Structure Your E-mail Messages for Maximum Impact

Today, Email is an essential part of doing business. People use it to communicate daily. Some organizations have policies in place that treat E-mail as a business asset, not a personal asset. Thus, from a legal perspective, E-mail is admissible in court. Therefore, it should be given the same attention as traditional forms of correspondence. Let’s face it, for many business people Email has replaced traditional correspondence.

As a writer, it’s important for you to treat all your outgoing messages as if you're writing professional correspondence. Everyone judges you on how you write to them. They expect you, as a professional writer, to uphold the standards of grammar and sentence structure, no matter what the subject of the message.

And when you’re writing to a client or editor, it’s even more important. In most cases, the only way editors get an impression of you is through your Email messages.

Previously, freelance writers sent queries and text by regular mail, then sat back and waited for a reply. Today, using Email, replies come a lot faster. And while an editor may take a few days to reply to a query, it beats waiting weeks or even months for it. However, there are a few editors out there that still cling to the old ways. One editor of an online magazine insisted writers still send quieries and manuscripts by regular mail.

Follow these tips to make your Email messages communicate clearly:

    1. Address one topic per E-mail message.
        Many people reply to E-mail as they read it, so it’s easier to respond if you discuss only one topic per message. If you introduce several topics, they may postpone responding until they can address all the topics covered.
   
    2. Write an informative subject line.
        Phrase the subject line so that it tells the reader what to do in addition to what the message is about. A subject line may read "Send a copy of your  latest issue." A precise subject line can prompt a reader to read your message before others.
   
    3. Avoid long messages.
        Organize your message so that the most important information fits on the first screen. Try to avoid having the receiver scroll to read the remainder of the message.

    4. Make it easy for your reader to respond.
        Word your message so that the reader can get back to you with a "yes/no" answer or a short response. Where possible, use questions instead of statements. Instead of saying, "Let me know your thoughts on my article," ask "Are you going to publish my article?"
   
    5. Include the context of a message in your reply.
        Even if you read a message and respond to it quickly, your colleague may not read your response immediately. The topic may no longer be fresh in his or her mind. The "reply" feature on most e-mail systems allows you to reply to a message and attach the original document. OR, if it’s a longer message, copy section at a time and include your answer directly below it.
   
    6. Change the subject line to reflect a new topic when sending a new message from an old one. 
        Your Email program will automatically include “RE:” in the subject line of your reply. Should you click on a person’s previous message to send a new message, be sure to change the subject line to reflect the new topic. There’s nothing worse than going round and round with multiple “RE:’s” from previous messages. Changing the subject line to reflect a new subject also will help you and your receiver to catalog your messages.

    7. Don’t forget to follow-up if you receive no reply.
        Sometimes E-mail does get lost or dumped into an anti-spam folder and deleted. Allow a reasonable time to pass–hours or days–then send a second message, including a copy of the first message (forward your first message and add a brief note before the message. This is particularly important with time-sensitive material.

Getting and Staying Motivated

There’s nothing harder for a writer than getting and staying motivated. In this high-tech, whirlwind world, it’s often hard to focus on the job at hand. If your cell phone isn’t buzzing to let you know someone desperately wants to speak with you, then it may be vibrating to let you know that you know that someone posted something on your Facebook Page. And then, of course, there’s your family, the stress at work, and who knows what else. What can you do to stay motivated when you’re bombarded with all this?

Well, take heart. There is a way.

There are probably lots of times when your head is just bursting with ideas. You can’t wait to get started—but you never do. If that’s the case, you have a problem with getting motivated. To sort things out, jot down as many of those ideas as you can. Look them over and pick three that stand out from all the rest.

Study those three and ask yourself why each is a good idea. Also ask how relevant each of them is. And finally ask how passionate you are about each one. One of them will stand out after asking these questions. That’s the one to start working on. At this point, forget about getting published and just get to work.

Get yourself excited about this new idea. Dive into researching it. The deeper you go in your research, the more fascinating the topic will become. You may even get so motivated that you ignore that blasted cell phone vibrating in your pocket!

But getting motivated and staying motivated are two different things. That initial surge of writing energy will only last so long, then what?

Visualize where you’d like to be with this project and your writing in general in say six months. Do you see your work being enjoyed by readers? That’s not the same as being published. While the two are intertwined, most writers don’t go beyond seeing themselves published. They forget about their readers. And the secret to success is that you just can’t do that. Your readers are the most important part of the process.

