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Enforcing Intellectual Property Rights

July 2, 2009 by Roy Johnson

guide for businesses, innovative and creative individuals

Anybody involved in a creative project – particularly where a number of people are involved – knows that an early question will always be raised: “Who owns the intellectual property rights?” Or you could be selling widgets, only to find that another company has started doing the same thing. Can you sue them – or are they more likely to sue you? The product can be a manufactured object, it could be a service, or an ‘intellectual asset’. It could be designing a company web site, running a training course, writing a product guidance manual, devising a manufacturing process, or putting on a television programme.

Enforcing Intellectual Property RightsHistory is littered with cases of people who assumed that they had the rights to something they had written or produced – only to find the profits from their labours taken by somebody else. This book is a straightforward guide to all the information and legal advice you will need to guard your rights to intellectual property. It’s written by a practising barrister who specialises in giving advice to individuals and small businesses. Jane Lambert is obviously committed to helping people in the creative industries, and this is even reflected in the fact that she takes the trouble to write a book on legal matters in a style which is readily understandable – and quite entertaining.

She starts with two useful glossaries of intellectual property terms – moral rights, passing off, intellectual assets, and the differences between copyright and patent. These are followed by quite an engaging scenario in which someone seeks legal advice on the copyright to household decorations which are being made in China and imported.

The explanations being given illustrate how an apparently simple case is fraught with all sorts of legal complexities. It’s amazing to learn how different laws and conventions apply to different types of product. Copyright for imaginative fiction is seventy years after the author’s death for instance, whereas for industrial design it’s twenty-five years, and a patent only lasts for twenty.

Jane Lambert is a big fan of the Internet, and full web addresses are given for all her sources of information. She explains the common cases of protecting brands and domain names, as well as trademark infringement – against which the UK legal system offers quite strong protection. However, it’s important to realise that the law may differ in countries outside Europe and the USA, and that in some places copying somebody else’s work may not be regarded as illegal.

Having explained the rights in IPR, she then goes on to cover the resolution of disputes which arise in the courts over issues of ownership. And even though she earns her living in a practise which specialises in such cases, she warns against using the system unless it is absolutely necessary – both because it is so expensive and because disputes can often be resolved outside it. She also explains how the whole system of civil procedures was reformed ten years ago (by Lord Chief Justice Woolf).

But if you really do want to prosecute a case she explains the procedure – which usually begins with a ‘cease and desist’ letter. It should not begin with any form of threats or bullying – because such actions can themselves result in prosecution.

The legal system now requires both claimant and defendant to show that they have done everything to seek resolution and not made matters worse. In the event that agreement cannot be reached, there are a number of forms of arbitration and adjudication which can be followed.

And if all else fails, and you end up in a court of law, she explains how court cases are conducted, who decides what, and how the best cases can be made. As she explains as an aside, many people falsely believe that the success of a case depends up some form of brilliant court room oratory (as in movies). But the truth is more prosaic: it depends largely upon a well-researched and carefully prepared case – which costs time, money, and skill.

But in the event that you might need them, she also offers some templates for standard letters used in making claims and defences – as well as tips on preparing your strongest case. This is a sane, humane, and very readable account of a very complex set of issues. Anyone contemplating an entry into this arena would do very well to prepare themselves by taking her advice.

© Roy Johnson 2009

Intellectual Property Rights   Buy the book at Amazon UK

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Jane Lambert, Enforcing Intellectual Property Rights, London: Gower, 2009, pp.164, ISBN: 0566087146


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Filed Under: e-Commerce, Media Tagged With: Business, Copyright, e-Commerce, Intellectual Property Rights, IPR, Media, Publishing

FREE: The Future of a Radical Price

August 21, 2009 by Roy Johnson

The Economics of Abundance and Why Zero Pricing is Changing the Face of Business

FREE is Chris Anderson’s follow-up to his best-selling and very influential book The Long Tail. In his first book he discussed

the new shape of consumer demand, when everything is available and we can choose from the infinite aisle rather than just the best-seller bin. The abundant marketplace of the Long Tail was enabled by the unlimited ‘shelf space’ of the Internet, which is the first distribution system in history that is as well suited for the niche as for the mass

FREE: The Future of a Radical PriceThis new book explores the logical consequences of the digital revolution in terms of storage space becoming virtually unlimited, the transfer of bits being more or less costless, and the new economic models of ecommerce driving the price of (some) products downwards. That is, down towards and including zero. he discusses all aspects of the term ‘free’. That’s free as in beer, speech, gifts, offers, and so on. How can an airline company afford to give away free flights, or a telephone company offer free mobile phones?

The answer is that they make their profits selling peripheral services – such as an expensive in-flight coffee or premium call charges. At first it seems to be a contradictory, topsy-turvy world, but the closer you look at the details and take note of the implementations, the more sense it makes.

His approach is thorough. He looks at the history of ‘Free’ (which goes back further than you might think) and then presents recent examples which illustrate the fact that when a price gets low enough, collecting the income from it may not be worthwhile, and you might make more money by giving it away. In fact many companies make a profit precisely because they offer a free version of their products alongside a ‘paid-for’ version. He cites the example of an open source hardware company:

This is why Free works so well in conjunction with Paid. It can accommodate the varying psychologies of a range of consumers, from those who have more time than money to those who have more money than time. It can work for those who are confident in their skills and want to do it themselves, and for those who aren’t and want somebody to do it for them. Free plus Paid can span the full psychology of consumerism.

