Technically Write IT’s Post

How to reduce at least 16 steps from a content review process 👀

How I remove at least 16 steps from most content review processes. Once a document is ready to review, a typical process can take over 40 steps across 4 stages, and goes something like this:   Part 1: Calling for a document review 1 Save a local copy of file 2 Rename file 3 Move file to a sub-sub folder 4 Email multiple reviewers for review 5 Check who needs to review the document 6 Revise email to reflect review instructions 7 Find old email to keep instructions consistent 8 Copy instructions from old email 9 Add the email addresses to email 10 Send email 11 Forget to attach document 12 "Reply All" to email you sent 13 Attach the document and resend email   Part 2: Handling the reviews (and the reviewers) 14 Answer questions from reviewers 15 Circulate the questions and answers 16 Take the sticky notes from reviewers who grabbed you in person 17 Navigate to the file location in the sub-sub folder 18 Incorporate feedback 19 Receive file attachment from reviewer 20 Download attached file 21 Rename the attachment 22 Repeat the previous 3 steps for each reviewer   Part 3: Resolving the review feedback 23 Compare all reviewed files 24 Resolve conflicting review comments 25 Incorporate the easy-to-process feedback 26 Consolidate conflicting feedback 27 Email reviewers with conflicting feedback 28 Send a meeting invite to discuss conflicts 29 Chair the meeting + take detailed notes 30 Email + circulate detailed notes to meeting attendees 31 Incorporate the feedback 32 Email reviewers that all changes have been made 33 Rename the document with the suffix _FINAL 34 Attach document to the email 35 Repeat previous 4 steps at least once more   Part 4: Managing the document 36 Get final document signed off 37 Save signature to a PDF 38 Remove original document 39 Rename reviewed document 40 Move document to storage area 41 Copy signature file to storage area   When working smarter, we can eliminate at least 16 steps.   Part 1: Calling for document review 1 Log into the system 2 Navigate to document 3 Open document 4 Click Start Review 5 Choose reviewer names for the document 6 Click Send   Part 2: Handling the reviews 7 Wait for all reviewers to annotate document 8 Check for unresolved feedback 9 Ask reviewers to view the conflicting feedback   Part 3: Resolving the review feedback 10 Incorporate feedback into document 11 Send reviewers a link to finalised document 12 Route through workflow for final signature   Part 4: Managing the document 13 Log into system 14 Navigate to document 15 Change document status to read-only 16 Log out of system   Note that not all steps take the same amount of time - some steps take a minute while others can take hours.   But even taking that into account, it's still impressive to reduce a conservative 41 steps to an efficient 16 steps.   We've seen a reductions in wasted effort of between 65% to close to 95% once we've implemented a content operations strategy.   #ContentOperations #ContentOps #LavaCon  

Thank you Rahel Anne Bailie for sharing this list 🤕 In a project earlier this year I was working content with 4 client-side authors, and 3 on our side. That’s 7 people with approx 4-6 bits of content per client-side writers. All of these bits of content worked vertically by business unit, AND horizontally across user flow. Do the maths. This is a LOT of to-ing and fro-ing and interdependency. And people wonder why content can seem so complicated and/or take so long. We can def work smarter - way, way smarter - but, before that we gotta get real about the fact that content in digital products and experiences is way more than putting words in UI boxes. And that digital content users now expect seamless experiences. #ContentDesign is not just copywriting, wordsmithing, or authoring; it is digital design with words as the design resource. #UX #UXD #UCD #A11y

Ever started a project only to realize you are missing the key info? A clear content brief is what you are missing!!! A content brief is a document that tells a writer exactly what they need to do for a project. It has all the important details to help them create the right kind of writing. ✅️What are their goals? ✅️Who is the target audience? And more…. Why are content brief SO important? Whenever I have a task to do, I always ask for a content brief. 👉 It helps to simplify content creation📝 👉 It helps to ensure client satisfaction 😊 👉 It helps to minimize revisions and save time ⏳ 👉 It helps to sharpen your focus on the given project 🔍 👉 It helps to understand what EXACTLY your client wants 🎯 How to Get That Golden Brief? 📍Ask Questions! Don't be afraid to clarify any doubts during calls or meetings❓ 📍 Docs or Doodles? It Depends! For quick projects, jotting down main points during a call works well. For more complex pieces, a detailed document will be a better choice. It's all about adaptability! 🔄 The Takeaway: A content brief is a win-win for both you and the client. For clients, it's about ensuring their vision is understood. For writers, it's about a clear path forward. 🛤️ So next time you get a new project, 🤔 ask for a brief (or guide the client to provide one). ---------------------------------- P.S. Do you ask for a content brief from your client or share a brief to someone who works for you? Share your thoughts in the comments🎈 #ContentBrief #ClientAlignment #SuccessTips