Imagine readers getting excited about what you’ve written. Imagine them laughing or crying. When a reader says they just couldn’t put a book down, that’s a testimony to good writing. Make that happen to your work.

To be sure you stay on track, set a writing time and place. Work writing into your schedule just like eating and exercising. Develop a writing routine (See “There’s Something to be Said for Routine While Working” from Feb. 17, 2014).

Ask yourself what would you like to accomplish with this piece of writing? Every piece of writing should afford you some sort of accomplishment. It may improve your writing skills. It may help you to advance your characterization skills. Or it may increase your knowledge substantially about a particular subject. No writing project is worthless. All contribute somehow to your writing ability and your outlook on life.

To stay motivated, set some goals for yourself. Look ahead. See the bigger picture. Set some long-range goals covering perhaps a year and some short-range goals covering a month or so (See “Setting Goals” from Jan. 4, 2013).

Take time out to read. Reading will stimulate your brain and give you even more ideas. Non-fiction is best. The fantasy of novels doesn’t always stimulate your brain enough because you get involved in the everyday lives of the characters in them. Everything is pretty much thought out for you. But with non-fiction, you’re often forced to think of other things related to what you’re reading.

Above all, decide why you want to write. What drives you? Why do you torture yourself with it? When you know the answers to those questions, you’ll be able to stay motivated, perhaps for a long, long time.




                                          
       

Developing a Voice of Authority

Why is some writing believable and other writing isn’t? What makes the reader believe in some pieces and know that the material is made up in others? The answer to both questions is voice of authority, that sense the reader gets when reading that the writer really knows what he or she is talking about.

Most writers don’t even think of this when writing. A voice of authority enables the writer to create a depth to a piece of writing in non-fiction and to characters in fiction. This comes from research. To write with depth takes lots of research. The more research you do, the better you’ll be able to draw your reader into your article or story.

The effect of a good voice of authority makes the writer seem like an expert in the subject. What captures readers is a sense that the voice of the writer has authority.

So how do you become an authority on a subject without years of study? There are several ways you can become an authority on the subject. Obviously, you can prove you’re an authority if you’ve already amassed this knowledge through earning an undergraduate or graduate degree, or if you’re a professional writing about a subject in your field. But you can also rely on experts through interviews and research. Lastly, your own personal experiences might give you all the authority you need about a particular subject. After all, the cardinal rule in writing is to write what you know.

But knowing your subject well isn’t the only secret. To truly draw your reader in, you need to write using active voice. That means you’ll have to forget what you learned in school because there you learned to write in the academic style where writers hide in the shadows and have to credit their sources.

Writing in the active voice is in-your-face writing. In it the subject of your sentences controls the action through active verbs that offer precise images to the reader. Combine that with knowledge and you’ve got a winner. Using adjectives that describe scenes and people precisely also helps to improve the authority of your voice. Authority not only involves what you know but your values and your vision. In some cases, this may involve your personal beliefs.

What person you choose to use to write your story also affects your voice of authority. If you write in the third person, the reader views it as a report on what’s happening. If you write in the second person, the reader becomes personally involved—like in this blog. And if you write in the first person, whether your story is true or not, the reader believes every word because it’s coming straight from the horse’s (your) mouth.

But even if you choose to write in the third person, you can still demonstrate your authority on the subject by the details you choose to include. Using lots of details make it seem to the reader that you really know your subject, even if it’s the one and only piece you’ve written on it.

In creating convincing fictional characters, many writers research the lives of real people to gain insight into how they think and communicate about their chosen lifestyle and locality. This isn’t any different than method film actors who take the time to follow along with a real person who’s in the same occupation and lives in the same region as the character they’ll be playing on the screen. That’s what makes their performance so believable. That’s what draws viewers into a film and makes them empathize with the character.

Narrative authority signifies believability. It’s a series of deliberate yet subtle cues that you’ll use to convince the reader that what he or she sees on the page amounts to a genuine human experience. In order for this to work, the reader must accept that the you, as the article writer or storyteller, are the best person to deliver the information. Ultimately, authority convinces readers to take a leap of faith. It instills trust and makes the reader believe that the illusion of the story in fiction is as real as anything else. In non-fiction, especially historical writing, it propels the reader back to another time and place.

However, you must not use tricks and gimmicks to work authority into your writing. You’ve got to be honest with your reader and show that you truly know your subject. That’s the only way it will work.