There are a couple of in-depth case studies. One shows how Microsoft first ignored then was forced to face up to the threat posed by Linux open source operating systems. Microsoft has now developed its own open source research centre. The other is a pure case of storage costing that shows how Yahoo beat off the threat of Google G-Mail by offering even greater amounts of free space for storing emails.

I was glad to see that in a chapter on new media and new models of distribution he included the traditional printed book. Sure enough, his own book FREE is available gratis as an online download, but like most readers, I was prepared to pay for a printed version I could read by the pool.

The other examples he offers provide fascinating glimpses into the new economics of new media. Musicians such as Radiohead and Prince gave away the whole contents of their latest CDs, but in the end they made record-breaking profits – from concert performances or special editions and deluxe box sets of the same CDs.

He even makes out a reasonable case for piracy in China and Brazil. Western musicians might not agree, but local artists tolerate it because it acts as a form of free publicity : they make their money on concert appearances and sales from merchandising.

He also refutes all the common objections to the case he is making – such as ‘There’s no such thing as a free lunch’, and ‘No cost = No value’. The fact is that the lunch may be paid for by somebody else in exchange for your attention, and the ‘No cost = No value’ argument is completely refuted by the examples of Google and Wikipedia – both free and both highly valued.

But haven’t many people tried to make money from Free, and failed? Yes – they have. And it’s to Anderson’s credit that he looks in detail at the examples which appear to disprove his thesis. But he points to flaws in their economic models and explains why they failed.

Finally, just to drive his points home, he offers checklists of principles to work by, and a list of fifty examples of business models built on Free – all concentrated in his refreshingly cryptic style:

  • Give away the show, and sell the drinks (strip clubs)
  • Give away the drinks, and sell the show (casinos)

It’s important to realise that most of his arguments are heavily related to bits, not atoms. Digital products have a tendency to become free, whereas physical objects do not. Motor cars and refrigerators are not likely to be free for a long time yet, but software and online content is definitely heading that way. It will be interesting to see if Rupert Murdoch’s plans to charge for online newspapers will work. I suspect it won’t. But then, what do I know – I’m not an international media multi-millionaire.

© Roy Johnson 2009

free   Buy the book at Amazon UK
free   Buy the book at Amazon US


Chris Anderson, FREE: The Future of a Radical Price: The Economics of Abundance and Why Zero Pricing is Changing the Face of Business , London: Random House, 2009, pp.274, ISBN: 1905211481


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Filed Under: e-Commerce Tagged With: Business, Chris Anderson, e-Commerce, free, Media, Technology

Futurize your Enterprise

July 18, 2009 by Roy Johnson

radical advice on customer-centred business methods

David Siegel is a Web design guru who made his name with the best-selling Creating Killer Web Sites. That was a manifesto on graphic presentation: this is his thesis on business strategy and e-Commerce. The message is quite uncompromising – you must pay attention to what your customers want, or be prepared for extinction. He’s a great believer that total de-regulation and the freedom for anybody to trade on line will allow the best ideas and services to prevail. He argues that commercial success in the online world comes from giving things away, letting go of control, networking, and above all in giving customers exactly what they ask for.

Futurize your EnterpriseAt times he becomes slightly Utopian, arguing that Truth will out, and the Little Man will prevail, but he has very direct, practical advice for those who want to seriously participate in the new e-Commerce. For instance, he suggests that you ditch voice mail:

It’s slow, retrieval is cumbersome, it can’t be skimmed, it’s almost impossible to annotate, it doesn’t take attachments, it can’t be archived easily, and it doesn’t tie into any other kind of system. Voice mail may be useful for some things, but switching to e-mail will pay off quickly.

He takes what sometimes seems like a New Age approach in expecting business executives to become altruists, to empower their employees, and even to give away time, effort, and information. Yet there does seem to be some logic to all this in the odd new world of e-commerce. It’s also good that he draws his illustrative examples from a wide variety of businesses.

His advice is aimed at big businesses, but the underlying principles will be equally applicable to small start-ups or individual entrepreneurs. It will be of most use to those people who realise that the Internet offers a new way of doing business, but can’t quite see how it could be realised.

He also throws out plenty of practical tips – such as the suggestion that most web sites could be improved by the use of plain English. This is because “most companies communicate using the passive rather than the active voice … and copywriters sanitize their corporate communications until they become meaningless … most web sites are full of jargon”

The latter part of the book contains eight business case studies – companies selling health foods, magazines, steel, real estate, books, and such. He analyses where they are going wrong in their web strategies; how they should make closer contact with their customers; and how they can change their behaviour to survive in the New Age. Unfortunately, these are all hypothetical companies, so his arguments are seriously weakened. With Siegel’s resources, he could surely have given real case studies, which would have been infinitely more convincing to his case.

So, like his killer web sites book, this one is full of thought-provoking ideas expressed in an energetic and ‘committed’ style. There’s quite a lot of generalization and wish-fulfilment too – but on the whole anyone who is interested in e-commerce and web-based business will profit from considering what he has to offer.

