7 Deadly Sins of ePublishing

If you publish online, you need to read this!  Online publications or ePublications (e-books, e-forms, e-zines, e-reports, etc.) are now a standard method of delivery in today’s market, as this medium is cost effective for the author and provides instant gratification for the reader.  Business owners are using ePublishing as a means of getting information about their products or services in front of prospective customers; often in the form of opt-in rewards.  However, there are special considerations when ePublishing that often get overlooked and can result in a disappointing experience for your reader.  Below are the 7 Deadly Sins of ePublishing.  Make sure you are not committing any of them!

Sin #1: Assuming Your e-Publication will be Read Online

Just because a consumer prefers an electronic delivery method, doesn’t mean they prefer to read your publication online.  There are still many people who prefer good old hard copy when reading publications.  I, for one, have a hard time reading long documents online and I prefer to print out ebooks and articles.  One main reason is that I often get inspired as I read and take notes.  Also, my retention is better when I read hard copy. Nothing is more frustrating than downloading an epublication where the author has clearly given little thought to the hard copy reader.  

Sin #2: Not Using Page Numbers

This may sound basic, but more often than not, I download a very usefully epublication and scroll down only NOT to find page numbers. Think of page numbers as the address numbers on houses.  You may know what street you’re on, but without the house numbers, how are you supposed to figure out which house you’re looking for?  In addition, the page definitions in pdf readers can differ from the actual document (the screen may show you’re on page 8 but the in the document, it is really page 9) and can mean serious frustration for a reader looking only to print a specific page of your epublication and can result in your readers wasting ink and paper.  Remember, page numbers are a must.  

Sin #3: Over Use of Images & Color

Visual appeal of epublications is extremely important, and nothing adds that “pop” like great images and color.  However, it is a bit arrogant to create an epublication so graphically intensive that the “hard copy” consumer has to go out and buy new ink cartridges just to print out your publication; now you’ve cost them money before they know the value of your product or service.  In addition, epublications full of graphics and images take longer to download and take up more storage space.  At the very least, create a “print-friendly” version for your readers (see sin #4).

Sin #4: Not Creating a “Print-Friendly” Version

Some time ago it used to be the norm to have a “print-friendly” version of an online publication.  I don’t know when or why this changed, but it should be a standard for any ePublisher as it let’s your reader know you’re considerate of their resources.  Simply converting your blog, webpage or document to a pdf does not alone make it “print-friendly.”  A “print-friendly” epublication has 3 critical elements:  1) fewer, smaller or, no graphics/images, 2) is in grayscale 3) single line spacing (see Sin #5).  Keep in mind print-friendly versions take less time to download, print and take up less storage space.

Sin #5: Using Wrong Line Spacing for “Print-Friendly” Versions

Most word processors are now using 1.15 line spacing as a standard.  This is fine for short online publications or 1-2 page hard copy publications.  But for any “print-friendly” epublication longer than two pages, single spacing should be used.  The reason is that while the extra line spacing looks great, it also causes your epublication to print on more pages.  Help your “hard copy reader” save paper and use single space line spacing for print-friendly versions.

Sin #6: Not Using Enough Formatting

I understand that we are all busy and great content for epublications often comes from existing sources like a website or blog.  However, while the content may be re-purposed, you still need to take your epublication’s formatting seriously.  Formatting serves a very important purpose:  to increase your epublication’s readability and retention.  Using to little formatting (just like using too much) actually gets in the way of your reader’s ability to read and retain the information.  Everything from the types and sizes of fonts, the use of bulleted/numbered lists, the control of text flow to the use of white space and color needs to be carefully considered.

Sin #7: Not Following Web Formatting Guidelines

Just like not using enough formatting can get in the way, so can using the wrong formatting for the delivery method.  Some print formatting techniques don’t translate well to epublications.  Here are a couple of guidelines:  1) Underlining should not be used in an epublication unless it is a hyperlink, as readers will think they can click on it and it confuses them if it is not a link.  2) Italics and script type fonts should be avoided as they are hard to read in an online publication.  3) Use san serif fonts like Arial or Helvetica for online publications, but for “print-friendly” version, use serif fonts (like Times New Roman which is the norm for print publications).

Make sure your e-publishing skills are up to snuff!  Register today for my Guru’s Guide to Effective E-Publications at: http://www.yourofficeguru.com/goguruclasses.html

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3 Best Reasons to Buy a New Computer

This is part two of a two part blog.  Now that you’ve read part one, the 3 Worst Reasons to Buy a New Computer, here are the best reasons to help you make an informed decision.