"Balancing the Tightrope of Demands and Creativity" ✓ If I can recall vividly, I still remember months back, a writing issue I had with a client! According to the client, I hadn't done what was requested of me! ✓ I had to redo the work all over again, I mean it's often said "Customers satisfaction first", "A customer is always right" ✓ So, yeah I did the work. But it turned out the client didn't like the changes, and so preferred the previous work I had sent! ✓ Crazy right? Sometimes we can have that Arrgggh!!! Client that's just........ ✓ That's why most times balancing client expectations with your creative vision is a common challenge especially for content writers, and creative writers. ✓ It can be stressful to meet demands while maintaining your unique voice. As someone who’s been there, I know how tough it can be. ✓ Sometimes you face; ~ Vague Briefs: Clients sometimes provide unclear or incomplete instructions, making it hard to understand their needs. ~ Unrealistic Deadlines: Tight deadlines can put immense pressure on you, affecting the quality of work. ~ Scope Creep: Clients may continually add new requirements, stretching the project beyond the original agreement. ~ Differing Visions: Balancing your creative ideas with the client’s vision can lead to conflicts. ✓ But certain key tips helped along the way! ~ Clear Communication: I learnt to ask "key" questions and not just questions to clarify their expectations and my requirements. ~ Detailed Briefs: The more information I have, the better I can tailor my content to meet their needs. ~ Set Boundaries: Also had to learn to define the project scope clearly and agree on the number of revisions upfront. This helped manage expectations and prevent scope creep. ~ Realistic Timelines: Obviously, I'm human and not a robot, so definitely I learnt to negotiate realistic deadlines. For you, better you explain the time needed to produce high-quality content, and don’t be afraid to push back on unreasonable timelines. ~ Educate Clients: Sometimes, I'd show my clients the content creation process, so they understand. Sometimes they don’t realize the effort required to produce quality work. ~ Documentation: This saved me from a big problem if not I had documents as proof. Always keep written records of all agreements, revisions, and communications ✓ And lastly, don't get me wrong, all these things I didn't learn in one day! It's often said "Experience is the best teacher" #ClientExpectations #ContentCreation #ContentWriting #FreelanceWriting #ClearCommunication #ProjectManagement #CreativeProcess #ClientRelations #WritingTips #ContentStrategy #ProfessionalWriting #ContentMarketing #WriterChallenges #Feedback #ClientCollaboration #ContentCreators #WritingCommunity #FreelanceLife #QualityContent #BalancingDemands #Ogwrites

X is for . . . X-rated No, not that kind!! 😂 🔸 “X-rated” usually evokes thoughts of explicit or NSFW content. But when I talk about X-rated writing, I’m thinking of precision and accuracy of eXpression. Every word should have a purpose, contributing to the overall clarity and impact of your message. X-rated writing is eXceptional, eXemplary and eXtraordinary. (I know, I know, but you try finding writing and editing terms that start with X!) 🔸 Consider the power behind a marketing slogan like “X marks the spot.” It’s concise, memorable and sparks curiosity. Just like a map leading to buried treasure, your words should guide readers to the heart of your message. Whether you’re drafting marketing copy or a blog post, the “X factor” is the difference between forgotten and unforgettable. 🔸 Making Your Writing Stand Out The X factor is an elusive quality that propels your writing from effective to outstanding. Having an X factor in your business writing will distinguish you from your competition. Whether it’s a tagline, a mission statement, or an innovative email signature, give your words a unique flair that leaves a lasting impression. Can you name these iconic brands based on nothing more than a memorable slogan or tagline? ⭐ “There’s an app for that.” ⭐ “Every little helps.” ⭐ “The ultimate driving machine.” In the same vein, your writing should encapsulate the essence of your business, leaving an indelible mark on your audience. 🔸 Xtra, Xtra! Read All About It! Headlines must be attention-grabbing, leading readers to the value within your content. This New York Times headline announced the 1969 moon landing: “Men Walk on Moon” – four short words to convey a historic event of monumental impact. Your headline is your first impression. Make it count. The X factor here is the ability to capture attention quickly and entice readers to explore further. 🔸 UX and Great Expectations Are you a small business? From the moment your users and clients discover your services to the last delivery or contact, the journey must be seamless. Think about Amazon’s (admittedly often-debated) claim to be “Earth’s most customer-centric company.” Apply this principle to your writing. From your initial communication to the final, beautifully-edited document, ensure every word contributes to a positive and memorable user experience. === 📚 Hello! I’m Joanna, and I work with small business owners, academics and independent authors to ensure their writing has impact and clarity. If you’d like to know more about what I do, head over to my profile and ring that 🔔. #CalicoCultural #Editing #Writing #PhD #Postgraduate #SmallBiz #SmallBusinessSupport Photo by JR Korpa on Unsplash