© Roy Johnson 2003

Futurize your Enterprise   Buy the book at Amazon UK

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David Siegel, Futurize your Enterprise: Business Strategy in the Age of the e-Customer, London/New York, John Wiley, 2003, pp.318, ISBN: 0471357634


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Filed Under: e-Commerce Tagged With: Business, e-Commerce, Futurize your Enterprise, Web design

Getting Hits

July 17, 2009 by Roy Johnson

the basics of generating traffic and web site promotion

This is a beginner’s guide to web site promotion and search engine placement. Its main advantage is that it will not overwhelm somebody new to this arcane technology. Don Sellers begins with a simple explanation of search engines and what they do. He tells you how to get your site listed, how to understand which links give the biggest hits, and how to get listed with the top search engines, such as Yahoo!, AltaVista, and Excite. He also explains the subtle differences between the major players in this field. [His baseball metaphor is catching].

Getting HitsHe describes how to set up links both to and from other sites, and where to submit your site for free web promotion. He lists plenty of submission sites, announce sites, and how to use them. His lessons on netiquette in newsgroups and mailing lists will be helpful for newcomers to these areas of the Web. He assists you in targeting which newsgroups you should list your Web page with, and identifies some of the pitfalls of using this method of promotion.

He also includes some interesting suggestions for offline site promotion – creating your own press releases and getting listed in magazines for instance.

If you want to spend money, he has sound advice on banner advertising and how to pay for key words, as well as how to analyse the statistics of web logs to interpret the results. Finally there is a useful listing of free and commercial resources to help you.

His overall advice is that there are no easy shortcuts. Success will come from testing and refining your site regularly to stay competitive in the medium.

© Roy Johnson 2002

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Don Sellers, Getting Hits: the definitive guide to promoting your web site Berkeley, CA: Peachpit, 1997, pp. 178, ISBN: 0201688158


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Filed Under: e-Commerce Tagged With: Business, eCommerce, Getting Hits, Optimization, SEO, site promotion

Giving Presentations

May 25, 2009 by Roy Johnson

presentation skills for lectures, demonstrations, and talks

This book will show you what’s required in giving presentations. That means how to plan and structure the presentation; how to choose and prepare good visual aids; and how to deliver your presentation with confidence, either individually or as part of a team. The contents of Jo Billingham’s book are arranged in the logical manner you need if your presentation is to be successful. First prepare and structure what you are going to say; then choose your visual aids and arrange them in an effective manner.

Giving Presentations Next, you need to make notes and rehearse what you are going to deliver. Even if you do this in a room on your own it’s better than being unprepared. The presentation itself is explored completely. What happens if something goes wrong? How do you make maximum impact? What do we do about being nervous? How to dress – up or down? There is plenty of good advice on coping with all these problems. Oxford University Press have just brought out a series of short beginners’ guides on communication skills. The emphasis is on compact, no-nonsense advice directly related to issues of everyday life.

Given the controversy surrounding the much-used and some would say over-used market-leading software PowerPoint, it’s good that she discusses the disadvantages as well as the advantages of using it.

The chapters of these guides are short and to-the-point; but the pages are rich in hints, tips, and quotes in call-out boxes. The strength of this approach is that it avoids the encyclopedic volume of advice which in some manuals can be quite overbearing.

There are lots of tips on the use of visual aids – one of the potential nightmares when doing presentations – and she offers a very useful checklist of things to do.

When I last gave a presentation using a computer and a data projector, the system packed up after five minutes. “Thank goodness for the humble overhead projector” I confidently declared – whereupon the bulb in the OHP blew up. The moral is – be prepared. Be doubly prepared.

© Roy Johnson 2005

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Jo Billingham, Giving Presentations, Oxford: Oxford University Press, 2003, pp.144, ISBN: 0198606818


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Filed Under: Study skills Tagged With: Business, Communication, Giving Presentations, Information design, PowerPoint, Presentations

Go It Alone!

May 31, 2009 by Roy Johnson

the streetwise secrets of self-employment

I bought this book on the strength of enthusiastic reader reviews at Amazon – and I was right to do so! It’s written as a guide and confidence-booster for those people who have decided to start their own businesses and embrace self-employment. It’s written in a lively, fast-paced style which makes for entertaining reading and what I liked was that Geoff Burch makes important distinctions between essentials. Being successful doesn’t necessarily mean making lots of money or creating a huge business empire. It might mean working for a couple of days a week, then having the rest of the time off for gardening, family, or golf – whatever takes your fancy. In other words success is not always equal to wealth. There are other ways of defining it.

Go It Alone!And without being naively optimistic, he points out both the advantages of being self-employed and the many opportunities which exist to create your own work. Surrounded as we are by universally bad service, all the new entrepreneur has to do is offer prompt and good quality service with a smile, and he’ll put the old traders under pressure. This is something the eBay and Amazon traders are doing right now. Take the order, send a confirming email within minutes, and get the goods into the next post in a padded bag.

He also explains those small-but-important issues which most business self-help guides would not think to cover. Where do you meet clients for business meetings when your office is in your back-bedroom? What do you say when the bank tries to force you to open a business instead of a personal account? What title do you give yourself and think of yourself as, when your duties run from executive decision-making down to taking letters to the local post office?

He comes up with all sorts of practical, matter-of-fact advice for anybody planning to start up their own business – much of it common sense, but only if you have the benefit of experience. You don’t need an ‘office’; you probably don’t need lots of equipment such as printers and fax machines, and office furniture. You shouldn’t take out bank loans, and you should never mortgage your house. If you want to survive as a self-employed guerilla, the secret is “Travel light, live off the land, and strike from the shadows”

  • Don’t recreate your old working environment. The last thing you will need is a hat stand.
  • Develop the virtual office, the virtual car, and virtually anything else you need.
  • Don’t let your clients know that you are enjoying yourself. It might make them jealous.

