Get Ruthlessly Simple

I’m reading an excellent book on creativity in business called Juicing the Orange, written by local marketing gurus Pat Fallon and Fred Senn. While they are writing in business-scale terms, much of what they have to say also applies to good business writing.

One of their principles is “Demand a ruthlessly simple definition of the business problem.” This is advice familiar to any business plan writer and any serious networker – if you can’t say what you do in one or two sentences, you probably are still a little fuzzy on what it is.

This applies to the craft of business writing as well. Before you starting writing a piece, come up with a ruthlessly simple statement of what it is you’re trying to say or accomplish. This will keep your thinking focused during the writing process.

Bonus: convert that into an actual statement that says/accomplishes it. There’s your headline. There are the key words that should crop up consistently during the piece to keep it “on message.”

Get ruthlessly simple first. You can embellish later.

Successful Proposals

Look for a detailed article on this subject, coming soon (there will be a link on the right), but I wanted to touch on the most important element of responding successfully to RFPs:

READ THE DOCUMENT!

Sounds obvious, but in my own experience, and in the experience of the many top execs on the issuing side of the desk I’ve worked with over the years, the most common reason that RFP responses fail is that the responding company didn’t read the document. In particular, companies incredibly seem to gloss over the narrative part of the RFP, jumping right to the Q & A part. I say incredibly, because the narrative part of the RFP always tells responding companies exactly what they need to do to win the bid! And a word to the wise: slapping a boilerplate on the front-end of your response just doesn’t cut it. Even if it does address issues from the RFP narrative, you are making the RFP review team work to find them, a definite no-no.

When structuring your response, read the narrative carefully looking for three key “how to win this bid” criteria:

1. Their strategic goal: Repeat this back to them, showing you understand their big picture and how you are strongly positioned to help them reach this goal.
2. Their “soft” requirements: Assist with brand positioning, promote stakeholder buy-in, ability to adapt to strategic changes – a good (and specific) response to this requirements can often seal the deal.
3. Their preferred format: Again, seems obvious, but if they give you an outline, follow it closely. As often as not, the reviewing team will have a score sheet that matches the outline – if they have to go looking for your response to an item, they just may give you a zero.
   
   If, as is frequently the case, their outline doesn’t give you an obvious place to toot your horn the way you want to, use an “Introduction” section or do the tooting in an Executive Summary that precedes your formal response.

In short, make it easy on the RFP response reviewing team by first and foremost giving them what they ask for how they ask for it. There’s always a way to put in the answers to the questions you wish they’d asked.

It's Alive!

"You cannot bore someone into buying your product." - David Ogilvy

That quote is how copywriting guru Steve Slaunwhite, author of The Everything Guide to Writing Copy, introduces the core copywriting task of making your product/services' benefits come to life for the prospect. Benefits sell better than features, and tangible, fleshed-out benefits sell best of all.

Consider those TV ads for the OnStar system. They don’t just talk about the benefit of having a system that can detect when you’ve been in an accident and call for help. They bring it to life with a dramatic picture of a person sitting stunned in a car after an accident hearing a reassuring voice addressing her by name and saying, “don’t worry, help is on the way, and I’ll stay with you.”

That’s how to bring the benefit to life: create a scenario or tell a story with the benefit in the starring role. You can do it in the third person, as above, or in the first person, by using customer testimonials that highlight in a practical way how the benefit improved their lives. Similarly, you can use poignant before-and-after scenes to show the benefit in action.

These techniques are especially effective, of course, if they evoke an appropriately strong emotional chord in the prospect - fear, pride, embarrassment. These emotions can be elicited on the flip side, too, as consequences of NOT buying the product or service. Just be careful not to overdo it - if you evoke too much fear, for example, the emotional backlash can negate the story’s message.

Talking about benefits rather than features is something all good copywriters do. The best copywriters make those benefits come to life.

Don't Make Me Think!

