Writing Under Pressure: How to please a panicking boss

As a writer who contracts for a company, there are a special set of problems that seem to come up. The first one is an employer who wants to see results before you’ve even figured out where the bathroom is. Other writers deal with this issue, but it is far more likely to happen to a contractor. This is because, as a contractor, you are coming into a new organization and have little company-specific knowledge or authority. In most cases you are new to the product or service. You are expected to produce quickly and can be let go for almost any reason.

Establish what information you need

Some people don’t grasp the fact that you have to understand a product or a process to write about it. You can’t become an expert in a day. It is going to take some research before you even know what the right questions are, much less who to address those questions to. Your first step is to explain to the stakeholders (your bosses) that you need information and you need time to digest and understand it. Try to get your boss to get you the following:

• Access to any existing documentation or training
• Access to the product
• A list of Subject Matter Experts (SMEs)
• Invitations to developer meetings (Not status meetings, those are useless)

Depending on the company, these may be easy or difficult to get. You may be documenting a product that isn’t completed and working with a team that is caught between panicking and covering their asses. In most cases, the company/department you contracted for will be in some sort of trouble. Organized and efficient companies are less likely to bring in a contractor. This is just a fact of life. When a project is intelligently thought out and executed, it is because the company has well-documented and established processes. A company that does a great job documenting its processes already knows the value of good writers and employs them on a fulltime basis. They don’t pick up contractors at the last minute.

Push to get what you need. Explain to your boss that the sooner you have the key information, the sooner they will get results.

Create a documentation plan

Managers and other stakeholders feel better when they have a plan they can track and hold you to. In most cases, the end date is determined by the product release date. Unfortunately, you have no control over that deadline, so you will have to work with whatever it is. The important things to put in the schedule are review dates. These are the dates when you will release what you are working on and have the SMEs go over what you have created. Most plans have three review dates (First Draft, Second Draft, Final Approval). Depending on your project, you will need to give the SMEs time to review. A week is the bare minimum amount of time you should give them, and two weeks is better. I’ll go into the nuts and bolts of a documentation plan in a later post.

Track your time, track your work

The best way to stay out of trouble with a boss obsessed with results is to track your work as closely as possible. For one set of bosses (I’ve got eight bosses Bob) I went as far as to document every paragraph or list written, every change made (no matter how small), every meeting taken, every phone call, every email and the amount of time I spent on each (padded to make up for the time I spent reading and thinking, the real work of a technical writer). This isn’t my preferred way to work, but it does offer benefits. The effort cost me a lot in terms of flow, but it kept the bosses happy. I was never as on top of a project as I was when I did that. One day, when the printer failed to print my manual, I ran a review meeting strictly from my progress notes.

Produce results as quickly as possible

This is obvious, but needs to be said. If your boss wants to see results, you need to deliver results. You need to sit with SMEs and get them to talk, even when they don’t want to. You need to trust people’s notes to be accurate when you can’t see the finished result. You need to accept that your first draft will not be perfect and allow your reviewers to do their jobs and help you correct things in the second draft. Think in terms of what needs to be done in order to meet your requirements rather than in terms of how you would prefer the end-product to be.

How to Write for Money

Written By Bob Sassone

So, here it is, another new year. And this year, you promise yourself that THIS YEAR it’s going to be DIFFERENT. You’re actually going to make some money from your writing!

Now, there are many among us that will be the next Stephen King or Dave Barry or John Grisham or Sue Grafton. But until that day arrives, wouldn’t it be good to get a little realistic about what you can make as a writer of only columns, reviews, and essays?

Business Writing

Generally speaking, the more “business” oriented the writing (corporate newsletters, brochures, proofreading, etc), the more money you can make.