This not just for those who want to set up their own businesses. It’s for people who are about to be made redundant; people who face early retirement; people who want a part-time job; and people who are already self-employed but who want to feel more confident and hold their heads up high.

I wish I had read this book ten years ago when I first set up my own company. I might not be any richer today, but I know I would have felt more confident that I was doing the right thing – and more importantly, going about it in the right way.

© Roy Johnson 2000

Go It Alone!   Buy the book at Amazon UK

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Geoff Burch, Go It Alone!, London: Harper-Collins, 1997, pp.203, ISBN: 0722534604


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Filed Under: e-Commerce, Lifestyle Tagged With: Business, e-Commerce, Enterprise, Home business, Home office, Lifestyle

Google Advertising Tools

June 14, 2009 by Roy Johnson

e-commerce strategies and web site optimisation

If you want to make money out of your web site, Google Advertising Tools is the best guidance manual I have come across for a long time. Ignore the title: it’s not just about Google. Harold Davis deals with all the routes you can go down to generate income from pages you put on line. The advice is clearly coming from someone who knows all the systems as a practitioner. He covers good web design principles, how to understand search engines, website optimisation, and e-Commerce in general, as well as the detail of hitching your web wagon to Google’s star via its AdSense and AdWords programs.

Google Advertising I’ve no way of knowing what income he generates from his own sites, but everything he says in this book rings true to me, and I have been working at e-Commerce reasonably well for the last ten years or so. I liked the fact that he lists both the positives and negatives of the strategies he describes. For instance, after telling you how to get recognised by search engines, he provides a long list of tricks and sharp practices which you should avoid, because they are likely to get you black listed.

It should be said that there’s very little HTML coding and no graphic design strategy on offer here. This is to do with e-Commerce policy and good web design practices.

But of course because Google’s AdSense program is the biggest and most successful of the advertising programs, he does go through this extensively. He shows you how to sign up, how to choose the options that will work best for your site, and how to tweak everything to get the best results. He even goes into the fine details of such things as customising the colour of the ads which will appear on your pages, and filtering out competitive ads.

I was glad he explained how to interpret all the report data which Google provides every day, because I’ve never got round to working out what it all means. [I have usually been too busy checking the daily earnings.]

Next comes Google advertising viewed the other way round – in what’s called the AdWords program. This is a scheme of paying small amounts for adverts which are served up to people who search on certain key words. You choose the words, and the ads are therefore highly targeted at the people you wish to reach.

Google plays quite fairly with both its AdSense and AdWords customers in these matters. For instance, you can filter out any unwanted ads from your own pages, or indicate any sites on which you don’t want your adverts to appear.

The AdWords process can become quite complex, particularly for people running several advertising campaigns simultaneously. At this point Davis brings in the advantages of the Google application program interface (API). This is a set of tools which allows those with the programming skills to develop software which interacts directly with the AdWords server – thus allowing them to more easily manage their multiple accounts.

So – he takes the e-commerce possibilities in advertising from a fairly simple (but profitable) start, through to a quite sophisticated level. In fact he doesn’t even shy away from devoting a whole chapter to making money from ‘adult’ material en route.

I liked his explanations because they were clear and easy to understand. Everything is spelled out in simple steps, and there’s a screenshot illustrate almost every stage of the processes he describes. All this, and there are lots of web resources and services listed as well, just waiting to be followed up. In fact I have started doing exactly that today.

© Roy Johnson 2006

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Harold Davis, Google Advertising Tools, Sebastopol: CA, 2006, pp.353, ISBN: 0596101082


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How to work from home

September 16, 2009 by Roy Johnson

working from home – living at work

Work from home – and survive

Lots of people work from home today. If you have a mobile phone, an email address, a broadband connection, and a laptop on your coffee table, nobody knows you’re a consultant dog on the Internet. You could be:

  • starting up your own business
  • switching from employed to ‘homeworking’
  • creating a job for yourself
  • downsizing from larger commercial premises
  • making money from your hobby

Making a start

Working from home can have plenty of advantages – and you can use all of them to make your life easier – and bring everything under your own control..

  • you don’t need to rent expensive offices
  • you can combine work with home life
  • you don’t have to travel to work
  • you’re your own boss
  • it’s tax deductible

Work from homeThis is a morale-boosting guide for anybody who wants to start their own business, or who harbours deep desires to be their own boss. Geoff Burch takes an entirely practical approach and shows how it can be done – by cutting your costs to a minimum and steering clear of get-rich-quick schemes. It will also be useful for all those folk who are facing early retirement and wondering what to do with themselves. Do your own thing – and walk tall!

 

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A Room of Your Own
Some people can work with very little in the way of equipment. But for most of us, if you’re going to be business-like, you’ll need a space of your own in which to work. Even if most of your activity is outside the house (working as a hairdresser, surveyor, plasterer, gardener) you need a space in the house which is your own.

The options are usually quite obvious. It could be a spare bedroom, an attic, or even the garage or a garden shed. In smaller spaces it might be one corner of a flat. The important thing is that you establish a space in which to conduct your business.

In his best-selling book on self-employment, Go It Alone! Geoff Burch describes the ultra minimalist approach were you have no office and no equipment at all. But even he agrees that you need to establish your own space – even if this is a psychological space.

