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From an Engineer to an Author, I Find These Writing Tips Really Helpful

From an Engineer to an Author, I Find These Writing Tips Really Helpful

Writing well is one of those things that’s seen to be hard to do or only a skill possessed by people with a natural talent. Trying to convey stories and thoughts in a constructive and flowing manner can leave many people feeling frustration and lack of real ability.

But I’m here to tell you that, as a fan of life hacks, I believe anyone can become a great writer with the right knowledge.

Making the transition from engineer to writer over the past 10 years, I’ve come across many of the common issues people encounter when they write and discovered the writing tips to allow them to write 10 times better.

We Aren’t Really Taught How to Write Well in School

Don’t feel disheartened if writing doesn’t come naturally to you. In this online age, more of us have the opportunity to put our ideas out there but struggle to know where to start when we sit down to do it.

One reason is we aren’t really taught how to write well in school. Much of the emphasis is put on grammar rules and fluency instead of developing the ability to write appealing and influential work.

Writing is also the part of language skill learning that requires creativity compared to speaking, listening, and reading, making it a more challenging skill to develop. Speaking, for example, has a creative aspect but it doesn’t have the same need for precision as writing where even a single connective should be considered carefully in order to create a coherent and well-written piece of work.

The Common Difficulties People Have When Writing

For anyone who’s sat down to write something profound or even just to get their points across in an effective manner will have experienced those common feelings of writer’s block. These usually manifest as:

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  • Having no ideas to write
  • Not knowing where to start
  • Not knowing how to organise any ideas you do have
  • Not knowing how to write words in an appealing way
  • Taking too long to finish a piece of writing and getting demotivated

When we experience these, our writing often suffers becoming fragmented, simple and shallow. The flow can become messy and hard to follow and in danger of even being boring and ordinary.

The Hacks You Need to Follow to Unlock Your Writing Potential

There are several things to keep in mind when you sit down to write and by following these hacks, you can steer your writing to that of flow, appeal and coherency.

Don’t Google General Ideas on Your Topic

Trying to think of ideas can be the first hurdle for many people. If you have a particular topic (for example “how to think positively”) and you feel stuck for ideas, don’t automatically search google with your general topic. Instead, try to narrow down the scope first because google will only spit out very generic and clichéd tips that people have written time and time again.

Instead, ask yourself certain questions that will elicit the answer from within.

  • Why do we need to think positively?
  • What happens to our brains when we think positively?
  • What’s the difference between people who think positively and people who think negatively?
  • What are the mindsets we need to change before we can think positively?
  • What are some daily habits we can build to think more positively?

Brainstorming helps narrow down your topic and create different points to elaborate in your writing. Readers of your work will then feel that you’re really making good points.

Don’t Dwell on the Beginning, Focus on the Body

When we read things, the headline is what gets our attention which leads us to the main body of the writing. As a writer, this is the other way around.

When writing, the key is to write the main content first and then tune the headline accordingly. But this should also be applied to the introduction – focus on the main content and points first so you know the heart of what you’re writing about and then think about the beginning in relation to it.

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Design the Flow Like Designing a Drama: The Model AIDA

Getting your words to flow can be one of the hardest challenges. There’s a marketing and advertising model called AIDA which stands for Attention, Interest, Desire, Action.

This strategy can also be applied to writing to create a good sense of structure and flow in order to get readers interested instead of merely throwing information at them. So keep this in mind when creating your content.

Avoid Perfectionism

Being a perfectionist could be a massive disadvantage when it comes to your writing.

We all want our work to be perfect but this can lead to the temptation to rewrite paragraphs once you start the next one which can be detrimental to the overall piece. This creates a lack of time and while your introduction may be spot on, the rest of your writing can end up disappointing your readers.

Editing is an important part of the process but leave this until the end when you can see the big picture rather than doing it as you go.

The key is getting your ideas down in an organised manner.  Worry about any changes once these are down.  Don’t get so attached to your first draft – as Hemingway famously said “the first draft of everything is shit.”

Replace Vague Words with Concrete Ones

Try avoiding bland and general words in your writing. Instead, think about more descriptive words that make your piece sound more attractive. If you write ‘good’ ask yourself how good? Could it be wonderful, exceptional or excellent? Could ‘bad’ be atrocious, lousy, inadequate? Or could ‘a lot’ be a massive amount, tons or plentiful?

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Using more descriptive and imaginative words will help engage the reader and give your writing more life.

Remove Fillers and Redundant Words

When we speak, we naturally use filler words like: ‘some kind of’, ‘sort of’, ‘to start with’, ‘due to the fact that’, ‘I believe’, ‘in terms of’ and ‘in order to’.

While it’s common to use these types of fillers and redundant words, they can actually decrease your credibility because they make the reader feel that you’re adding no meaning to a sentence and can give the impression your logic is lacking.

For example: All of the people rushed to get the train can be better read as All the people rushed to get the train.

In the process of starting my company, I hired three new members of staff would be better written as When I started my company, I hired three new members of staff.

Fillers and redundant words make your writing conversational but if you’re creating more informative content, avoid fillers at all costs.

Always Choose Simpler Words Over Convoluted Ones

With all kinds of writing whether formal or informal, it’s a good idea to avoid long and more difficult words.

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You may think using simple words is a no-no especially when, at school, we’re often taught to write as descriptive as possible. But while this may be good for story-telling, other forms of writing tend to have the intention of getting a message across and simple words are more effective.

For example: “use” instead “utilise”, “to” instead of “in order to”, “help” instead of “facilitate”, “start” instead of “commence”.

Remember, brilliant writing is simple writing.

Design Punchlines: One Word Sentences or One Line Paragraphs

Look.

Have I got your attention now? That’s the beauty of using a single word in a paragraph. This technique is a great hook for the reader to increase their intrigue. Use this to create a sense of importance in what you’re about to write next but just make sure not to overdo it – use it only once in once piece of writing.

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Leon Ho

Founder & CEO of Lifehack

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

    Reference

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