Do your grammar, punctuation, and usage affect your credibility?

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Does the quality of your writing matter? It looks like it does. When I asked “Does a writer’s grammar, punctuation, or usage errors damage that writer’s credibility in your eyes?”, an amazing 100% of respondents said “yes” in response to the survey on my blog and in my newsletter.

Specifically, they gave the following answers to my multiple-choice question.

0%   No, I don’t notice errors
0%   No, I don’t care
26% Yes, but I forgive small mistakes, especially in social media posts
74% Yes, they damage the writer’s credibility

I imagine that my readers are more critical than the general population. Still, these numbers should make all of us, including me, pay closer attention to how we write.

Respondent comments on bad writing

As one respondent commented, “Having your reading disrupted by a misspelled word or badly written sentence is like having air suddenly let out of a balloon. It makes me question the writer as well as the content.” Another reader said, “it reflects poorly on the writer and shows lack of attention to detail.” On a similar note, one person wrote, “There’s always that nagging feeling: if they didn’t care enough to proofread this, where else are they cutting corners? I try to be charitable because I too make mistakes, but it really bugs me.”

In their comments, readers showed some tolerance for mistakes. Here’s one example, “To me, it shows the writer is not detailed enough to review their input before hitting “go” – drives me crazy. That being said, I hit the wrong key often when texting and sometimes miss it before sending, so I have a small tolerance for those sort of errors.”

Believe it or not, despite my weekly “Mistake Monday” feature on the Investment Writing Facebook page, I fall into the 26% of people who tolerate small mistakes, especially in social media.

The worst mistakes?

The second question in my survey asked, “What is the worst mistake that writers make? Why is this mistake bad?”

Popular answers included spelling mistakes, mistakenly using “it’s” as the possessive form of “it,” and failing to proofread.

Here are more answers to my question about the worst mistakes:

“It’s a toss-up between thinking they are texting and using texting acronyms and overloading their writing with technical jargon.”

“Writing with very little thought and planning… poor sequencing of ideas, incomplete sentences, stream of consciousness, no clear call to action. When that’s the output, why bother?”

“Since I read almost no fiction–in my job, I don’t have to because what I see and hear no writer could make up–I confine my comment to non-fiction. Embedding numbers inside paragraphs abuses most readers because it asks them to ‘see’ relationships between and among numbers that can be shown much more easily with charts and graphs.”

“Using too many words. I want to get the point, learn the lesson without reading useless words.”

Dave Spaulding on writing mistakes

I’m not the only person raising these questions in the world of investment management. You can read Dave Spaulding’s “Should GIPS verifiers correct grammar? Spelling?”

When Dave sees mistakes, he recommends changes. In his blog post, he says, “On occasion, I’ve discussed this with our clients, and in every case the client has been very clear that they welcome my comments. Most want their materials to be as correct in all respects as possible.” That’s good news.

 

March 13, 2017 update: The original version of this post linked to my original survey. I updated the post to focus on the survey results, which I’d published in my monthly e-newsletter (click to subscribe).

Break your writer’s block with Robert Benson and Eric Maisel

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What can you do when writer’s block paralyzes you?

Sitting down at your desk and going through the motions of writing is one place to start, according to Robert Benson in Dancing on the Head of a Pen: The Practice of a Writing Life.

Benson suggests that you establish a daily routine of turning on your computer and going back to the most recent stopping point in your work. Paraphrasing an NPR interview with Eric Maisel, he suggests, “If you are a writer, type in the last few bits you wrote.” You can find direct insights from Maisel on YouTube, as in “Understanding Goal-Oriented Creativity.”

I think the idea is to find an easy entry into writing. Once you start, you may build momentum. As Benson also says,

… something… magical may happen to writers if they go to their rooms and take up their tools each day.

Perhaps writing will capture them.

This reminds me of advice I read or heard long ago to stop your daily writing in the middle of a paragraph or thought. That way you’ll have an obvious path for resuming your writing.

What works for you?