Take a professional attitude and carve out a space for whatever you need. Your equipment could be no more than a few box files, a telephone, a computer, or folders full of papers. Keep this space for yourself, and don’t let it get mixed up with household matters. Don’t try to work off the edge of the kitchen table.

And Geoff Burch has another excellent piece of advice, which I firmly endorse. Don’t try to re-create a typical office environment. Why should you be surrounded by ugly metal filing cabinets and cardboard boxes full of rubbish. There are perfectly good storage solutions available at suppliers such as IKEA and Habitat which will visually enhance your environment, as well as being functional.


work from homeThis is visual proof that you don’t need to be surrounded by empty cardboard boxes and metal filing cabinets. The examples in this beautifully illustrated book include quite small family homes which have been adapted to the demands of creating a working space within a domestic environment. Learn from the principles illustrated: no clutter, clean spaces, and a well organised room.

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The home office
But if it gets more serious and you want to establish a grown-up home office, you might want to create a professional work space. The basic requirements for a home office are a desk, a telephone, and storage for paperwork. Depending on the nature of your business, that’s probably the minimum. But if you want to give yourself a chance of being taken seriously, I would recommend two additions – a computer and a connection to the Internet. Since you’re reading this on the Internet, you’ve probably already got that.

The telephone
Get a dedicated line or use your mobile telephone number exclusively for your business calls. Don’t try to piggy-back off the household telephone line. Nobody will take you seriously if they ring up and are answered by a child who says “I’ll pass you to my Mum/Dad”. You might need a separate land line or a mobile number – but this is a small and worthwhile investment. Just look around you. Painters, plumbers, decorators, sales reps – everybody these days has a mobile phone.

Don’t even share a line with your spouse/partner/wife/husband (does that cover it all?) because when the phone rings, who answers it? Believe me, it’s a recipe for arguments and territorial squabbling. A separate telephone number is a minimal requirement for anybody wanting to be taken seriously in business. You’ll also benefit by having an answerphone. They’re cheap, and will cover any time you’re not in your office.

Email
The same’s true of an email address. Your customers will not be impressed if they are asked to reply to <johnandbarbara@fireside.Yahoo.co.uk>. Who is running the business – John, or Barbara? Do they both read the emails?

You should have an email address of your own – and it should have your business as a domain name. In other words <Barry@hotmail.com> could be anybody in the world. It gives you no identity, no distinction, and no business credibility. On the other hand, <info@bigservices.co.uk> looks more professional.


Fax
A fax machine used to be a badge of pride for anybody setting up their own business. But now you’ll find that it’s only the most old-fashioned concerns such as solictors who use them. Everybody else uses documents sent as attachments to email messages. So you can save on setup expense by ditching this cumbersome bit of Old Technology. All you need instead is an all-in-one printer-scanner-copier. At the time of writing these start at only thirty pounds.

Meeting clients
If you are working from home – from an office in the box room or even a corner of the spare bedroom – there comes a moment when you make contact with a potential client and need to meet up to discuss business. Ooops! It wouldn’t look good to invite Mr Big from Megabucks Ltd to your semi at 13, Oildrum Lane. You’re certainly not going to invite them back to your house to discuss business surrounded by unmade beds and children’s toys.

Don’t worry. This happens to everybody when they start up. But there are perfectly simple solutions. Either you offer to meet them on their premises (and you turn up on time, looking smart) or you invite them to meet in a public space in a location convenient to both of you. This could be a hotel lounge, a restaurant, or a bar somewhere convenient.


Work from HomeWorking at Home shows interiors for writers, artists, musicians, and graphic designers. Most are minimalist design – plain walls and floors, no decoration, wood in teak or beech, lots of opaque tinted green glass, polished chrome fittings, simple halogen lights, chairs with tubular chrome legs, and giant settees in black leather. And the clutter which blights commercial offices has been purged – to stunning effect.

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Extra tips

Here are some tips for making your work space more professional, more visually appealing, and more productive. All the suggestions are easy to implement, and they’ll make an immediate improvement to your working life.

Straighten your bookshelves
If you have books, folders, box files, or any other items stored on open bookshelves – get them straightened up. Make the items stand up straight; get them in line; and eliminate any flopping and sloping items. Leave any empty spaces free or fill them with decorative objects, such as vases or ornaments.

Clear the desk
A cluttered desk is a recipe for constant irritation. Get rid of papers, memos, post-it notes, paper-clips, coffee mugs, photographs of the family, ‘amusing’ messages, and any other detritus from your working space. Be completely ruthless, and start from a clear working space. You’ll immediately feel better.

I know that there are exceptions. The painter Francis Bacon famously worked in a state of abject squalor. But you’re not Francis Bacon – and anyway most successful business people don’t work that way.

De-clutter regularly
Every day you will receive circulars, flyers, bills, advertising, and publicity materials through the post. Take one look at each item; decide if it’s important or if you want to keep it; and if not – throw it away. Don’t have a big IN-tray – otherwise that’s extra work to be done.


work from homeLive/Work is a collection of projects where living and working environments have been merged. The results prove that you can transform a house, a flat, or even an industrial site so that it becomes a very comfortable and attractive hybrid. Examples include the homes of architects, a painter, a photographer, a fashion designer, a restaurateur, a documentary film maker, a physical trainer, even a priest marrying people out of his own home-church.