Newsletters

Small companies, large companies, fan clubs, and community organizations often have internal or subscriber-based newsletters. Do you have the software or writing chops to actually put one together for them? Software programs and paper is cheap now, so you can produce a professional product right in your home. Or perhaps you could create and market a newsletter of your own, get some subscribers, and make some money that way. This is what I did in the early 90s. I created a music newsletter and a television newsletter in my home (with help from friends, of course), wrote up press releases, called record companies and production companies to get the word out, contacted the media, called a local printer, handled the mailing and distribution. If this sounds like a lot of work, it is. Running your own publication is a lot of work, but it’s also very satisfying. Pick a topic you know well. And it’s not really a matter of creating a glossy, slick, perfect-bound publication. Mine were just stapled together pages. It’s the useful and informative content that counts (but that’s not to say you can’t make a first-class product – do what you think will sell).

Web sites

Of course, many have gone from dead-tree newsletters to web sites. Web sites are easier to put together than you think. Web-site creating software is plentiful (some of the better ones are Adobe PageMill and Microsoft FrontPage). Knowing a little HTML helps too (tons of books available at Barnes and Noble or Borders – including the “Dummies” and “Idiots” series and a great book by Elizabeth Castro titled “HTML 4 For The World Wide Web”).

Brochures and Manuals

All companies, even small ones, have brochures, flyers, and other marketing materials that have to be created and edited. When I did sales for a major media company a few years ago, I also volunteered to put some marketing materials together because they didn’t have anyone in-house who did it. This is often the case. You might not be able to do it for Microsoft or Hewlett-Packard, but you can find local companies (ah, there’s that word again, “local” – don’t overlook all the opportunities in your area for extra income) who need help. I was once offered $1000 do rewrite the employee manual for a restaurant that once employed me. Who do you know that might need help? Maybe a friend knows a friend who owns a business?

Greeting Cards

Yes, SOMEBODY has to write those poems and funny remarks you see when you open up those cards. And the companies are more open to freelancers than you might think.

Resumes

This can be a great way to make extra money on the side. With resume and desktop publishing software so plentiful, making great resumes and cover letters for others is actually pretty easy. If you’re not sure of how chronological and functional resumes are put together, there are literally hundreds of books on resumes and dozens of web sites that will show you the way. Job-seekers don’t have to spend hundreds of dollars (like my roommate just did) for some big-time company to do their resume. You can do it too.

Editing, Copyediting, and Proofreading

Not everyone can write and edit. Since writing is all around us, text, text everywhere, we take it for granted. We think everyone knows how to write, knows how to edit, is sure that the stuff they’ve written is grammatically correct and makes sense and the words are spelled correctly. That’s not always the case. Small businesses often need help with editing and proofreading (including ads, if you think you can think of some great ad ideas for them). Also don’t overlook magazines and newsletters. Many editors look for freelance or temporary help when it comes to editing or proofreading. Sites to check out: Mediabistro (http://www.mediabistro.com), Guru (http://www.guru.com) and Newsjobs.net (http://www.newsjobs.net/usa/). And let’s not forget The Writers Resource Center (http://www.poewar.com/jobs, and http://www.poewar.com/freelance)! These are all great sites, not just for editing and proofreading, but for staff and freelance positions as well. Also, it doesn’t hurt to pick up the phone and call a newspaper in your area to see if they need help.

How about a non-writing job in publishing? I know, I know. You dread working on the “business” end of publishing. But let’s face it, that’s really where the steady money is. If you want to work in publishing, perhaps you could do what I did to get my foot in the door: I did sales and promotion full time for a music magazine. Sure, it was a lot of phone work and office-type paperwork, but it was a pretty good salary (plus commissions). Besides, you’ll make contacts you wouldn’t have made if you were waiting tables or babysitting. The publishing world runs on more than just words. Get a job in sales, marketing, circulation, distribution. It’s your foot in the door. And when another position opens up…

Magazines, Newspapers and Web Sites

Op-Ed Pieces

Newspapers are always looking for people to write op-ed (opinion-editorial) pieces on various topics. Start with your local paper. Back in the 80s, that’s how I got my first clips. Many don’t pay (though some do), but I’m a firm believer in writing for free, especially when you are first starting out, or even later when you want to get something published. It’s a great way to get clips, get your name out there, and put some impressive credits in your portfolio. Who cares if you didn’t get paid for that op-ed you did for The New York Times? I mean, it’s The New York Times! And that could lead to something else. Check the editorial pages or the masthead of the newspaper for a contact name. Many want to see the whole piece, though a few might want you to query first.