What helps you lick writer’s block? For another take on this topic, see “Beating financial writer’s block with author Julia Cameron.”

 

Disclosure: If you click on the Amazon link in this post and then buy something, I will receive a small commission. I only link to books in which I find some value for my blog’s readers.

“Say one thing”: a great reminder for bloggers

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Online readers have even less patience than people reading on paper. This mean bloggers should embrace journalist Donald M. Murray’s advice to “say one thing.”

In Writing to Deadline: The Journalist at WorkWriting to Deadline by Donald Murray, Murray says:

The greatest problem in news writing is the story that lacks focus. The writer tries to say too many things of equal importance. An effective news story has one dominant meaning.

To avoid a lack of focus, Murray tries to identify “the one thing the story must say.”

How do you find that one thing? Murray sets his notes aside and thinks until the answer hits him. It could be something as simple as “more taxes.”

Sometimes Murray’s technique works for me. Other times, I take a more analytical approach. For complex stories, I find mind mapping, a technique I discuss extensively in Financial Blogging: How to Write Powerful Posts That Attract Clients, helpful.

Mind maps give me a bird’s eye view on patterns and themes that I can’t see when I’m too close to the data.

By the way, once you figure out your “one thing,” consider dropping it into your introduction. I wonder if this is what New York Times reporter Floyd Norris did when he opened a column with “Has Japan turned the economic corner?” You can read this sentence in context in his column, “Government stimulus lifts Japan.”

Disclosure: If you click on the Amazon link in this post and then buy something, I will receive a small commission. I only link to books in which I find some value for my blog’s readers.

Rome vs. today: My thoughts on readers’ access and attention

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Visiting Rome’s Colosseum made me think about how our ease of accessing reading materials makes us less patient when we read.

Back in the days of classical Rome, people had to work at reading. They didn’t have books lying around their homes — at least not according to the exhibit about libraries that I saw at the Colosseum. They had to go out to reach their reading material at a library or gymnasium. Then, they had to unroll and re-roll long papyrus scrolls written without any punctuation, capital letters, or even breaks between words, according to a Colosseum exhibit about ancient libraries (see “How the Ancients Read” photo).

How the Ancients Read

Click to read “How the Ancients Read” in a larger format.

 

 

 

 

 

 

 

 

Can you imagine reading this blog post under such conditions? I had a somewhat similar experience—in terms of the lack of punctuation at least—when I studied classical Japanese at Harvard way back when. It took a lot of effort to work my way through edicts of the Tokugawa shogunate.

I think that the difficulty of reading in the days of Rome or classical Japan might have spurred me to abandon books even faster than I do now. These days I drop novels that don’t grab me in the first 40 pages. I may not go beyond the first paragraph of a blog that fails to sparkle.Rome Colosseum library exhibit

However, on the other hand, I imagine the scarcity of reading materials in classical Rome would have lowered my standards for what was worth reading and how long I’d read it. When I was a girl, I read all of my brother’s Hardy Boys and many of his science fiction books. They weren’t my favorites, but I was a voracious reader who couldn’t get enough books from the library.

Things sure are different today. My favorite smartphone app is the Kindle app that lets me carry a book everywhere. While it’s great that reading is more accessible, I’m a little sad that this makes reading less of a privilege.

What does the difference between ancient Rome and today mean for you as a writer? It’s a reminder that you must work hard to keep your readers’ attention because it’s so easy for them to take advantage of other options.

Guest bloggers: 2014 in review

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Looking for marketing and writing tips from diverse experts? Check out the posts from my 2014 guest bloggers listed below!

Blog

Marketing

Social Media

Writing

Time to think as a writer’s technique

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Is taking time to mull over your topic one of the best things you can do to succeed as a writer?

The following quote from Rudolf Flesch’s chapter on “The Shape of Ideas” in The Art of Readable Writing set me to thinking:

Every professional writer knows that this period of just-sitting-and-thinking between legwork and outline is the most important part of the whole writing process.

