How to give feedback to your ghostwriter

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Farming out writing to a ghostwriter can make the difference between ideas that remain stuck in your head and ideas that become persuasive prose.

This may involve some give-and-take between you and your ghostwriter. I have some suggestions to help.

1. Give feedback promptly

Ghostwriters can edit your drafts most effectively when your content is fresh in their minds. Take advantage of this by quickly commenting on drafts. Responding within one week is ideal. However, this may not be practical if you’re dealing with a very long document, vacation schedules, or other constraints. Work out a schedule with your ghostwriter.

2. Consolidate feedback in one document

So your ghostwriter can accurately absorb feedback from multiple sources on your end, combine all of that feedback in one document. That reduces the chance that your ghostwriter will overlook an important change while juggling multiple documents.

Combining feedback into one document also lets you see if people at your company disagree about any aspects of the document. That’s something you should sort out before responding to your ghostwriter.

3. Be specific

The more specific you make your feedback, the more likely your ghostwriter will meet your needs. For example, instead of writing that “We need more on topic X,” write “Please add the three main points from page 13 of our handbook,” list the main points you’d like the ghostwriter to add, or simply insert them yourself.

4. Use “Track Changes” and “comments”

Microsoft Word’s “Track Changes” and “Comments” features make it easy for your ghostwriter to see what you’ve changed and what you want them to change. This clarity helps them implement your wishes.

“Track Changes” also cues your ghostwriter that he or she should review new text for stylistic consistency and errors of grammar, punctuation, or usage. I often smooth out my clients’ additions.

 

Follow these tips and your ghostwriting revisions will go smoothly. I’ve tested and refined these tips through years of experience ghostwriting white papers and articles for leading investment and wealth management firms.

 

Image courtesy of Stuart Miles / FreeDigitalPhotos.net

 

Looks matter when you present numbers, says “Painting with Numbers” author

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Painting with Numbers by Randall BoltenNumbers are critical when financial professionals communicate with the clients and colleagues. However, poorly crafted communications with numbers can sabotage you. Randall Bolten’s Painting with Numbers: Presenting Financials and Other Numbers So People Will Understand You will improve your effectiveness.

I was particularly taken with Bolten’s chapter called “Looks Matter.”

As Bolten says, your use of white space, font styles, and other visual cues can make a big difference in readers’ understanding. These cues tell your readers “how they should group your information and what’s not important, and where you want them to focus first.”

Here are some chart and spreadsheet tips from Bolten’s “Looks Matter” chapter.

Tip 1: “Put the important numbers where they’re easy for the reader to find, which is usually around the edges.” Think about it. The eye will seek the “bottom line” when looking at financial statements.

Tip 2: Use white space to set off the main elements. This could mean setting off groups of rows, such as revenues or cost of sales. It might also mean breaking 12 months of data into clusters of three months.

Tip 3: Show time periods across the top of the report. This takes advantage of the English-speaking world’s habit of reading from left to right. Plus, the numbers in an income statement then fall into a mathematically logical order of revenues, expenses, and profits.

Tip 4: Use font and cell formatting choices wisely. This means highlighting the most important numbers using boldface, colored or italicized text, borders or cell shading. Don’t go overboard with special effects. As Bolten says, “Not only is an overdressed report hard to understand, but the impact of the visual effects that do have a valid purpose becomes diluted because the reader can’t tell which effects are meaningful and which aren’t.”

 Useful book for numbers people

I’m more of a word person than a numbers person. If I ever had to dig more deeply into spreadsheets, I’d study Bolten’s book closely for its tips on designing and using Microsoft Excel to create reader-friendly output. Bolten’s philosophy of “painting with numbers” lines up nicely with my approach to working with words.

Disclosures: I received a free copy of this book from the publisher. 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.

7 steps toward picking your self-published financial book’s formats and formatter

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book cover: Financial Blogging: How to Write Powerful Posts That Attract Clients

I learned some lessons as I struggled through getting my book formatted.

When you self publish your book, you get more control over the final product. The downside? You must sink time and money into the production process, starting with choosing your book’s formats and formatter. I learned firsthand about this when I published Financial Blogging: How to Write Powerful Posts That Attract Clients.

So many format choices

Do you want to publish electronically, produce a physical product, or do both?