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© Roy Johnson 2004


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How to write a business document

March 1, 2014 by Roy Johnson

effective business communication skills

What is a business document?

A business document can be any form of writing connected with commerce, administration, government, industry, or non-personal communication — any of the following:

  • Business letter
  • Commercial invoice
  • Delivery order
  • Executive summary
  • Five year plan
  • Invoice
  • Memorandum
  • Purchase order
  • Annual report

Business document

These are normally documents printed onto paper, but modern business also includes documents in the form of email messages, web pages, Powerpoint presentations, and online instruction manuals.

You should follow the same principles for writing such documents, no matter in which form they will finally appear.


Five stages of planning

There are five basic stages in the process of writing a business document.

If you are conscious of each one as a separate activity, it will help to make the task of writing a business document easier.

  1. Visualise the document
  2. Determine the content
  3. Create a structure
  4. Write the first draft
  5. Make any revisions

Visualise the document

Visualise the finished document as a material object. We now know that visualisation is a great aid to achievement.

For this stage you need to know what the business document looks like. Make sure you have at least one good example of the following:

  • a letter
  • a report
  • a proposal
  • a memo
  • a bulletin

Keep these examples in a handy place in your office where you can refer to them at any time. It is a good idea to keep them in a binder, each in its own plastic wallet, so that you can browse and find them easily.

Set up some templates in your word-processor which correspond to the list of document types shown above. This way, you save yourself the repeated task of creating a new layout for every document.

Your templates should conform to the principles outlined in How to Write a Report as follows:

  • Modules — write text in bite-size chunks
  • Relevance — one topic only – exclude anything which doesn’t belong
  • Navigation — use headings and sub headings to guide your reader
  • Consistency — of vocabulary, expression, layout, visual features
  • Hierarchy — multi level text with correspondence between levels

Writing the content

Be sure you know exactly what it is you need to write. If you are not sure about your purpose, it makes the writing more difficult.

Here are some tips for making sure that you start out with a confident and accurate idea of what is required.

Write down the purpose(s) of your document and the response you require.

Put yourself in the place of the person receiving the letter. Answer the three crucial questions yourself before you start writing your document. There are three questions a reader asks about a document:

  1. What is this? — a letter, proposal, memo, report
  2. What’s it about? — new rules, I’m fired, I’m going on a trip
  3. What do I do? — reply, accept an invitation, disagree with the points, give my permission

Creating the structure

Create an overall structure using diagrams or titles in a hierarchy. This will give you confidence – because you can see the complete outline of your document before you fill in the detailed content.

Create a structure using a form you find useful:

  • Lists of topics — every important topic you wish to include
  • Diagrams — which works for you – spider, matrix, mind-map
  • Boxes — a page with several rows of blank boxes, each representing a level of your document

This writing strategy will also deter you from meandering from the topic, because you are writing your text according to the part titles you have created.

You may also wish to use the OUTLINER facility in your word-processor.

You can also create an overall structure using working titles in a hierarchy. Make up quick working titles for your modules chapters and sections.

Don’t agonise about them. You can always change them easily after you have written your draft document.

Here’s an example of an outline in titles

  • New services available
  • Advantage to customer
  • New pricing structure
  • Special discounts
  • Ordering details
  • Names, contacts, numbers

If the document contains a lot of material which needs to be organised in some way or other, use one of the common approaches to creating structure. The parts can be arranged in –

  • logical progression
  • increasing significance
  • equal significance
  • chronological order
  • narrative sequence
  • category groupings

Document titles

There are three kinds of title in business documents.

  1. function title
  2. topic title
  3. combination title

A function title — tells your reader what the section or module is doing. This kind of title is independent of the topic in the text. Here are some examples:

  • Introduction
  • Problems
  • Background
  • Criteria
  • Solution
  • Comment
  • Recommendation

A topic title — tells your reader what the section or module is about. Examples of topic titles:

  • Additional monthly benefits
  • Loan payment methods
  • Calculating overtime
  • Cash-flow difficulties
  • Recruitment methods

A combination title — is made up of two parts, which are topic and function. The combination title does most work in terms of communication. Examples of combination titles:

  • Problem of information overload
  • Solution to staffing problems
  • Way forward for programmers
  • Introduction to new parking rules
  • Action by team members
  • Decision on compliance issues

Titles in general

Be clear — Use titles that clearly describe the function or the content of the module.

Be brief — Make titles brief. Shorter titles are better than longer ones, provided they don’t create any ambiguity. Use no more than three to five words.

Be consistent — Use the same vocabulary in the title as you use in the text module.

Be familiar — Use terms which are generally familiar to any reader. Avoid technical jargon except when you write as one specialist to another.

Be independent — Make each title stand alone and act as an advance organiser for a document, section, chapter, module.


Write the first draft

Write your initial draft in separate sections, parts, or modules. This is a very efficient way of writing your first draft.

You already have your data and the structure of your argument worked out. Now you write the separate sections for each title you have created.

This is much less stressful than trying to write the whole document at once. If you find one section getting out of hand, then break it down into two or three smaller parts.

You can also re-write any individual part which is not successful.


Make revisions

Now is the time to take an overview of what you have done so far. First check the structure of your document and put the parts in order.

Put yourself into the shoes of your reader and ask yourself if the content is properly structured. If you are satisfied that you have created a clear and logical arrangement for the contents of your document, then you can complete the piece with confidence.