I know that I write better when I let the ideas marinate in my head before I write. Distance from the content gives me perspective. As Flesch notes in a different chapter, “… the unconscious mind is so much better at combining ideas in a novel way. It puts together things that we would never put together in our ‘right mind.’” However, simply walking away from the material may not be enough. In “The Shape of Ideas,” Flesch suggests two ways to jumpstart your thinking.

1. Tell someone

Flesch suggests that you talk through your topic with a member of your target audience. Your goal should be to figure out one sentence or phrase that captures your main point. If you do this, “Everything else will arrange itself around this one sentence or phrase almost automatically,” says Flesch. In other words, the sentence becomes like a “elevator speech” for your writing.

I think talking things through with a member of your target audience is helpful because they add a perspective you lack. They’ll tell you what really interests them. They’ll also cue you into words or concepts that you need to explain better.

2. Write about a “typical person” or common theme

“Whenever you’re writing about a group or an organization, … focus on a typical member of the group. Start by describing him (or her) and go on from there,” suggests Flesch. You can use this technique to organize your thoughts. For example, you could write about a typical member of a 401(k) plan. Flesch warns that you should be careful to pick someone who’s truly typical, instead of a flashy outlier.

If you’re not writing about a group, look for some other common denominator, suggests Flesch. It could be an event that’s a turning point or some sort of theme

My take on finding the key idea

If you lack the time to mull over your topic—and if Flesch’s ideas don’t apply—what can you do?

My favorite approach is to draw a mind map of my ideas for the piece, whether it’s a blog post, white paper, or even a book chapter. Mind mapping is a visual, non-linear brainstorming technique that I discuss extensively in my book, Financial Blogging: How To Write Powerful Posts That Attract Clients and in posts on this blog, such as Photo + Mind Map = Blog Inspiration. I felt as if mind mapping saved my sanity when I wrote complex articles with a dozen or so sources for trade magazines. The birds-eye perspective offered by mind maps helped me find patterns in the apparent chaos of data.

If mind mapping doesn’t appeal to you, try freewriting, which I also discuss in Financial Blogging. Basically, you write for a limited period—perhaps 10 minutes—about whatever pops into your head on your topic. Then, you pause to analyze what you’ve written. This should help you to find themes.

What works for YOU?

Different techniques work for different people. If you’ve found a great technique that I haven’t mentioned here, please share it.

I like it when people share things with me. I discovered Flesch’s book because Doug Tengdin (@tengdin) told me about it. Thanks, Doug!

 

Disclosure: If you click on the Amazon link in this post and then buy something, I will receive a small commission. I only link to books in which I find some value for my blog’s readers.

Financial website writers, match headlines to content or lose readers

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Your web pages should deliver on the promise made by your headlines. That doesn’t happen in the economic commentary example shown below (with company name blacked out). 

Economic commentary example

Let’s look at what went wrong, so you can avoid these mistakes.

1. Most of the paragraph is unrelated to the headline

A Wall Street Journal report about bank surcharges has nothing to do with the headline topic of “Emerging Markets Continue Impressive Growth While Developed Markets Continue Recovery.” Emerging markets don’t enter the picture until the last two sentences of the paragraph.

2. Too-long paragraph lacks WIIFM and topic sentence

The paragraph is so long and dense that it’s likely to scare away all but the most motivated readers. Writing for the web demands that short chunks replace massive blocks of information. The content doesn’t explain its WIIFM—what’s in it for me. To catch busy readers’ attention, you need to make it clear why they’ll benefit from your content. For example, will you help them to understand why emerging markets’ growth will outpace that of developed markets, making them an important component of a diversified portfolio? The example in the image above fails the WIIFM test.

The paragraph also lacks a strong topic sentence that introduces its overall topic. To me, it reads as if a person saw an interesting article in The Wall Street Journal and spouted reactions off the top of his or her head, and then moved on to a Financial Times article and, finally, a thought about the emerging markets.