That is the title of a terrific book on web usability by Steve Krug. He argues a pretty common sense approach to web usability that I find pretty compelling.

Take his First Law of Web Usability: Don't Make Me Think! His contention is that web users are scanners not readers (not unlike ad readers, IMHO), and each page, and the elements in it, have to be as self-evident as possible. Web visitors should be able to grasp instantly (and thoughtlessly) what the page is for and why they should care to stop there. It starts with design (bad design will usually obscure great language), but the language is the "closer." The design steers the visitor to the words, and the words have to be simple, self-evident and compelling enough to entice the visitor to take the action you want.

His Third Law is, from a copy point of view, a close corollary of the First: Get rid of half the words on each page. Then get rid of half of what's left. Think "Scanners, not readers." Think "Short and Sweet." Many of the least user-friendly web sites out there are those where the company thinks of their site as an online brochure or, worst-case, an online direct mail piece. Here's where, if I might be permitted a short plug, professional copywriters are worth their weight in gold. A good copywriter should be able to cut the first 50% of the words in their sleep while maintaining, and often enhancing, the message.

Both of which reflect Kelberer's First Law of Good Business Writing: Given a choice between clever and clear, choose clear every time. Fewer awards, but you'll laugh all the way to the bank.

Can we talk?

Most business communications succeed best when they establish a rapport with their intended audience. Many things go into establishing that rapport, but perhaps the most fundamental is this: getting the audience to feel like they are in a conversation. Not talked "at" or "down to", not lectured, not sold, not even "hail fellow well met"-ed. Just plain talked to.

• That's why the best "style" for a communications piece is usually "conversational."
• That's why the best "content" for a communications piece is usually "information."
• That's why the best "emphasis" for a communications piece is usually "helpful."

You wouldn't go into a long-winded speech if you were trying to tell a friend about something they'd find interesting. Just talk to your audience simply (they are friends - no need for pushiness or hype) and confidently (you're telling them something you're sure they'd want to know), and you'll go a long way toward holding their attention.

Teach a prospect to fish . . .

The old saying, “Give a man a fish and you feed him for a day; teach a man to fish, and you feed him for a lifetime,” has applicability to the attraction and retention of customers through your marketing communications. Instead of selling a fish, education your prospect about fishing. Instead of pushing for a transaction, offer a relationship.

Communications aimed at “selling a man a fish” are often based on hype, hyperbole and focused on the fish at hand. He gets his fish, and when he wants another one, he’ll get it from the nearest pond.

Communications aimed at “teaching a man to fish” are based on solid information, offer to give something to the man first, and are focused on building a relationship.

Examples:

• Putting an unbiased “How To Shop for Widgets” section on your website
• Offering a free booklet on the Bahamas with your travel business mailing
• Offering a first-time-buyer discount

Working a communications program of attraction rather than promotion invites your prospects into a relationship rather than a drive-by purchase.

Just the facts, ma'am

Marketing guru David Ogilvy once said, "The more informative your advertising, the more persuasive it will be." This applies to pretty much any form of persuasive communications, and is the antidote to two very common errors in business-to-business communications.

The first error, and the advertising and marketing pros are often more guilty of this than anyone, is relying on clever language rather than clear, straightforward language to get the audience’s attention. Studies have shown that cleverness sometimes works, but clarity always does (other things being equal).

The second mistake is to substitute hype and hyperbole for actual information. This is especially problematic in today’s information age, when advertising claims will be Googled to check for accuracy, and the second generation of TV watchers is generally wise to misleading advertising tactics (think of the “Target Market” campaign).

The clear vs. clever rule is especially applicable to headlines, where the temptation to be clever is strongest. Nothing will get your audience to continue reading that a clear headline that allows them to self-identify and anticipate a benefit (see my earlier posting on “Ad Headlines”).

Use clear statements of fact (or opinion, for that matter, as long as its clear) to describe your products or services and you’ll do a lot better in the long run.