Become an online community leader

There are many online communities, sites where people who share the same interests get together to share information, chat, exchange information and links, learn new things about a particular topic (health, computers, music, movies, sex, politics, the latest episode of “Battlestar Galactica,” etc). Many online communities don’t pay, but three of the top sites pay regularly and are worth checking out: About (http://www.about.com), recently bought my media giant Primedia, is one of the most visited sites on the web. Community leaders share a percentage of the ad revenue generated by the site, which right now is between $100-500 a month, sometimes more. But hurry! Topics that need to be covered are going VERY quickly. Suite101 (http://www.suite101.com) is a similar site, jam-packed with great info, though it doesn’t pay as well ($25 if you update weekly, less if you do it every other week or monthly). But being a less-visited site, they have more topics available right now. Terrashare (http://www.terrashare.com) takes a slightly different track, telling their community leaders they will give them there own web site for free, and the more visitors you get to visit your section/site, the more money you make.

Teach

Schools and local colleges are often looking for writers to teach classes. Even if you don’t see an opening listed, write up a proposal, along with your resume and clips, and send it along to a school. Many times you don’t even have to have a teaching certificate (check your state laws). But even if you do, that doesn’t mean you can’t teach privately in your home. Charge by the hour. Get 4 or 5 students and the money will add up every week.

To make more money from your writing, start to think a little differently. Sure, getting a regular syndicated column in 100 newspapers or writing a best-selling novel are great goals. In the meantime, make sure you can pay the rent. You might have to take other work at the same time to make ends meet, but with a little flexibility, you can still call yourself a writer, learn the ropes, and be a few steps closer to the writing career you want to have.

Bob Sassone is a contributor to TVSquad.com and has written for Salon, McSweeney’s, Tripod, iUniverse, Compuserve, North Shore Magazine, and other publications. A book of columns and essays will be released later this year, as will his first novel. Web site: http://www.bobsassone.com.

How to Send an Effective Press Release

Capturing a publication’s attention can be a difficult task. You are competing against a variety of other people, causes and events. To win this competition you must do two things. First, you must gain their interest. Second, you must present your story in a professional manner that will make it easy for them to give you the coverage you desire. Here are some tips to help you send effective press releases.

Know Your Target

Find out who the publication’s editor / reporter / blogger is for the section you want your press release to appear in. Include that person’s name on the press release, not just on the envelope or in the email address.

Pick One Person Per Publication

Once you’ve chosen the appropriate person, stick with them. If the article needs to be passed off to another reporter, the publication will make that decision. If you send your press release to more than one person, any problems that develop from duplicate coverage and effort will be blamed on you.

Don’t Just Send, Call

To increase your chances of getting coverage, call the intended recipient before you send the press release and call a few days later to make sure they received it. Making first contact by phone will also help you find the appropriate person to send your press release to.

Give it Time

Don’t email a press release the day before an event and expect your event to receive coverage. Give the maximum possible amount of time for the publication to decide how they want to cover the story. If you feel the event is so far in the distance that they might forget about it, then simply send another release as the time for the event draws nearer.

Know Your Deadlines

Magazines, even weekly ones, are planned months in advance. Seasonal events such as Christmas and Thanksgiving are great examples of this. Holiday issues are frequently developed in the heat of summer. For calendar items, know when the publication’s submission deadline is. Do your research.

Keep it Short and Informative

Reporters and editors are notoriously busy. Most press releases should be kept to a single page. Two pages is acceptable but not optimal. If the publications want more information, they’ll ask.

Write it in a News Style

Put the primary information (who, where, what, and when) into the lead (first paragraph), and avoid a heavy sales pitch. No exclamation points!!! Use short words and sentences. Make sure what you’re saying is very clear. Many publications will directly reprint a press release, as long as it is written in a professional news style. Buy either the AP Stylebook or the Chicago Manual of Style, and learn the general guidelines for abbreviating words, writing numbers and capitalizing names.