Spring Into Something Special

Spring is here once again—well, it is if you live in someplace warm. It’s a time for renewal and optimism, a time for looking beyond what you’ve accomplished into new waters. If you’ve been freelancing for a while and are just sort of floating along, perhaps it’s time to consider developing a specialty.

If you’re a good writer, you should be able to write about anything. Right? Not exactly. In the world of freelance writing, there are two groups, generalists and specialists. The former is a person who writes fairly well on just about any topic. These writers usually sell their work to local or regional publications. The latter is a person who writes knowledgeably and passionately about a particular subject.

The difference between these two types of writers is the difference between the words “subject” and “topic.” Understanding that difference can make a mediocre writer shine. A subject is a broad category, perhaps travel. A topic is a specific idea within the subject. You’d think that the two should be reversed for generalists and specialists. But they’re not.

As a generalist, you’ll write about a variety of topics, none of them in depth. Switching from one topic to a completely different one constantly uses a lot of energy and resources. You’ll have to do two or three times the research because you most likely won’t know anything about each topic. While some may be related, most won’t be.

But as a specialist, you’ll have studied a subject extensively. In short, you’ll become somewhat of an expert. So instead of writing about just one topic, you’ll write about many topics within the realm of that subject. Instead of writing about travel and switching from one country to another, you would write about just one country or group of countries, say Italy, in depth. But won’t that limit my markets, you ask? It might, but on the other hand, once editors get to know how much you know about a subject, they’ll seek you out.

So how do you go about developing a specialty. Learning about a particular subject can take years, but it’s possible to get a running start in about two years. That means you’ll still have to write generally while you’re learning.

The first step you want to take is to study the markets for your subject. If there has been a lot of writing done on it, then perhaps you should consider another subject altogether. However, if the topics you’re planning to write about are a bit overdone, you may want to consider others. If little has been written on the subject, say Norway, then perhaps the market isn’t big enough to specialize in that subject.

After you’ve researched the markets and decided whether to specialize in your subject, find one or two really good general books about the subject in which you plan to specialize. Read them not once but several times. Learn all about your subject.

Next, find articles on your subject and study them to see what other writers are doing on the same subject. Begin with your interests. If your specialty is Italy, what about that country interests you—history, food, culture, politics, etc.  Watch videos related to your subject.

Develop a network of resources. Search the Internet for Web sites and blogs specializing in your subject. Bookmark the sites and follow a few of the blogs. Subscribe to publications dealing with your subject, either in print or online.

Finally, and most importantly, begin to develop a network of contacts. You’ll need to know a variety of people who are knowledgeable about the topics you plan to write about.

After you’ve done all of the above, you’ll be ready to begin writing some short articles about your subject. Don’t make the mistake of diving in too deep and writing a definitive article about any topic within your subject area at first. At this point, you aren’t knowledgeable enough. Wait until you become an expert on the subject to do that.

Over the years, your knowledge about your subject will grow and so will your markets. Your articles will become more in-depth and insightful. Eventually, you may be doing half or more of your writing on that subject. And by that time, it may be a good idea to consider writing a book on it.

Develop Your Own Vision

“Develop your own vision, trust in it, and it will eventually reward you beyond your imagination.” Jeremy Horner

That quote is from a professional travel photographer. But it can also apply to you as a writer. Although with writing, depending on what type of writing you do, developing a vision all your own can be a challenge.

In the beginning, it’s hard to imagine where you want to go with your writing.  Perhaps you may get in a quandary over whether to write non-fiction or fiction. Most writers decide this early in their careers. It’s a natural passion that comes from deep inside you. Some writers start out writing non-fiction, for example—maybe working in the newsroom of their local paper—but soon tire of constantly having to dig up facts. For them, creating life on paper is more of a challenge.

It’s also possible that you may go in both directions. If you’re a good writer, you should be able to write just about anything, once you know the format of what you want to write. But in the beginning, it’s best to not to waffle back and forth. Pick one direction—fiction or non-fiction—and stick with it.

Beyond that general direction, developing a personal vision is tough. As it turns out, fiction writers have a better chance of doing that. Successful ones usually have a vision of what they want to produce and stick to that path.