If you have followed the five stages, any alterations required at this stage will be minor ones and easily carried out. This process is very easy if you use the editing facilities of a word-processor.

You might also wish to save different versions of the document – in which case, make sure you label them clearly.

© Roy Johnson 2014


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How to write a newsletter

November 28, 2010 by Roy Johnson

guidelines for effective communication skills

newsletterA newsletter is designed to keep people up to date with events and activities.

It can be issued as a printed document, an email message, or even a blog posting.

Some online companies issue a newsletter every few days, whereas big organisations might issue only two a year.

Some newsletters are just a humble sheet of A4 printed on both sides: others may be multi-page glossy brochures.

A newsletter is a vehicle for spreading information to members of a group, and can also contain amusement and entertainment.

How to be an editor

Your number one task is to gather interesting and relevant news and information, then make it available to your readers.

The biggest part of that task (unless you are very lucky) is likely to be gathering enough information to fill each issue.

The simplest way to do that is to add each news item as it comes in. This saves you the trouble of relocating it again later. Keep a file (paper or electronic) with a copy of each item for the next issue.

Make a note of any important details attached to the news item – such as times, dates, URLs, prices, contact addresses.

Don’t leave all the information gathering until just before a newsletter issue goes out, otherwise you will put yourself under a lot of pressure

Readership

An in-house newsletter for a large business has the advantage of a stable and known readership. But this presents you with the difficulty of coming up with newsworthy stories from one source.

This type of newsletter also has the double-edged characteristic of being driven by company policy.

A newsletter that is aimed at a wide readership has the disadvantage of a largely unknown audience. But by way of compensation, you can take more risks in selecting the content.

Asking for contributions

Lighten the burden of writing a newsletter by inviting contributions from your readers.

People are often willing to write a short article, particularly if it is drawing attention to an event they wish to publicise

Invite readers to notify you of product launches, forthcoming events, or novelties which might interest your readers.

It is quite common to attract such contributions by offering prizes or free gifts in return.

House style

It’s very useful to establish a house style, then stick to it. Choose colours, images, font types, vocabulary, and layout to create your house style.

Tailor your style to reflect your organisation or line of business. This means that your readers will know what to expect.

It also means that any potential contributors know how to present their work.

Editing tips

Every editor’s nightmare is to publish a newsletter then suddenly realise that it contains a silly mistake – a mis-typed phone number, the wrong date for an event, or a URL that doesn’t work.

For this reason, rigorous editing and proof-reading is required before every publication date. Here are some antidotes that work

  • edit and proof-read your newsletter rigorously before every publication
  • check all factual details, but in addition check your spelling and grammar
  • ask someone else to check the text before you send it off
  • don’t try to edit for several features of the writing at the same time

Read through the text several times with only one of these issues in mind:

  • spelling
  • syntax
  • grammar
  • numbers
  • names
  • dates
  • URLs
How to present the content

If you want people to read a newsletter, it’s got to be interesting – to the readers. Pack your newsletter with items that are fresh and newsworthy.

Grab your readers’ attention in the first sentence of any item.

You can make any collection of news more attractive by adding smaller items of entertainment.

Take a tip from newspapers. Almost all of them have crosswords, cartoons, pictures, recipes, and horoscopes scattered amongst their main items.

Add a selection of not-directly-related news items. Remember that –

  • scientists also practice the arts
  • housewives follow current affairs
  • politicians enjoy sports

Here are some tips on regular stand-by extras that can help give your newsletter variety:

  • a quiz
  • an advice column
  • seasonal recipes
  • personal profiles
  • questions and answers
  • how-to articles
  • top 10 lists
  • votes and polls
Legal issues

Even if your newsletter is a small-scale affair, you should take care not to leave yourself open to legal prosecution. Be careful not to libel or defame people – which means making sure that everything you say is true.

Tread carefully with your content: you might be amazed at how easily some people take offence..

On a large-scale circulation newsletter keep in mind that there may be subscribers with views and beliefs quite unlike your own.

Unless you wish to be daring or radical, treat sensitive issues such as religion, politics, and ethical beliefs with care.

[I once printed some of George W. Bush’s famous ungrammatical statements during his illegal invasion of Iraq. Even though they were all things he had actually said, I was heavily criticised by patriotic Americans. I refused to retract the quotations, but lost a lot of subscribers. So decide which is more important – your circulation figures or your political commitment.]

Advertising

If you reach a big enough audience, you may be able to attract paid advertising.

Knowing how much to charge is the biggest problem – especially if you are starting from scratch.

Try to find out how much newsletters like yours charge for both small insertions or paid features (advertorials).

Don’t be greedy. A smaller but regular income will be more useful than a larger but one-off payment.

Make a clear distinction between any advertising and your own content. Readers will be annoyed if they feel they have been duped into reading what turns out to be an advert.

Evading spam filters

If your newsletter is an email message or an HTML attachment, spam filters on the reader’s server will block messages containing certain words.

They are obviously on the lookout for obscene words. But that’s not all. They are checking for the tell-tale signs of get-rich-quick offers, ponzi schemes, and the Nigerian letter scam.

These are some of the hallmarks of spam message that you can easily avoid:

  • titles in all capital letters
  • over-use of exclamation marks
  • satisfaction guaranteed
  • lose weight – cash bonus

Even the simplest and most innocent-looking words can become spam alerts if viewed in a certain way. The easiest was round this problem is to insert characters in such a way that the words are still legible – f.r.e.e   k.n.i.c.k.e.r.s   to cover your   b.o.t.t.o.m.