Electronic formats include PDFs; formatting for the most popular e-readers, the Kindle and the Nook, and many other less widely used formats. As for physical producers, you can choose between paperback and hardcover as well as print-on-demand vs. printing and buying a batch of books before you sell them. The choices can feel overwhelming.

Step 1. Ask readers for their preferences

In the beginning, I thought I’d publish Financial Blogging as an e-book. After all, they’re the wave of the future. I figured I’m a dinosaur in my preference for printed books.

However, I dutifully surveyed my social media connections after a savvy friend suggested I ask whether people read “how to” books as e-books, PDFs, or printed books. I was surprised by the enthusiasm expressed for printed books.

Step 2. Consider your book’s demands

The nature of your book may influence its format. For example, an interactive book won’t work if it’s printed on paper.

In my case, my book included multi-page worksheets and special layouts that work best on 81/2” x 11″ paper. They wouldn’t display well on e-reader screens. This is what drove my decision to produce two versions of my book—PDF and print-on-demand paperback—formatted with 81/2” x 11″ pages.

Step 3. Decide on DIY vs. outsourcing

It’s possible to do it yourself, especially if you’re creating a text-only mini e-book PDF. My annual Investment Writing Top Tips compilation in PDF format is a DIY job, except for the professionally designed cover.

E-books are more complicated. I had my virtual assistant convert Investment Writing Top Tips 2012 to the Kindle and Nook formats following the instructions the the string of blog posts by Guido Henkel that starts with “Take pride in your ebook formatting.” It took her roughly 9.5 hours to complete.

You can also try automated formatting, following the instructions on Kindle Direct Publishing or Nook Press for the Nook. However, you may run into format glitches. Plus, the quality of your layout in the e-book will be limited to the quality of the layout and coding in your original.

I’m not an expert on the DIY approach, so please do research before you pursue this approach.

If you’re a busy financial professional, you should outsource. Fighting with formatting wastes your valuable time.

Step 4. Ask for recommendations

I’m a big believer in the power of recommendations. However, I suggest that you get specific in your recommendation request. Tell your colleagues the formats you’re targeting and whether your book involves any challenges, such as the inclusion of images or other complex formatting.

Step 5. Investigate pricing and turnaround times

Pricing varies greatly for formatting your book. The ultimate price will depend on factors including:

  • Your page count
  • Special formatting requirements
  • The need to convert from one format to another—for example, my designer prefers to format for print publication before he converts to an e-book format
  • How many edits or other changes you make after you submit your manuscript for formatting
  • Timing—if you have a rush job, your designer may charge a premium price
  • Your book cover requirements—prices vary greatly depending on your source of cover images
  • Nature of services included—the designer I initially hired included consulting on book page size, pricing, and other marketing services in her flat price, but most designers don’t offer such services or charge a la carte.

You may find it hard to compare designers’ price estimates for your book. In my experience, few designers quote flat fees that include everything you want. Instead, they may say $x per page and $y per hour for services such as inserting images or designing graphics.

In “The Real Costs of Self-Publishing a Book,” Miral Sattar says you can pay $150-$3,500 for cover design and from $0-$2,500+ for print and e-book formatting.

By the way, if you pick a book formatter who won’t design your book’s cover, you can pick up tips from “Your Book Cover is Like a Highway Billboard” by Scott Lorenz.

Step 6. Ask for references and samples

If I had been more diligent about Step 6, perhaps I could have avoided my book designer fiasco in which my designer quit partway through the design process because she wasn’t up to formatting mind maps and sidebars.

You should look at samples of work your designer has done in your genre and with formatting challenges such as photos and graphs. Do you like how they look? Also, ask for references so you can learn about the designer’s responsiveness and other characteristics.

However, even good references are no guarantee. After all, nobody gives out names of people who disliked his or her work. In my case, my initial mistake stemmed from relying on the assessment of a consultant who’d had great experiences with the designer who let me down.

What’s the worst that can happen?

I had a book fiasco. My book designer quit without warning, making it impossible for me to launch my book at my May 2013 flurry of speaking engagements. That was a big disappointment.

However, with the help of my book consultant, I hired Jerry Dorris of AuthorSupport.com to design my book’s cover and interior. He did an amazing job. His design is far superior to that of my original designer. My book came out three months later than planned, but it wasn’t the end of the world.

Step 7. Take the big leap

Once you complete Steps 1 to 6, it’s time to hire your designer and move closer to sharing your book with the world. But you have more work to do.