But if you’re a non-fiction writer, your work is tied more to the style of each publication for which you’re writing. Each publication has its own reader demographics. To be a successful non-fiction writer, you have to target the readers of each publication, so your writing will constantly have to change to adapt to each group of readers.  While fiction writers also have to write for  their readers, they do so to a much broader group that’s enjoys reading a particular genre of writing—science fiction, mysteries, westerns, romance, etc.

Don’t confuse vision with style. Style is how you express yourself on a particular subject. It takes in not only vocabulary, but sentence structure, punctuation, and general form. As a writer, you will eventually develop your own style. It takes years of practice before that begins to appear. And besides practice, you’ll study other writers that you admire for technique.

Vision, on the other hand, is about how you want others to perceive you as a writer. It encompasses not only the type of writing you do, but how that writing affects your readers. For instance, let’s say you’re a natural teacher. Then your writing may seek to inform readers, in which case, you’ll probably become a successful non-fiction writer or journalist. But if you imagine that your writing will spark the imaginations of your readers, then fiction will probably be for you.

In the case of Jeremy Horner, the photographer quoted above who specializes in travel photography, vision is all about how he interprets the world he sees on his travels—it’s landscapes, its landmarks, its people. How you interpret the world through your writing is your vision. If you enjoy making the past come alive, then recreating history is your vision.

And just like style, vision takes a while to develop. It won’t come to you in an instant but will smolder in your work. But then the light bulb will flash on, and you’ll have an “ah ha” moment. That’s when you’ll begin to see how you want to make your mark on the writing world.

Getting the Flow of Ideas Started

Ideas are fleeting. If you don’t catch them in time, they’ll likely disappear. Your main source of material is your ideas, so as a writer you need to practice some idea-saving techniques. Granted, not all ideas are worth saving, but if you don’t do something when the idea enters your mind, you won’t know unless you save it.

Get your idea out of your mind and onto paper—any kind of paper. This might be a piece of scrap paper, a used envelope, or a page in an organized notebook. It really doesn’t matter, just as long as you write your ideas down. Above all, look for ideas that are ripe with meaning for your reader—not yourself.

The are two main methods for developing those bits of concentrated thought. The first is
brainstorming. This method uses word associations to develop lists of words that get more detailed as you go.

To begin, start with one word, preferably a noun. Under this word, list five to ten words that come to mind that are related to that word. Now take a word from that list and place it at the top of the page, then repeat the procedure from before. After completing the second list, repeat the whole process a third time so that you have three lists. Now look carefully at the original word and compare it to the last word in the third list. Notice how far removed or not it is from your original idea.

Brainstorming helps to empty your brain of related ideas. While you may not use any of the words you produce, some of them may spark new ideas of their own.

The second method for developing ideas on a subject is clustering. To begin, choose a word, again preferably a noun, and place it in a circle in the middle of a sheet of paper. Free associate branches of words fanning out from the center, each encircled and connected by a line to the original word. Some of the words you’ll come up with are details of words you have already, so place them in a circle connected by a line to the secondary word or subject that branches off from the original one. Let evocative words on the branches be nuclei for other branches.

Clustering enables you to develop groups of words on topics related to the main subject in the middle of the page. In this way, you’ll be able to focus your subject down to a narrower level.

And even though you generate lots of ideas, focusing them down so they’re manageable is important. To do so, you can start with the broader subject, then focus it down to a central idea which, in turn, can be focused even more to detailed questions that will help you decide exactly how you want to write about the subject. Remember, a subject is the broader term, a topic is what you write about.

For example, begin with the subject “holiday.” Under your Central Idea, list “Thanksgiving.” Finally, under Detailed Questions, try “ What are some Thanksgiving traditions?” Notice the difference between subjects and topics.

But to begin writing, you need to have more than a question. You need to have a Topic Statement, a simple statement about what your finished piece will be about and what it will try to accomplish on your given topic. Using a Topic Statement will help you achieve consistency in your writing.

You can take this focusing procedure one step further. While you’re at it, why not list as many detailed questions as you can think of concerning your Central Idea, in this case Thanksgiving. But what about a different Central Idea, say Christmas. Now you can do the same thing with a different holiday. And the list is endless.

Most writers have an idea and begin to write about it before developing it, not fully developing all its potential. You’ll soon discover it pays to do so. 

Looking Ahead

As another year passes into history, it’s time to reflect on your writing career. If you just started out in 2013, then you’ve got your whole career ahead of you. If you’ve been at this a while, then maybe it’s time to take stock of what you’ve accomplished and make some plans for the future.