3. The graph isn’t supported by the text

The “World Economy — Gross Domestic Product (GDP)” graph in the web page’s image doesn’t relate to the accompanying text. A good writer would have related the headline and the graph in his or her text, instead of rambling about banking.

How to fix this page?

Fixing this page would require one of two approaches. First, throw out all of the text, except possibly a revised version of the last two sentences, and create new content focused on the growth of emerging vs. developed markets, as shown by the graph, other data in the clickable link, and other evidence.

The second approach would require throwing out the current headline and graph to focus on the implications of the Fed’s capital surcharge. The banking text would need a drastic rewrite to become more focused and less flabby.

Writing sensitively about tragedy in your investment commentary or blog

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Tragedy strikes more often than you’d like. It could be an event like the initial Malaysian Airlines plane disappearance, the Boston Marathon bombings, or something that happened in your community. Discussing tragedies can bring us closer together. It can make stale topics timely. However, it can also offend and disturb your readers, as discussed in “‘Epicurious’ Enrages Followers With Boston Bombings Tweets” on the Mashable blog or “This Guy’s Replies to 9/11 Brand Tweets Sum Up Everything That’s Wrong With 9/11 Brand Tweets.” You need to tread carefully. I have some thoughts about how to manage this challenge.

writing sensitively about tragedy infographic

1. Acknowledge the tragedy

Before you dive into the bottom-line implications of the events, acknowledge that it’s a tragedy that affects human lives. You might write something like “We are all hoping for a happy ending in the disturbing case of…” or “We are deeply distressed by the…”

2. Consider your context

Context matters. Let’s consider three scenarios for writing about airline stocks the day after the March 8 disappearance of Malaysian Airlines Flight 370.

Scenario one: Airlines analyst for a buy-side investment management firm

When you’re a securities analyst, writing about events that move stock prices is an essential part of your job. You can’t avoid it. Plus, if you’re a buy-side analyst, what you write will stay within your firm (unless you speak with the press). This gives you more freedom than writers who communicate with the general public. Your audience needs to know what effect an airlines disaster will have on the stocks you follow. In fact, it would be irresponsible to ignore the potential impact.

Still, you don’t want to be seen as gloating over an investment opportunity created by a tragedy. That’s ghoulish.

Scenario two: Wealth manager writing a client newsletter

When you write a newsletter for clients, you’ll have a feel for their sensibilities. Also, you’ll know what they expect from you—whether it’s coldly objective analysis or a warmly personal take on news that affects their finances.

If your clients value objectivity and data above all, I believe you can discuss the bottom-line implications of the tragedy after a quick acknowledgment of the sad event’s effect on people’s lives. Still, there may be more sensitive folks among your readers. Think about whether you need to discuss the tragedy now. If your newsletter discussion would be just as relevant later, then consider waiting.

Scenario three: Writer of a blog for general consumption

You’re at the greatest risk when you publish your thoughts in a medium that anyone can find online, such as a blog or op-ed piece. Tread carefully. Consider how you would feel if you or your family experienced the tragedy in question. Acknowledge that this is a serious event that hurts people. Be especially careful if you’re publishing where you’re likely to be read by people directly affected by the tragedy.

3. Consider the timing

Writing about a tragedy as it unfolds is different from writing about it six months or even one week later. Feelings are most raw in the early days. You must balance these emotions against the fact that whatever you write—especially if you’re an analyst covering securities that are directly affected by the tragedy—may be most valuable in those early days.

4. Get a second opinion

Not sure how your piece will be perceived? Ask someone you trust and respect for feedback. You’ll get the most helpful feedback from someone in your target audience, especially if they’re candid.

Depending on their audience, you may decide that an event is too painful for them to read about at this point.

YOUR opinion?

How would YOU like financial authors to deal with tragic events in their writing? I’m eager to hear your thoughts and insights.

(By the way, I’d like to thank the participant in my presentation to the Baltimore CFA Society who asked the question that sparked this blog post.)

 

Photo Credit: mharrsch via Compfight cc

Free help for wordy writers!