Reason 1: The Fix Costs More than Brand New

Anytime a repair will cost you more than the cost of a new system (over $400 for most PC’s), or even half of what you paid it’s time to consider a new computer.  Start by doing some research on the cost of a comparable new system to ensure a fix would not be more economical.   In my opinion, the only time it’s reasonable to pay over $400 for a repair would be to recover data from a failed hard drive, but I don’t really consider that a repair.  Also, always check a manufacturer’s website to ensure the product you own is still supported.  If you can’t tell from the website, then give them a call.  One telltale sign that a manufacturer is going to discontinue an item is when they no longer provide support for it.  That doesn’t just mean no tech support will be available when something goes wrong, it can also mean no or hard to find replacement parts if the item fails.   

Reason 2: New features or Functionality will Make You More Productive

This is one of the best reasons to purchase a new computer (combined with reason number three), after all, our computers are supposed to make our lives easier.  If your current system is a desktop but you’d like to flexibility of working remotely, it may be time to consider a laptop.  Or, if you’re sending a graduate off to college, you might want to consider sending them to school with a MAC rather than a PC as MACs can be better and more worry-free for students, in addition to being well-supported on college campuses.  The important thing is to make sure your new purchase will be a considerable “step up” in productivity for you and not a “lateral” move.

Reason 3: You’ve Outgrown Your Current Computer

This reason goes hand in hand with reason number two.  If you’ve run out of hard disk space trying to upgrade to the latest version of Windows or your system is running so slow you have time to take a walk around the block by the time it finishes booting up, then it may be time for a new system (assuming there’s not another “fixable” reason for the slowness). 

One final note, if and when you do purchase a new computer, don’t forget that there are others that could benefit from your old system.  Consider donating your old computer to a local charity or if it’s too old to repurpose, make sure you dispose of it properly thorugh a company that accepts ewaste.

3 Worst Reasons to Buy a New Computer

Considering a new computer?  Read this first!  One of the things that I dislike about my industry is that often times, consumers like you purchase computers unnecessarily and all too frequently, a salesperson (who usually knows very little about the item they are trying to sell) is eager to take your money.  So, since I’ve always considered myself a bit of an underdog for the user, I’m sharing with you a “techie’s” perspective on what you should (and should not) be considering before you buy.

# 1: It’s on sale

I get it.  You’ve stopped by Best Buy just to get ink and some batteries and, next thing you know you’re pursuing the computer isle rationalizing your “need” for a new laptop.  After all, your “old” laptop is just a 15 inch with a regular old keyboard but, the one that is calling your name has a finger-scanner and, it’s on sale!  It’s on sale, but so what?  A low price alone is never a reason to purchase a new computer, especially not on an impulse buy.  Purchasing a new computer takes time and planning:  making a checklist of the features you need, comparison shopping and, planning the timing so you don’t lose precious productivity setting up and getting acquainted with your new system.  The deal won’t seem so hot when its 11pm, you’ve spent the last six hours trying to get the blasted thing connected to the Internet and your client is waiting for reply to an important email.

# 2: Some told you (without facts in support) you need to

Just because there is a faster, cooler and shinier computer at the store or your friend just bought the latest and greatest, does not mean the computer you have isn’t getting the job done.  Never let anyone talk you into buying a computer unless they can give a convincing argument as to why the system you have can’t do the same thing (or you meet the criteria in part 2 of this article). Simply put: YOU are the one that has to use the computer and any purchase consideration needs to be based on YOUR work process.  Don’t let your friend, the social media butterfly, who just bought an iPad talk you into purchasing one for your business when you’ve used a PC all of your life. 

# 3: You’re launching a new business, product or project

I know that somewhere on your “New Business Setup Checklist” it may say to get a new computer.  Or, perhaps you figure that since you’re launching a new product now would be the perfect time to buy a new computer so you can start fresh. However, I advise you against it.  A new business venture or project alone does not give good reason for a new computer; in fact, it can be counterproductive.  The reason is that once you purchase a new computer, it’s the same as pressing “pause” on your current project (and your life) while you set it up, migrate your files, install software, install hardware, learn how to operate and, test your new system.  And trust me; this never goes as smoothly as planned; especially if your new computer comes with a newer version of the operating system or if you can’t find all of your software discs.   

Take my advice that an ill-timed computer purchase can put the deep freeze on your hot new business or project.

Be sure to check out Part 2 to learn the 3 Best Reasons to Buy a New Computer.