Let’s say you’ve just begun to work as a freelance writer. Did you find it hard to place your work in the marketplace? Did the process seem frustrating? Do you think you’ve exhausted every avenue?

If you answered “yes” to the above questions, then you have most likely haven’t followed the path of least resistance. Most beginners start out by sending their work to top publications. That’s your first mistake. Remember, you’re a beginner. You haven’t been in the marketplace long enough to establish credentials. So maybe you ought to plan ahead for 2014 so that you can get at least one piece—and hopefully many more—published.

Here are a few tips to getting on track for 2014:

Write about what you know. The first mistake many beginning writers make is writing about subjects they know nothing about. Stick close to home. Write about subjects having to do with work or with a special interest of yours. Doing so will help build your confidence and give what’s called a “voice of authority” to your work. (More on voice of authority will appear in a later blog).

Keep your pieces relatively short. Another mistake beginners make is writing everything there is to know on a subject. It’s not really their fault, however, since the only type of writing they learned to do in school that had anything to do with research was term papers and reports.

Write to communicate. You’re not writing for a grade as you did in school. You’re writing to communicate information to a reader. Unlike your teachers, your readers want to learn about your subject and be somewhat entertained at the same time.

Start with small publications. Search for publications that work with beginning writers. The editors of top publications are too busy to fuss with the musings of beginners. They need writing that’s concise, accurate, and professional, leaving little for them to do but lay it out and print it.

Set some goals. Create some goals for yourself for the coming year and see to it that you achieve them. Check on them occasionally to make sure you’re on track. And if you get off track, get back on as soon as possible. Lots of things can knock you off your game—illness, even a cold, family emergencies, a death in the family, etc. Remind yourself to review your goals in six months to see if they’re still possible or if you have to adjust them to your present situation.

Good luck and make this blog part of your reading for the coming year.

Betting on a Hunch

What do horseracing and freelance writing have in common? Actually, quite a bit. Before someone places a bet on a horse, he or she has to study the racing sheet—the lineup for the race. Based on the knowledge they glean from constantly studying these sheets, they pick a horse that they hope will be a winner and place their bet. But sometimes they play a hunch.

Hunches, intuition, and instinct can play a major role in freelance writing. A writer bases all of them on prior knowledge and experience and draws conclusions from what has been learned in similar situations.

Before the days of the automobile, people lost in blizzards or too drunk to drive let go of the reins and counted on the instincts of the horse to get them home. They took a calculated risk, knowing from past experience that their horse would probably make it home. Developing your understanding of your instincts, hunches, and intuitions coming from your subconscious to a fine point so that you’re in a position to take the necessary calculated risks is something you’ll need to work on.

You’ll have to rely on them many times for guidance in the management of your career as well as the shaping of your imaginative work. The trick is to induce your subconscious to work smoothly with the rest of your mind.

Unfortunately, all three of these are notoriously hard to schedule exactly. In spite of your encouraging them, they often doze in some dark corner of your subconscious. Perhaps the best way of luring them out is to lay out a rational game plan. By having such a plan you can lure your hunches to help solve problems.

You could apply this principle to plotting a course for your work over the next year. If you sit down and examine what you did last year with an eye to deciding what you’d like to do this year, you’ll have something to guide you when the hunches start occurring. Besides listing the projects you can count on, add some others just in case those don’t work out. Most likely you’ll get hunches about market trends, but you may also get a hunch or two about that sort of pieces may best fit the adjusted scenario.

In all probability you won’t sell to exactly the markets you targeted. But from experience—instinct—you know which ones will most likely buy the type of writing you do. Plus, you already know the editors with whom you have a working relationship. You already know how much time different types of projects take to finish. All of this gives you an instinct to search out places where your work is more or less guaranteed to be sold. By planning ahead, you’ll be able to find the right ideas early enough to stay ahead of your competition.

Hunches, instinct, and intuition can also play a part in predicting when markets will go bad. Sometimes, the writing, as they say, is on the wall. Unfortunately, you probably have looked up from your computer long enough to see it. Has a publisher been repeatedly late with payments recently? Is an editor forgetting that he or she made an assignment? Have market trends in a particular subject area been showing that there’ less interest in that subject? And is the opposite also true? Has a particular subject gotten more press lately, making it more visible?

Betting on a hunch in any of those areas is a calculated risk but one that may yield great results.