Today I want to share some of my favourite writing tips. In the fast-paced digital age, where attention spans are fleeting, the readability of your content can make or break your message. Whether you're crafting a blog post, a report, or a LinkedIn article, ensuring your audience can easily consume and understand your writing is crucial. Here are four of my favourite and yet simple tips to make the content piece stand out. 1. Shorten Your Sentences: Long, complex sentences can be difficult to follow. Aim to keep your sentences concise, ideally between 15-20 words. This doesn't mean sacrificing nuance or depth, but rather breaking down complex ideas into manageable chunks. Example: Before: The committee, after much deliberation and considering various factors, including but not limited to the financial implications and potential risks, decided to approve the project proposal, despite some initial reservations from several key members. After: The committee approved the project proposal. They considered various factors, including financial implications and potential risks. Despite some initial reservations, they reached a consensus after much deliberation. 2. Use Active Voice: Writing in the active voice makes your content more direct and engaging. It places the subject at the forefront, making your sentences clearer and more dynamic. Example: Before: The report was completed by the team ahead of schedule. After: The team completed the report ahead of schedule. 3. Choose Familiar Words: While it's tempting to showcase your vocabulary, using simpler, familiar words enhances comprehension. Your goal is to communicate, not to impress with jargon. Example: Before: Utilize the application to ameliorate your workflow efficiency. After: Use the app to improve your workflow. 4. Break Up Text with Subheadings and Lists: Large blocks of text can be overwhelming. Subheadings, bullet points, and numbered lists help break up the content, making it easier for readers to scan and find key information. Example: Before: Our company offers a variety of services that can help improve your business efficiency. We provide consulting, training, and software solutions tailored to your needs. Our team of experts is dedicated to delivering high-quality results. After: Our Services to Improve Business Efficiency: - Consulting - Training - Software Solutions Our team of experts is dedicated to delivering high-quality results tailored to your needs. By these simple tips, you make your content accessible to a wider audience, ensuring that your ideas reach and resonate with more people. So, next time you sit down to write, remember: simplify to amplify. Happy writing! ✏️

Deliver on the "why" and the "how". This is something we try to do with every piece of content we create. It may sound cliche but it's true: People want to know what's in it for them. Use your content to show people "why" what you are sharing is valuable to them and "how" they can use it to grow their business.

The Power of Clarity: Why Readability Matters in Professional Write-Ups Have you ever struggled to make sense of a dense report or article, only to give up in frustration? You're not alone. Research shows that the average adult reads at a 7th-grade level, yet many professional documents are written with far more complexity. Consider this example: "In the frenetic pace of contemporary existence, competitive endeavours have evolved into a seemingly casual yet profoundly challenging aspect of life. The contemporary epoch is characterized by a superfluity of information, wherein individuals are inundated with textual content disseminated through diverse channels, encompassing journalistic articles, social media platforms, and electronic mail." Did you read the entire paragraph? Chances are, you didn’t. Frankly, neither would I. Why? It’s too difficult to read. You’d likely prefer to move on to another webpage where the content is clearer and easier to digest. What if I rewrote it like this? "In today’s fast-paced world, competition is everywhere. One of the biggest challenges we face is information overload. Articles, social media posts, and emails constantly bombard us." Much easier to follow, right? As professionals, we spend much time writing reports, proposals, and articles. But how often do we think about how easy our content is to understand? Consequences of Poor Readability: 1. Misunderstanding: Complex or jargon-heavy content often leads to misinterpretation or confusion. 2. Disengagement: If readers struggle, they may lose interest and abandon the document. 3. Inefficiency: Poor readability wastes time, as readers may need to reread multiple times to grasp the main points. The Benefits of Good Readability Well-written content can make a big difference in your professional success. Using clear language allows you to: 1. Increase Engagement: Readers stay invested in content they can understand quickly. 2. Improve Comprehension: Clear messages ensure readers grasp the intended meaning. 3. Enhance Credibility: Well-crafted content reflects professionalism and expertise. 4. Boost Productivity: Clear communication saves time and reduces the need for clarification. Best Practices for Improving Readability Here’s how to ensure your write-ups are effective and easy to read: 1. Use Simple Language: Avoid jargon and opt for clear, concise words. 2. Break Up Content: Headings, subheadings, and bullet points improve scannability. 3. Keep Sentences Short: Aim for 15-20 words per sentence to maintain a smooth, readable flow. 4. Use Active Voice: Active voice is more engaging and easier to read. 5. Edit and Revise: Review your content to ensure clarity and flow. By focusing on readability, you make sure your message is clear, ensuring better engagement, understanding, and productivity. Clarity is power—empower your audience, don’t overwhelm them. #ContentMarketing #BusinessCommunication #AudienceEngagement #ContentStrategy

Effective business writing is essential for professional success. However, a one-size-fits-all approach doesn’t work when we're addressing different audiences. Tailoring our message and tone to suit peers, executives and boards will significantly enhance the impact of our communication. Writing for our peers - use inclusive language, eg we, us, our - include details - use an informal tone but remain clear and direct Writing for our execs - be concise. Get straight to the point - focus on outcomes, impact and results - use a professional and respectful tone Writing for the board - provide context so each member understands the issue fully - have a clear structure. That means an executive summary, background, main content and a conclusion - include data and analysis Need more writing tips? Subscribe to House Style https://lnkd.in/gh-z8WDr