything, is damn near impossible to do successfully.
Copy editing is not proofreading. Proofreading is about making sure that words are spelled correctly and/or are in the right place. Copy editing is far more than that. Copy editing is about making sure that the work makes sense and that it is accurate. It strives to improve readability and accessibility.
Bill Walsh was a celebrity copy editor (he had a following!). His insight and wit are irreplaceable. I hope that his main skill–copy editing–does not die along with him. He certainly transmitted his knowledge through his books and his workshops. But he couldn’t stop the powers that be from making cuts to copy editing staff.
Without copy editors, readers are shortchanged with text that can be mistake-ridden and inaccurate. Copy editors are valuable and perform necessary work inside news organizations and indeed, any organization that puts out “content.”
Rest in peace, Bill Walsh. You and your skills will be be sorely missed.
P.S. I don’t have a copy editor, so any mistakes (and I am sure there are a few) are mine and mine alone.
That was the headline in an email I got from a marketing agency confirming my attendance at an event it was hosting. Obviously, it should have read “your spot is reserved.” Is this an egregious mistake? Not really, but it is careless. It shows nobody bothered to proofread this email. And remember, this is coming from a marketing agency, which presumably creates accurate copy for its clients.
More careless yet was a letter I received from my HOA’s management company regarding board elections. The letter stated that the elections would be held on February 7. The accompanying ballot said the elections would take place on February 28. Every homeowner was welcomed to attend (if only we knew which the correct date was).
Mistakes are everywhere
I’ve been noticing these types of mistakes more and more. Yesterday, a tweet from a leading women’s organization talked about principals instead of principles. Another letter from my HOA referenced the wrong community.
I am sure you’ve noticed it too because it has become rampant. I am not sure what’s causing this but I believe it has to do with the expectations of instant communication and the ongoing rush we are experiencing. We’ve seen news organizations that rush to be first instead of taking the time to ensure accuracy.
Avoiding mistakes takes a bit of effort
It takes time to proofread documents. It takes time to ensure all information (dates, times, locations) is accurate. It involves an extra step and perhaps another person.
And not making the effort communicates lack of care
Remember, not taking the appropriate steps to make sure your communications are clear and accurate shows that you don’t care about your reader.
What do you do to make sure your communications materials are accurate? Do you follow a checklist? Enlist a proofreader? Please let me know in the comments.
We’ve arrived to the last On Writing interview of the year, and this month, I’ve turned to public relations maven (check out her Twitter handle below) Ami Neiberger-Miller. I met Ami at a PRSA conference a few years back where we both were presenting. Ami truly understands how PR works, and how important writing is to communicating effectively.
Ami Neiberger-Miller is a public relations strategist specializing in nonprofit organizations, associations and small businesses. She is the founder of Steppingstone, LLC, a communications and public relations agency. She has written educational curricula, a book, feature articles, press releases, infographics, training materials, websites, style guides, policy manuals, and much more.
1. What role does writing play in your work and how important a skill is it?
Writing is the lifeblood of my work in public relations and advocacy. I am constantly writing for news releases, feature articles, emails, strategic plans, social media and much more. Writing is an important skill because of the electronic age in which we operate. Even though people are reading content online, they are often reading written text when they view content online. And written text plays a role in shaping visual media now too – in the form of scripts, graphics and video.
2. Does writing well still matter in a digital/text/emoji world?
The craft of writing is very much alive and well today. Writing well matters even more in a digital world. Writing the right words has never been more important than it is today – because attention spans are shrinking. We have to share information much faster now and it’s even more challenging to get people to pay attention. There is still space for longer form writing, and with the internet, more opportunities to attract attention and be published. Digital options also offer writing opportunities – because scripts have to be created for videos, and copy has to be written for infographics, flipbooks, and all sorts of other materials.
3. What’s the best advice you’ve received or would give on how to improve writing skills?
To me one of the best skills you can develop in writing is delivering quality copy quickly. I am typically the person who tries to muscle through to finish the job and reach my word count for the day (and then some). But I’ve found that I do better if I take breaks when I get stuck or reach a point where copy is just not flowing. Taking a break can be as simple as going for a walk, making some tea, or packing up and working in a new environment. Returning with fresh eyes to your work can make a big difference. Just a short break can refresh your spirit.
I also find that I tend to do better with longer writing projects if I focus on them in the morning. By the end of the day, my creative juices are spent. While I can do “sausage-grinding” types of writing fairly late in the day and into the evening, I find I am typically more focused and creative in the morning. One of my favorite time slots for writing is 4-6:00 a.m. (yes, I know that sounds insane) because it’s a time of day that’s quiet and distraction free. It’s also when my mind is freshest. If I wake up on a mission for a particular project – early morning is the time I want to use to write and pour out the words.
I also think it’s important to develop the ability to “free write.” Just getting what you want to say out is a triumph, even if it’s messy. Far too often, I see writers get paralyzed by wanting to be sure that what they write initially is correct or concise. I may be the kind of person who proofreads restaurant menus for typos, but I can’t apply that same eagle eye to newborn writing as it’s pouring out. Getting the initial “brain dump” done can be cathartic and help you organize. Editing can come later. Respect the process so you don’t lose a great thought or element because you got caught up in the details. Being able to just sit down and “free write” without judging yourself is a really helpful practice to develop.