Use Postal Mail or Email

You should check with each publication to find out their preferred system for receiving press releases. In general, email is acceptable and postal mail is fine. Faxes are hard to read or to include photos with, so avoid faxing.

Help keep it Together

For printed press releases, always include, at the top corner of every page, a two or three word description of the story, the name and contact information of key contact people (no more than two), the page number (if there is more than one page) and the release date (usually “for immediate release” or “please hold until ??/??/??”). For emails, include this information at the beginning of the email. Be aware that most people will hit the reply button to respond to an email, so send your press release from an email address that you will be able to follow up from.

Show and Tell

If you have good photos, send them or include the words “photos available upon request” with your information at the top of the first page. Only send high quality photos, however, and only when they add to your story. Place photos between cardboard when mailing. Don’t tape or paper clip the photos or you risk damaging them.

Make it Easy on the Eyes

Use standard 8 1/2″x 11″ paper typed on one side only. Never break a paragraph across two pages. Leave wide margins for editors to write notes in. A 1 1/2″ or 2″ margin on each side is fine. Also, use a standard font; fancy text may look nice, but it is hard to read.

Dress for Success

Don’t fold your press release like a letter. You should fold it so that the headline and date will be the first thing the editor or reporter sees upon opening the envelope.

All Good Press Releases Must Come to an End

End a press release with either “###” or ” -30-” typed across the center of the page, three lines below the end of your text. If a release has greater than one page, type “-more-”, centered at the bottom of the pages preceding the final page.

How to Become an Expert Writer in Any Field

Nothing can replace four to eight years of college study and years of industry experience, but to be a writer for an industry, you rarely need such a high level of expertise. A writer’s best tools are the same as in any field, years of study and experience. Your experience happens to be in the field of writing.

Once you decide to write for a particular specialty, however, you need to do some catching up. It is doubtful you will know more about the field than most of the people you interview or write for, but a good general knowledge, and an up-to-date knowledge of where the industry is going, will get you a long way. After that, you will have to gain knowledge the way they did, through experience.

These are a few steps to get you started:

Subscribe to the Magazines
Every industry has specialized magazines and journals. These are a prime target. If you can’t afford all the magazines, at least try to find a library that carries them.

Read the Articles
Look especially for articles that are informative and understandable to you. Study the way the articles are written as well as the information they provide.

Write to the Advertisers
Write a personal letter to leading companies in the industry, explaining that you are a writer in the field and would appreciate receiving press releases, product announcements, and sales brochures.

Follow the Web
Check the Internet for industry news, companies, and dedicated web pages. Bookmark these pages, or better yet create your own page so that you have the information ready to access and available to help others.

Read Introductory Books
Buy them if possible so that you can set up your own reference library. As you learn more you can build up, but the first goal is to be able to talk and write about the subject intelligently.

Take a Class
There are many advantages to taking a class. You gain both knowledge, and relationships with people who have similar interests. It isn’t necessary to get a degree in the subject, but any class is sure to help.

Meet People
Almost every industry has conventions. When one is near you, be sure to attend. You should also write people in the field and solicit their advice or stump for an interview. The net is especially good for this. People are more apt to reply to e-mail than a formal letter, because of it’s casual nature.

Write
Your goal may be to become a technical or advertising writer in the field, or to become a magazine or book writer in the field. The key is to get something under your belt. Try to come up with magazine article ideas and pitch them to the magazines you subscribe to. Find more general articles that may be of interest outside the industry. The important thing, no matter what your goal, is to have a writing sample you can show to prospective clients.

Don’t Stop
Maintaining expertise in a field is an ongoing process. Innovations occur every day, and it is in your best interests to keep up with them. The mind only goes in two directions on any subject, learning and forgetting.

Writing for City Web Sites

By Chad Morelli

Right now, in a small cubicle on the second floor of the city hall building in your town, there is a web content editor who is frustrated, angry, and tremendously stressed.

And why is our poor friend having such a bad day? Why has he alone been subjected to the terrible anxiety that comes with managing a web site? Why must he endure the pressure and constant worry of formulating quality content each week for his city’s citizens to view?