In a future post, I’ll write about managing the book design process.

 

If you’d like to see the book design I ended up with, check out Financial Blogging: How to Write Powerful Posts That Attract Clients. You can peek inside the book on Amazon to see the great work Jerry did on the interior design.

 

Guest bloggers: 2013 in review

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I’m thankful for the knowledgeable and talented professionals who have contributed guest posts to my blog this year.

Here’s a list of guest posts, with links to the bloggers’ websites and Twitter accounts.

Blogging

Communication

Marketing

Writing

 

I also hosted some wonderful guest bloggers last year. See “Guest bloggers: 2012 in review.”

Hyphens matter

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Hyphen, shmyphen, who cares whether you use hyphens? A Facebook ad drives home the lesson that hyphens’ role as connectors is important.

“Imagine life pain free,” said the ad. This hyphenless sentence could be interpreted as “Imagine getting ‘life pain’ at no cost.” No, thanks, I’ll pass on that offer.

The advertiser should have written, “Imagine life pain-free.” This makes it clear that “pain” relates to “free,” not life. It’s important to use hyphens if their absence changes your meaning or makes it unclear. This is true even though compound modifiers usually aren’t hyphenated when they follow a noun.

In the financial world, the following phrases typically use hyphens:

  • closed-end fund
  • risk-adjusted returns
  • sub-advised funds
  • target-date funds
  • time-weighted rate of return
  • year-to-date period

For more on hyphens, check out these resources:

 

How to handle “the Fed” in your writing

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“The Fed” often pops up in market and economic commentary. This made me wonder about the best way to introduce the term as a nickname for the Federal Reserve.

From “Federal Reserve” to “Fed”

Here’s the Associated Press Stylebook‘s take on the Federal Reserve, with thanks to Deb Mackey for providing it in a LinkedIn discussion:

The central bank of the United States. It comprises the Federal Open Market Committee, which sets interest rates; the Federal Reserve Board, the regulatory body made up of Fed governors in Washington; and the Federal Reserve System, which includes the Fed in Washington and 12 regional Fed banks. Use Federal Reserve on first reference, the Fed on second reference.

Note that the Stylebook uses “Federal Reserve,” not “Federal Reserve Board” or “U.S. Federal Reserve” on the first reference.

How about the FOMC?

If you’re writing market commentary, you’re probably discussing the Federal Open Market Committee (FOMC), rather than the overall Federal Reserve, as writer David Lufkin noted in a LinkedIn discussion. After all, it’s the FOMC that sets monetary policy. The FOMC’s role raises two questions for me:

  1. When do you refer to the “Federal Open Market Committee” instead of the “Federal Reserve”?
  2. How do you abbreviate and introduce the abbreviation for the “Federal Open Market Committee”?

I give my take on the answers below.

FOMC vs. the Fed

Should your commentary specify that you’re discussing the Federal Open Market Committee?

It should if you’re discussing different parts of the Federal Reserve. Then, you need to distinguish between the FOMC, the Federal Reserve Board, the Federal Reserve System, and the 12 regional banks.

If you’re only discussing monetary policy, then sophisticated investors will know you’re talking about the FOMC. Less sophisticated investors probably don’t understand the distinction between the Federal Reserve and the FOMC. Also, they probably don’t care.

Look at how newspapers deal with this issue. They often stick to discussing “Federal Reserve policy.” If they get more specific, they refer to the “Fed’s policymaking committee,” rather than the FOMC. This is similar to what I discussed in “Quantitative easing for regular folks: 3 lessons from The New York Times.”

In my opinion, you don’t need to specify FOMC—at least, not in most situations.

Introducing FOMC as an abbreviation

If you discuss the Federal Open Market Committee repeatedly, you’re probably abbreviating it as FOMC after the first reference. You have two options for how to introduce the abbreviation:

  1. Use “Federal Open Market Committee” the first time you refer to the Fed’s policymaking committee and “FOMC” for the second and subsequent references.
  2. Write “Federal Open Market Committee (FOMC)” the first time, and then switch to FOMC.

For common abbreviations, the first approach seems to prevail. I think going direct to FOMC works best when you’re writing for readers who immediately recognize the term FOMC.