What to avoid

I receive two dreadful newsletters every quarter – one from my local council, and the other from a university. They both display just about every feature of a useless newsletter publication.

  • all articles heavily self-conratulatory
  • small issues blown out of proportion
  • celebrity profiles – of nonentities
  • financial news with no critical analysis
  • no invitation for reader feedback
  • all negative news omitted

Both of these organisations (at the time of writing) are suffering enormous cuts in government funding, and making huge numbers of staff redundant. These is no mention of this in either publication.

The net result of their phoney optimism and lack of honesty is to debase the value of any serious news they report. Few people read these newsletters. They go straight into the bin.

Email newsletters

Format the newsletter so that it can easily be read on screen. Use narrow columns and plenty of white space between each item of news.

Use shorter sentences than you would for printed materials. Long sentences are particularly difficult to read on screen

Use clear headings for each topic. This gives readers a chance to scan the newsletter for topics which interest them.

Avoid the use of continuous capitals for emphasis. This decreases the chance of being trapped by spam filters.

Always make it quite clear how readers can unsubscribe. Nobody wants to feel trapped. Keep in mind this good joke from Dick Vosburgh: “I haven’t been so happy since the day that Reader’s Digest lost my address”.

Offer a list of topics to be covered in the next isue. This gives reader’s an incentive to keep reading.

Template

Title

——– MANTEX NEWSLETTER ——–

Create a title for your newsletter – then stick to it.

Issue number

Number 165 – December 2010 – ISSN 1470-1863

The ISSN (International Standard Serial Number) is an identification number for serial publications and other continuing resources in the electronic and print world.

The number is issued by the national library of any country, and is free of charge.

Sub-title

Arts, Culture, and Technology as seen from
the digital hub of Media city Manchester UK

This is a brief explanation of the topics covered by the newsletter, and a hint at its general approach.

Advertising

** 13,000+ subscribers will see your AD **

This is an internal announcement, letting potential adveritisers see where their advert would appear.

News item One

0— ‘Here Comes Everybody’

Here Comes Everybody

This is without doubt my outstanding reading experience
of the last few weeks. Clay Shirky is what some people
are now calling a ‘futurologist’.

He analyses the latest developments in computer technology
and uncovers new shifts in social and economic forces.

His prime target is the newspaper industry, which used to
have what seemed like a monopoly on the distribution of
information about current events.

That has now been completely undermined by something as
apparently innocuous as personal blogs.

He also shows *why* Wikipedia has become the greatest
encyclopedia the world has ever seen – even though nobody
gets paid for writing it.

His study is a very engaging mixture of technology, sociology,
politics, and anthropology. Full review here –

This is the lead article – the news item to which you attach most importance, and which you think might be most interesting to your readers.

Make the clickable links as clear as possible. They can be shortened if necessary using services such as TinyURL.com and Bit.ly

Entertainment item one

0— Pub Quiz Question #1

What part of the body suffers from glaucoma?

Quizzes are a popular way to add variety. You could also try jokes, odd facts, today in history, famous birthdays, or handy household tips.

News item Two

0— Language Skills

http://mantex.blogspot.com/2010/10/language-skills.html

This is an amusing YouTube video of a young kid
speaking English in 24 different accents.

Warning! It’s not safe for work (NSFW) or for
showing your maiden aunt.

What’s even more remarkable is the fact that
he nails so many UK dialects – which as all
good linguists know is not the same thing as
regional accent.

http://mantex.blogspot.com/2010/10/language-skills.html

This is a lighter news item with a link to a YouTube video clip. Keep in mind that these are sometimes removed and may become copyrighted.

Formalities

Copyright (c) 2010, MANTEX
All Rights Reserved

PO Box 100
Manchester
M20 6GZ UK

Tel +44 0161 432 5811
www.mantex.co.uk

This is a formal declaration, claiming copyright and stating a business address.

Promotion

If you like this newsletter, PLEASE
FORWARD IT to friends and colleagues.
subscribers should register at the
following address —

https://mantex.co.uk/

BACK ISSUES featuring news items,
reviews, and product details at –

https://mantex.co.uk/articles/news/

Please retain the copyright and
list-joining information. It may be
posted, in its entirety or partially,
to newsgroups or mailing lists, so
long as the copyright and list-joining
information remains.

This encourages your subscribers to create new subscribers by forwarding the newsetter to their friends. It’s free promotion.

Interaction with readers

If you have any requests, observations,
or items you would like to be included
in our next issues, just mail us at —

news@mantex.co.uk

Unsubscribe instructions

You receive the MANTEX newsletter
because you subscribed to it. If you
wish to leave the list, send a message to

unsubscribe@mantex.co.uk

It is important and respectful to your subscribers to know that they can unsubscribe at any time.

Always respect their wishes. Some people subscribe by mistake; others change email address.

And incidentally, you should never sell or pass on your subscription lists to advertisers. This would be sure to annoy subscribers; they would lose faith in your integrity; and they would certainly unsubscribe – in large numbers.

Tailpiece

News-165-December-2010
ISSN 1470-1863
The British Library

This isn’t strictly necessary, but it forms a neat reminder of the status of the publication.

© Roy Johnson 2010


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