4. What are your top three writing resources or references?
I am old-fashioned in that I still keep on the shelf near my desk a red Webster’s New World Dictionary (that I won for an essay I wrote in sixth grade so it is horribly out of date but beloved). Next to it are a thesaurus and a Bartlett’s Familiar Quotations. To me, those are the big three. But I readily admit that I don’t take them out very often. I keep a lot of writing books nearby too. I have some favorite online resources, such as Purdue University’s Online Writing Lab and Grammar Girl. I also like Ann Wylie’s writing workshops (which I take as webinars through my PRSA membership). On Twitter, I search for #writing #quote when I need an inspirational pick me up. I also subscribe to Women on Writing.
5. Do you follow a style guide, and if so, which one?
I don’t really follow a style guide with my own writing. If I am doing a project for a client, I use whatever style guide they prefer. Increasingly, clients are issuing their own style guides and making variations from the major style guides, as style has become tightly linked to branding. I keep on my shelf the following: the Associated Press Stylebook, the Chicago Manual of Style, the Elements of International English Style and the Publication Manual of the American Psychological Association.
6. What’s your top writing/grammar/usage pet peeve?
My most cringe-worthy writing gaffe is when I double up a sentence, as in “today we are going to announce that XYZ is today.” It’s an easy mistake that can be caught by proofreading. For some reason though, it’s one of my bad habits.
7. What’s your favorite word and what’s your least favorite?
Favorite word: partner
Least favorite word: innovate
It’s always good practice to keep tried and true resources at your fingertips. Like Ami, every writer should have a dictionary and thesaurus nearby. The various style guides are invaluable, and AP and Chicago both have very good online versions by subscription.
Coming up later in December will be a recap of the On Writing advice. Please keep an eye out for it here and/or on Twitter, LinkedIn, and Facebook.
Even though it’s hard to believe we are days away from Halloween (and thus two months away from the end of the year, yikes!), here we are, on the last Thursday of October, which means it’s time for the On Writing interview. This month I asked Todd Van Hoosear to share his thoughts. Todd is a professional communicator who focuses on technology and social media. He has spent several semesters teaching students at Boston University all about social media. Read on to learn how Todd uses and hones his writing skills (and you may also learn a new word–I did).
Todd Van Hoosear is a public relations professional with 20 years of experience under his belt – most of it agency work, but with stints in IT and product marketing. He recently moved from Boston to Gainesville, Florida, where he is still working remotely for a few EMA Boston clients, but also contemplating his next move.
1.What role does writing play in your work and how important a skill is it?
As a PR pro, I regularly vacillate between stressing the importance of writing and that of selling when it comes to putting the right team together to serve my clients. Public relations is, at its essence, a combination of the art of storytelling and the science of influence. Writing plays into both of these. So do interpersonal skills, organizational skills, and yes, even math!
2. Does writing well still matter in a digital/text/emoji world?
To quote Blaise Pascal (and Mark Twain and Lord knows how many more authors it’s also been attributed to), “I would have written a shorter letter, but I did not have the time.” Writing is hard. Writing concisely is even harder. Writing good tweets and texts may be the hardest of all. Except maybe for Donald Trump. He’s got it down. He makes it look easy when it’s not. I’ll give him credit: he writes like he speaks, which is a critical skill in today’s world. For most people, it takes years to forget all their formal writing training.
3.What’s the best advice you’ve received or would give on how to improve writing skills?
I can’t remember where I heard this, but it’s stuck with me all these years: good writers are like magicians, and the readers are their audience. The readers want to be tricked. They love the mystery, even when they know it isn’t real. Your job as a writer isn’t to fill their heads, it’s to give them what they need to fill their own heads, and then messing with them just a little. Maybe not quite as much as George RR Martin does, though. That’s just cruel. I’m still mourning Ned Stark!
4.What are your top three writing resources or references (digital or paper-based)?
I listen to the Grammar Girl podcast religiously. I also read Copyblogger on a regular basis, as it’s very relevant to my day-to-day. Finally, I’ll go old school and recommend a book: Influence: The Psychology of Persuasion by Robert Cialdini. It’s my writing bible.
5. Do you follow a style guide, and if so, which one?
I am AP Stylebook 100%, as are most PR pros I would imagine.
6. What’s your top writing/grammar/usage pet peeve?
To quote Faith No More: “What is it?” Ambiguous pronouns drive me absolutely crazy. Who is he? Who are they? People say? Which people, exactly? This was near the top of the list of pet peeves I shared with my students every semester at Boston University.
7. What’s your favorite word and what’s your least favorite?
Thank you for giving me the excuse to use the word epeolatry in a sentence. Poorly, yes; but it’s there. It’s how I feel about words, especially when I find the right ones. I’m not sure I have a least favorite word. They’re all great. But I do have a least favorite non-word: irregardless.
Just so you know, I had to look up epeolatry and it means “a worship of words.” That’s a good one to know! I love Todd’s view that writing concisely is hard. And even more so, that writing well is like magic. Making concise writing look easy is definitely a trick worth learning. On Writing will be back, but not on the last Thursday of November, since that is Thanksgiving Day and I think you’ll have better things to do than read this blog, instead it will publish on Thursday, December 1. Don’t miss it!