I prefer the second approach when writing for an audience that’s less familiar with the FOMC. I agree with Bryan Garner, who says in Garner’s Modern American Usage:

…the best practice is to give the reader some warning of an uncommon acronym by spelling out the words and enclosing the acronym in parentheses when the term is first used…. On the other hand, well-known acronyms don’t need this kind of special treatment—there’s no need to announce a Parent-Teacher Association (PTA) meeting.

Go easy on abbreviations

I rarely see “FOMC” in newspapers that refer to the Federal Market Open Market Committee. Perhaps that’s because they’ve taken to heart the idea that too many abbreviations make articles hard to read.

Garner says, “One of the most irritating types of pedantry in modern writing is the overuse of abbreviations, especially abbreviated names.” He also says, “Abbreviations are often conveniences for writers but inconveniences for readers. Whenever that is so, abbreviations should vanish.”

 

2017 note: I’m working on a post about whether to refer to the Fed as “it” or “they.” Stay tuned for the results!

If your investment or market commentary could benefit from professional editing or writing, let me know. I can edit what your investment professionals write to make it reader-friendly. If your professionals are too busy to write, I can interview them to capture their insights. I also understand attribution analysis, so I can write portfolio performance commentary based on your data.

For more insights into effective investment commentary, read my article, “Ideal quarterly investment letters: Meaningful, specific, and short.”

 

“Cut off its head!”—An editing tip

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When editing your first draft, consider cutting off its head, in the sense suggested by Kenneth Atchity in A Writer’s Time: A Guide to the Creative Process, from Vision through Revision. Here’s what Atchity says:

When you clean a fish, the first thing that goes is the head. Generally manuscripts should receive the same treatment.

Atchity is suggesting that you throw out the beginning of your manuscript. Why? Because writers are often just “warming up” when they start writing. This may take the form of “overly long introductions that give the reader no credit for being able to figure out perspective or content,” says Atchity.

In financial services documents, I see introductions that go on and on about theories or processes without telling readers why they should care about the topic.

If you have a white paper or other document that doesn’t flow well, ask if you should cut off its head.

Winston Churchill’s lesson for speakers and writers

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Winston Churchill was an outstanding speaker. Here’s what he said about his preparation.

If you want me to speak for two minutes, it will take me three weeks of preparation, it will take me a week to prepare. If you want me to speak for an hour, I am ready now.

—Winston Churchill

The bottom line? To speak concisely requires more preparation than rambling. The same is true for writing that packs a punch in a small space.

I’d like to acknowledge Terri Sjodin’s Small Message, Big Impact: The Elevator Speech Effect for drawing this quote to my attention.

Image courtesy of the British Government / Wikimedia Commons

6 lessons from my book writing experience

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Thinking about writing a book?

Before you start, please consider six lessons from my writing experience with Financial Blogging: How to Write Powerful Posts That Attract Clients. They’ll make your writing process flow more smoothly. If you enjoy this post, I’ll follow up with posts about my book’s production and marketing.

1. Decide on traditional vs. self-publishing

Your decision about whether to seek a traditional publisher or to self-publish will affect your writing process. Historically, the traditional route requires writing a proposal, finding an agent, and then seeking a publisher. To attract an agent and publisher requires having a “platform”—a readymade audience of people who’ll buy your books—in addition to expertise and a strong proposal. The platform is important because today’s publishers don’t do much to market books they don’t see as blockbusters.

I toyed with the idea of going the agent-publisher route, even though I had a strong hunch that I’d self-publish because of my book’s niche. I liked the idea that someone else would manage the production process. Plus, it would be cool to say “I have an agent.” I signed up to meet with three agents at the April 2011 member-only pitch sessions at the annual conference of the American Society of Journalists and Authors.

Surprisingly, the agent whom I met—only one of the three meetings panned out—asked me to send him my proposal and sample chapter. I floated up to Cloud Nine. By the way, here’s a link to my 2011 one-pager.

Unfortunately, my proposal and sample chapter didn’t get results from the agent. He responded once via email, but then ignored my email and telephone follow-ups. I wish he could have said, “Sorry, your book isn’t right for me.”

Anyway, the reason I stress the traditional vs. self-publishing decision is its impact on your writing process. If you go the traditional route, you should wait to write your entire book until after you snare an agent—and probably after the two of you land your publisher. For advice on pursuing an agent and publisher, here are some sources:

If you’re self-publishing, you can start writing whenever you feel ready.

