Happy New Year!

Welcome to 2006 and I wish you all success and happiness. Welcome also to a new year of writing and business tips and ideas from me.

This is the time of year everyone is making resolutions and settings goals for the year ahead. The goals most likely to be met are those that are planned out, with simple steps and a way of measuring progress. Any major writing task can be treated the same way - it needs to have an end purpose (goal) and steps such as research, outlining, drafting and editing are necessary. Measurement is easy - you can see the number of words increasing as the project progresses.

If you are facing any major writing tasks, such as a procedure manual, style guide, assignment, report or major submissions, don't forget to allow time for all of those steps. And if you are working with others on the project, allow extra time for each person to read and comment on the document in the editing stages.

In the same way that having a mentor or supportive friend can help you achieve your goals, having someone check your document is important, too. Give the final version of your work to someone else to read it.

I recently read a letter that had been written by a PR company and amended by a CEO and Chairman before the General Manager asked me to check it. Apart from lacking in finesse, it included sentences such as "X has your clients. It won't affect you or business as usual." Everyone else was so busy checking the facts they didn't check the writing made sense! Can you imagine the impact on the business' reputation had that letter been sent without any editing?

Tash

PS Word Constructions will be closed for a week in the middle of January, for the first time in 3 years! I am getting married and heading away for a few days afterwards so won't be available to answer emails or take on new projects. Please let me know ASAP if you need help with your writing projects so I can fit them in :)


Tash Hughes
0428 376 110
fax 03 9445 9154
www.wordconstructions.com
For all your business writing needs

Proof reading tips 
By Tash Hughes of Word Constructions

Oh, shoot! I don't think I ever told you that whilst in the pursuit of a grand and wonderful dream, should you all of a sudden round a bend and see before you an enormous uncharted mountain with towering cliffs, jagged rocks, and seemingly impenetrable walls, just consider it a sign that your dream is considerably more worthwhile than you had previously imagined, and that you are exactly where you're supposed to be.

- The Universe

from www.tut.com.au

Organise your desk in 8 steps
By Barbara Myers of I need more time

1.  Remove everything from your desk.  Place your phone on your left if you're right handed and on the right if you're left handed.  Display personal items elsewhere.

2.  Keep a spiral notebook by the phone for messages and phone notes.  Write your voice mail messages in it and delete them from the system.  Jot down reference notes before you make a call to reduce phone time.

3.  Open your planner or turn on your PDA and place it on your desk.  Use it to keep track of to-dos, follow-ups and ideas.

4.  Keep office supplies in one drawer only.  Buy a dozen of your favourite, inexpensive pens and keep them in a cutlery tray in the drawer.  Keep back-up supplies in a plastic storage container with drawers.

5.  Sort through your desk files.  Keep in your desk drawers only files you use weekly or those that are personal or confidential.

6.  Place your computer at a 90 degree angle to your desk.  Keep your desk work surface clear of everything except essentials and your current project.

7.  Set up a system for active files either in a step file sorter on your desk or in your file drawer.  Sort your paperwork into it:  Do, Consider, Awaiting Answer, File, Hold, Read and Refer.

8.  Take ten minutes at the end of each day to keep your desk organized.  Place tomorrow's top priority project in the centre of your desk.  You're ready for anything!

Free "50 Ways to Manage Your Time" tips booklet.   Visit http://www.ineedmoretime.com  (c) 2002-03

Keep it simple
By Tash Hughes of Word Constructions

Every business document you write must appeal to the particular audience. With the exception of individual letters or emails, you often don't know a lot about the audience you are writing to. It is never a good idea to assume their knowledge matches yours.

It is essential that your audience understands what you have written and what you intended. The best way to get this understanding it is to keep it simple.

Regardless of how big your vocabulary is, using large words rarely impresses people and is likely to confuse them. Busy people don't want to use a dictionary to understand your words.

If you can use one or two words to make your point, don't use five or six (or more) words. Clear writing is much easier to read and remember. Compare "because" with "due to", "now" with "at this moment in time" and "if' with "in the instance that".

Simple words and phrases will let your clients know what you mean quickly and effortlessly. It should also be easier to write!

Which of the following notes would you prefer to receive?

"Due to the interference and distraction of junior residents of this domicile, we were unavoidably delayed in processing your recent request and apologise profusely."

"As my children were here, I am late sending out your product. Sorry for the delay."

"Sorry we are late sending out your order."

Keep that in mind next time you write a business letter.