At least one reason for this tragedy lies in the fact that many freelance writers have not yet discovered the incredible market that lies in writing for their local city government. Nearly every city, no matter how small, is trying to put together a web site for their citizens to visit.

The only problem, of course, is what do they put on their site? Having a presence on the web is one thing. Giving your virtual visitors something to read is quite another.

Enter the freelance writer. By providing profiles of people, local attractions, or even a list of the best stores in the town shopping center, freelancers can give our fateful web content editor something to post on the city web site.

Freelancing for city web sites offers a number of great advantages. Generally, you won’t be competing against as many freelancers as you would with a magazine. Most established freelancers won’t even consider doing a story for a small town, as the pay is very little (if any) and the number of people who will be viewing a city web site is limited. However, if you are a freelancer that is just starting out and is itching to get published, the town web site might be for you. In addition, your query to a city web site will be answered almost immediately. Queries to magazines will usually be required to go through snail mail, then be sorted by the magazines mail room, then be routed to the appropriate editor, and finally be returned to you weeks, sometimes months after you had written it. At city web sites, the email of the web master is always listed, along with other people you might want to contact. And even if you don’t send your query to the person who ultimately makes the decision, email is quite easily forwarded.

Another advantage of writing for your city’s web site is the freedom you will more than likely experience. I have yet to find a city with a web site that has its own style. Instead, there is usually a smorgasbord of topics and styles to match. Unless you are writing for a large city with an established web site, you will have an opportunity to develop your own style and maybe even experiment with your voice a little.

This does not mean you can be sloppy with your work. As with any writing market, the quality of your work will ultimately decide if you will be the freelancer chosen to do the piece.

A quick review of local government web sites will get you familiar with what kind of content they use. In general, most sites will have a “Feature” or a “Spotlight” page, and sadly, these pages will usually have a feature from many months ago. The town I live in, for example, once went an entire year without changing their spotlight page. They were more than happy when I provided an article about a local festival that took place in February of 2000, as it replaced a feature story from January of 1999.

Any web search engine will provide you with a list of city and county web sites. Focus on your own town and those cities that are nearby, and browse the pages to see what kind of writing they have on their site. Then, start paying close attention to what is happening in your town. Is a yearly festival coming up? Are any new restaurants opening? Will the city be hosting any events or seminars? Any of these things could make the perfect story for a city web site. Rattle off a query to the web editor and see if they might be interested in your services.

Once you do get your first job writing for a city web site, it can lead you to a number of lucrative opportunities. It may not be long before you are a regular contributor to your town’s website. Who knows, maybe one day you’ll be writing press releases for the mayor!

Chad Morelli is a freelance writer and is the Chief Web Content Editor for a large internet company in California. He has written for numerous publications on and offline, including the Alameda Newspaper Group and Schoolsports.com.

Extended Stay

As I promised last month, today is the day I am releasing my first eBook of poetry, Extended Stay.

Extended Stay is divided into two parts. The first part, Recovery, is a set of poems I wrote about my mother’s long hospitalization and recovery from a surgery that had severe and unexpected complications. The second part, Road, is about my life as a long-distance commuter working at various tech companies over the past few years. I hope you enjoy the book.

Please note that this is an initial release. I would love it if anyone kindly pointed out any misspellings or other problems and gave me their feedback. I am offering my eBook free of charge for the first 100 people who download. All I ask in return is that you take the time to read it and leave a comment here.

Here is a sample poem to whet your appetite:

Condition Signals

I am staring at the parking lot as it empties
Hardworking party members head off to do
Charity work for the people of Kuala Lumpur
Or maybe it is time for half-priced appetizers at Applebee’s
I have many action items to make good on
Alone with the stragglers in their remote cubicles
Before I can search out my own franchise

Each hour dissolves professional into personal
Phone calls and emails and windows
There is a pressure behind my face that could be sinuses
Or disconnection
Or if I have the right fantasy
Could be the eventual manifestation
Of my long-awaited super powers
I push away from the window and head back
To the computer
The cubicle
And the comfort of my action items

Download Extended Stay

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