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

"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

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

Stuck with what to write for today? Use these 7 writing frameworks to kickstart your content—and attract your first lead. 1. PAS P- Problem --> Identify the pain points A - Agitate -->Make it even more painful S - Solution --> Introduce your product or service as a solution 2. STAR S - Situation --> Describe the pain points T - Task --> Explain what they need to solve A - Action --> Describe the action they should do ( get your product or service) R - Result --> Paint a picture of positive outcomes they will get by taking action 3. FAB F - Feature --> List the features of your product or service A - Advantage --> How is it going to be an advantage for them B - Benefits --> How is this going to make their life better 4. 4Ps P- Promise --> Make a bold promise of what your product or service can do P - Proof --> Show social proof or testimonials of your promise P - Push --> Add urgency to make them take action immediately P - Proposal --> Present them how they can take the next step 5. 6 Point Success Story Who --> Introduce your main character ( your customer What --> Describe the challenges they faced Why --> Explain why they need a solution immediately How --> Detail how your product or service provided the solution. When --> Describe the immediate benefits after using your solution Where --> Paint a picture of where they are now ( successful and satisfied) 6. AIDA A - Attention --> grab your reader's attention I - Interest --> Highlight the benefits of using the product or service D - Desire --> Elaborate the benefits and how it solves a problem A - Action --> Call them to take action immediately 7. BAB B - Before --> Describe your reader's current situation or problem A - After --> Paint a picture of how their life will be after using the product or service B - Bridge --> Explain how the product or service can transform their current situation ---- Thank you for reading If you find this useful follow me for more ---> Angel Joy Caerlang P.S. Which one are you going to try first?

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

In a managed service, one or more writers are managed by their own team lead to deliver your documentation requirements. In this scenario, you are essentially paying for a specific product to be delivered within a given timeframe; for example, a set of standardised SOPs. You can impart your vision for the documentation project and direct its overall progress and timelines, but leave the day-to-day management, communication, information gathering, writing, editing, and quality control to the external writing team. If you have well-defined documentation requirements, with a clear scope and timeframe, this option will fit your needs. If you can confidently answer many of the questions below, you’re in a good position to get started with a managed service solution. ✔ What are the project goals? ✔ Have the project roles been identified and defined? Who are the stakeholders? ✔ Is a subject matter expert (SME) available to consult with the writing team and answer their questions? ✔ Who is responsible for gathering source materials, for example, will the SME produce raw material/content? ✔ What is the timeline? ✔ Is there an adequate budget for the project? ✔ Who is the target audience? What is their level of knowledge and what are their information needs? ✔ What content management system and authoring tools will be used? What output formats are required? ✔ What channels of communication will be used? Will there be language barriers or different time zones to consider? ✔ Is there a template and is it necessary to have one? ✔ Is there a style guide? Does one need to be created? ✔ What are the graphic requirements? Ready to get started with your documentation transformation? https://lnkd.in/gd7bR2Dh #TechnicalWriting #elearning #ContentStrategist #UXWriter #ContentSolutions #Learning #DigitalAdoption #Enablement #Content #Training #elearningsolutions #changemanagement

As a content team of 2, we need a lot of input...but can't manage 12+ reviews.  Clarifying what's needed in each review has helped a TON. This is how we divide it up 👇 (Our lovely partners at Right On inspired us to try this, btw) Round 1: Direction feedback (usually, for us, round 1 is a brief or outline) - Is this the right story for our brand and sales goals? - Are we hitting ideal keywords? - Can you envision using this content on your channel? - Is the angle compelling enough for this audience? Round 1 is NOT for editing: ❌ word choice and phrasing ❌ punctuation ❌ grammar Round 2: Deep review - Does the copy tell the agreed-upon story? - Does any phrasing sound awkward or murky? - Are there any unintentional technical inaccuracies? - Are we aligned on the CTA? Round 2 is NOT for: ❌ revising the baseline narrative ❌ switching the target audience ❌ trying a new angle Round 3: Last looks + approval - Is the product messaging up to date? - Are there any potential sensitivities we smooth out? - Given the topic, should we include any trigger warnings or helplines? Round 3 is NOT for: ❌ proofreading (b/c our amazing copyeditor takes care of this) ❌ making extra line edits (that was phase 2!) Of course it’s always possible that edits come from on high that can’t be ignored. And, I definitely have room to grow in communicating all this consistently. But in general, bringing more clarity to our review process has helped us SO much. Haven’t seen a _v12 since!

We proofread or edit your business, technical and literary documents, and any kind of content to ensure that they communicate clearly and with impact to your target audience. Proofreading as such can be relatively linear but also includes more creative functions, providing feedback and testing processes to ensure that the content converts towards predefined objectives. Our blog Importance of good proofreading’ will help you decide why you should get our professional proofreading services. Read more ➡ https://lnkd.in/gSS75RDj For more info➡ https://lnkd.in/gnxPsAax #proofreading #languageservice #globibo #languagelearning #copywriting