Effective Writing

Bad technical writing. It screams at you from every proprietary page of a comprehensive, network-enabled, specialized technology and advanced application company’s website…

What?

Welcome to the land of techno-babble. Fraught with pitfalls, sinkholes and swamps, it is a land where heavy paragraphs drag you down; sentences trip you up; your eyes glaze over strange words; and service pages provide hazy “solutions.”

Sadly, many people get lost in this land and don’t know where to go or what to do. Give them what they really want and lead them out of confusion; tell them what you do in bold, powerful language that is simple and effective.

Above all else, good technical writing must be accessible. Visitors should leave your site as customers, with a clear understanding of what your product or service does and what it will do for them.

 

A growing phenomenon in the world of words is the use of the suffix -ize. Though it’s acceptable to summarize and harmonize in good taste, there’s rarely, if ever, a reason to utilize or prioritize. Don’t smack -ize onto a noun to create a verb. It sounds worse and a better word always exists.

The word utilize is especially annoying. Use works as well or better, and it doesn’t convey the same coldness and sterility that characterizes the term ‘utilize.’ The same goes for words like prioritize and finalize.

Using the -ize suffix to create a verb immediately separates the viewer from your language. No longer is it intriguing and interestiing, but dull and hollow.  There are some words like harmonize and summarize that can be used sparingly, but please, never, ever containerize!

 

Find Resources at websites like Project Gutenberg and Bartelby’s.com.

Public Domain webisites like Project Gutenberg and Bartleby.com are gold mines if you’re looking for free literature or verse, style and grammar guides, and more.  They provide a plethora of work pre-1920’s, and its all free for you to devour at your pleasure.

Project Gutenberg offers 18,000 books online. These include everything from books by Ovid and Dante to Jane Austen, Mark Twain, and numerous other authors. They are an excellent resource, and all the books can be downloaded as e-books.

Bartleby.com is an open resource, Public Domain site that offers numerous writing and grammar resources, including the American Heritage Dictionary, Strunk & White,  Bartlett’s Familiar Quotations, and even Gray’s Anatomy. Their searches are divided into reference, verse, fiction, and non-fiction.

If you’re linking a document, make sure you’re linking to an outside website. Internal links are fine to link directly to the subject as long as its semi-apparent that your site has to do with the link.

If your site has several themes, however, you may still want to put an identifying link in your text.

If you’re writing for the web, one of the key factors you need to be aware of is how accessible your text is to your user, otherwise known as “accessibility.” Writing should be as straightforward and intuitive as possible for your readers to ensure their continued presence on your website.

One of the worst things people do when linking to a topic is linking the descriptive words to a site without giving the actual html address. People like to know where they’re going, so do them a favor and tell them! 

Instead of: I like Johnny Depp.

Give: I like Johnny Depp (http://www.johnnydepp.com).

But if the url is useless, like http://www.geocities.com/marge/imagesjd2.html,  link the website to a descriptive title, such as:

I like Johnny Depp (Johnny Depp Fan Site on Geocities.com).

This may not seem like a huge difference, but it is. Your users waste time trying to guess where they’re going, so make it easy on them. For more informaiton on accessibility and writing for the web, check out Jakob Nielsen’s usability website.

Improve your writing and editing skills and help other people in the process: write for Wikipedia. Wikipedia is user edited, meaning anyone under the sun can edit or change an article. While this results in some vandalism, Wikipedia is by nature self-correcting. It is an excellent place for both experienced and aspiring writers all over the world to do some community service and hone their craft.

Free information is integral to our progress as people, but there’s no reason it has to be bad. If you’re there and see a mistake, simply edit it and move on. And though you’re encouraged to sign up, you can also submit anonymously http://www.wikipedia.com/

Do the world a favor and edit once in awhile. It doesn’t cost you anything but a small piece of time. And it could win you something-check out Wikinews’ writing contest at the Wiki News Site.

Only the grammophobes out there will actually care about this topic, but it is important to point out that many people evidently lack knowledge of this simple little rule: the period or comma always comes before the quotation mark.

In short: don’t write “something”. Write “something.”

While this sounds nitpicky, it shows a lack of proofreading, the ultimate sign of carelessness in a professional document.

Common mistakes like this imply several things:

a) the writer doesn’t know or can’t remember their grammar.
b) the writer forgot to proofread.
c) the writer doesn’t care.

Whether you’re a writer or not, it is your responsibility to your readers to present clean, error-free material. If you don’t proofread, that implies laziness. And while lazy writing is bad enough, not caring is worse. Now some might say “well, most people aren’t that observant, so it doesn’t matter anyways.” Perhaps. But not caring does suggest a lack of respect for your own work that isn’t lost on your readers. Never underestimate your reader or client. If they’re going to read or buy something from you, they want a product or service that inspires the most confidence.

After all, if you don’t care about your work, why should they?

How to use Copyscape and Google to track duplicate content

Following up on the last article, a great tool that that allows you to check if your content has been scraped off your site and used elsewhere is Copyscape.com.

You can also pick strings of words at random from several sections of your content and type them into Google (make sure you put them in quotes). This is another great way to track your material.

If your content has been taken and you’ve been penalized, or think you might be, write and ask the owners to remove the content. If they don’t, lodge a formal complaint with Google through the Digital Millennium Copyright Act. You can use it to threaten legal action and apply pressure to both the website owner and host to take the website down.

This also gives web hosts and Internet service providers a measure of protection from false copyright claims. As long as they outline certain notices and take-down procedures in their terms of service and implement them when there is a problem, they are covered in case they are unfairly accused of copyright infringement.

Originality is integral to good content creation. There are penalties for content that repeats other content, and numerous copyright laws. The easiest way to avoid this is ensure your content is original.

If you do use someone else’s work, even if you have their permission, you may still get penalized because of a duplicate content penalty. A duplicate content penalty is given to websites that Google thinks have copied original content from another source.

Unfortunately, duplicate content penalties don’t distinguish between the original content and the copied content, so be careful about letting other people use your content without changing it at least twenty percent. Google could give you the penalty even though you’re the original producer. This has to do with PageRank, and is too complicated to get into here.

Many believe that the search engines are changing this policy so that the original source is considered the site that published the content first, regardless of anything else. but until this becomes fact, don’t allow anybody to publish your content until after it has been available on your website for at least 2-3 weeks or until it has been spidered and indexed by the search engines.

There are many people who steal content and use it word for word; there’s not much you can do to avoid this, but you can track it with certain tools and take the proper action if you find someone is stealing your content. Also, put a copyright tagline at the bottom of anything you create; it can be an effective deterrent for prospective copyright violators.

A common disease that plagues most writing, “fluff” refers to using many words to say little or nothing at all. It is also referred to as “filler.”

Fluff is found in a lot of writing, and is especially rampant on the internet. Take a minute and read any random article, piece of copy, or content and you’ll probably notice that half the stuff you’re reading doesn’t actually say anything. Kind of like this post. Annoying, huh?

A three hundred word article packed with good information is better than a five hundred word article that pads the information, or lack thereof, in a bunch of useless rubbish. It is about quality over quantity.