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Wordiness is a curse. Long-winded writing obscures your meaning and scares off readers. However, many writers don’t realize that their writing is dragging on and on.

A free online tool—the Hemingway App—can help you recognize when your sentences are too long. Hemingway highlights sentences that are too long. It also suggests some ways to improve your writing. You could identify long sentences using your word processing software, but Hemingway is easier to use.

I’ll walk you through how to use Hemingway.

Step 1. Drop your text into the middle of the Hemingway page

Entering your text into the Hemingway app is a little more complicated than I expected, but it’s worth the effort. First, click to select all of the colored text in the middle column that starts with “Hemingway App makes your writing bold and clear.” Then, hit “delete.” You’ll see a blank space in the middle of your screen.

Next, either type or copy-paste in the text that you’d like to analyze. As soon as you drop in your text, Hemingway will analyze it.

 

Step 2. Look at Hemingway’s grade level analysis

Look first at Hemingway’s overall rating of your text. The image below says the sample below is written at a grade 17 level. You may think, “Great! My clients are sophisticated, so aiming at a graduate-school level is fine.” Think again. Grade level measures how hard you’re making your reader work. Do you want your readers to struggle or to easily absorb your message?Hemingway Grade 17

Direct marketers aim for grade eight. On its home page, Hemingway shows grade seven as “good.” You might be able to hit that level in a personal finance blog post, but it’s too hard for more formal financial communications that discuss technical topics. I figure I’m doing a good job if my client materials hit grade level 10.

Your grade level gives you a “big picture” indication of how hard you should work to simplify your writing.

 

Step 3. Review Hemingway’s assessment of your sentence length

Hemingway will color code your text according to its wordiness, as you’ll see in the example below. Red means a sentence is “very hard to read” because of length, as in the first sentence in the image below. Yellow isn’t as bad, but it’s also too long, as you can see in the sample paragraph’s second and third sentences.

 

Hemingway analysis of ECB sample

 

 

 

 

 

 

 

Step 4. Start simplifying

Hemingway also uses highlighting to suggest some simple fixes by using fewer adverbs and simpler words or eliminating the passive voice.

Hemingway’s suggestions are just a starting point. Complex sentences require a re-thinking of the content. That’s what it took for me to go from the sample paragraph in Step 2 to my rewrite below:

Prices of riskier investments rose in response to recent proposals by German and French leaders, but we are skeptical that this will continue. Investors seem to believe that the proposals will strengthen the euro zone by capping bond yields. This would make euro-zone bonds more attractive to private investors. However, success would require the European Central Bank (ECB) to use strong language or to boost its daily purchases of the troubled countries’ debt by at least €5 billion. To convince distrustful investors will require strong action. That may be more than the ECB can achieve.

If you’d like to learn more about shortening and simplifying your complex sentences, check out my publications and my presentations for do-it-yourself tips. I also edit materials, typically for larger firms with bigger budgets.

Famous quotes make your commentary memorable

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It’s hard to make your investment commentary stand out. After all, everybody’s writing about the same facts. However, adept use of quotes can make your commentary memorable.

For example, here’s how The Wall Street Journal’s “Ahead of the Tape” column started with a quote from the Bible (Matthew 20:16) on June 30, 2014:

Similarities between Scripture and financial markets are rare, but one verse seems to be a recurring theme: “The first shall be last, and the last shall be first.”

The writer, Spencer Jakab, explained the quote’s application in his column’s second paragraph.

Pundits and investors alike have a tendency to extrapolate the recent past into future expectations. That often is a recipe for disappointment.

The rest of the column discussed examples of Jakab’s theme. For example, commodities, which disappointed in 2013, were rebounding at the time of his article. Readers may remember Jakab’s quote—and the related lesson—long after they’ve forgotten which asset classes lag or outperform.

The column concluded by circling back to the Bible, saying “to everything there is a season,” a reference to a famous passage from Ecclesiastes. Nice symmetry there!