2. Test your concept

If you’d like people to buy your book instead of simply accepting it as a free giveaway, you should test your target market’s interest in your book idea.

If you write a heavily trafficked blog that’s narrowly focused on your book topic, that’s a good indicator of interest. You can also look at your blog’s statistics or run a poll on your blog (or in your e-newsletter) to refine the focus of your book.

Presentations and classes are another great way to test your book idea. My book actually grew out of a class that I taught. I figured that since advisors were willing to pay a three-figure fee to take a class with me, there’d probably be interest in a book, too.

3. Develop a plan

My plan was to take my class notes and write them up, paced by the need to provide drafts on the schedule of my creative writing group. To write your book as quickly as possible, you’ll benefit from starting with a

  • Outline or other structure for your book
  • Schedule for hitting milestones in your book creation process

Having a plan for your content before you write will allow you to write more efficiently and identify the focus of each chapter in advance. This will prevent the painful task of rearranging it later.

If you don’t have an outline, consider mind mapping your book’s structure. That’s how I figured out the structure of my blogging class, which became the foundation of my book.

Creating a schedule or some form of accountability will help discipline you to work on your book. You, like me, may find it hard to squeeze your book into your daily routine. A target of one chapter per X number of weeks may help.

4. Get support

Get whatever support you need to make your book project easier.

The Nobscot Niblets, the creative writing group that I participated in, was invaluable. At our twice-a-month meetings, they gave me deadlines, critiques, and encouragement. Without them, I would never have started my book. Nor would I have finished it as soon as I did.

You may be able to find a local writing group through MeetUp.com. That’s how the Niblets started, though I was brought in by a friend.

If groups aren’t for you, a writing coach or accountability buddy may help. I’ve discussed the buddy approach in “How a blogging buddy can help your investment or financial planning blog.”

5. Test your material

It’s hard for you to experience your book through your readers’ eyes, so ask others to read your book to give you feedback. This could mean reading individual chapters along the way and then reading the complete manuscript.

The Nobscot Niblets did both kinds of reading for me. They convinced me that I needed to add some topics, such as compliance, that I wasn’t eager to cover. Their reading of the complete manuscript prompted some changes in my chapter order, in addition to numerous tweaks.

I also enlisted a writing instructor and several members of my target audience to read my book. Their reading from different perspectives tested the effectiveness of my book.

6. Manage your images

Images, tables, and other graphic elements may make your message easier to understand, but they’re also a big pain when you format your book.

To minimize the pain, follow these rules:

  1. Only include graphic elements that contribute significantly to your readers’ understanding. I cut quite a few screenshots from my book during its production phase.
  2. Snap any photos at a high resolution. Unfortunately, I had no idea when I took the two photos in my book that I’d need them for the book. They look okay, but not great.
  3. Limit your use of computer screenshots because their resolution typically isn’t very good. Substitute typed text for screenshots when possible. Screenshots can work, but they may not look as crisp as the rest of your book.
  4. Keep your graphic elements small in terms of height and width if possible, assuming that you’re planning to make your book available in an electronic format. A table that looks great printed on 8 ½” x 11” piece of paper won’t display well on a tiny screen.
  5. Limit special formatting. In my book, the two-column formatted text that needed to line up was a royal pain during book production.

These are my best tips to help you complete a draft of your book.

Interested in learning my tips for turning your manuscript into a published work? Let me know.

 

How can you share a personal story, yet still draw in readers?

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I’m a big fan of showing personality in your blog posts. Sharing your stories helps you do that. But if you start off with “I,” you risk seeming self-absorbed.

I like how a Vanguard blog post tackled this challenge. It opened with “Do you remember when you first encountered the World Wide Web?” That’s a question that just about any adult can relate to. It took me back to memories of a clunky DOS PC. I imagine that even young adults today have a relevant memory, although that will be less true of kids raised with smartphones and iPads.

Only after raising that question did the author, Andy Clarke, dive into his own Internet story from 1993.

Clarke demonstrated how relating your topic to the reader’s experience can help you to draw in readers while showing personality. Of course, there are other ways to show personality without alienating your readers. I discussed some of them in “How to add personality and warmth to your financial writing–Part one” and “Part two.” Please chime in if you have ideas you’d like to add to the discussion.

 

 

Note: This post was updated in June 2019 to remove the link to Clarke’s “The adoption of a great idea,” which is no longer available online.