Do you spend a lot of time looking for information that you already have? I do, even though I’m very careful about creating folders, subfolders and everything else you’re supposed to do to keep computer files organized. Usually if I can’t find what I need, the reason is often the same. It has everything to do with the name of the file.

What makes a file name good or not so good? It’s all about your point of view, or rather, thinking in terms of the other person’s point of view. So many people consider only their own perspective. I can’t tell you how many documents I’ve received with names like “Speech” or “My Presentation.” Names like those aren’t much help to anyone, including the document’s creator.

So if you’re creating a document that’s likely to be shared, give it a name that makes sense from anyone’s frame of reference. Instead of “My Presentation,” name it something like “(Your Name) (Your company) 2009 Marketing Presentation.” Or if the presentation already has an “official” name, perhaps as part of an event schedule, use that name. Assigning the right file name makes things easier for everyone.

Dick’s an accomplished print writer, audio/video copywriter, promotional writer, script & speech writer, director/producer of conventions & events, . He can craft an effective message in almost any medium. He understands how to motivate, inform and entertain a direct sales audience.  Learn more about how he can help you at http://luceandassociates.com/Dick-Wilson.html

Dick Wilson

I coined the term “Revenge of the Word Processor” in the early ’80s, when I first began using a computer. The phrase refers to the unintentionally amusing, embarrassing, or goofy results that happen when people let their spell check software run, well, unchecked.

A great example of this happened last week to a luckless copy editor at Brigham Young University’s student newspaper. Spell check turned what should have been the word “apostle” into “apostate,” which means almost the exact opposite. A quick proofreading would have revealed the mistake, but that didn’t happen. Instead, thousands of newspapers were printed, distributed and then hastily recalled.

The moral? Take the time to proofread. Spell check is a great first step to help catch common spelling or typographical errors. But step #2 should always be a careful proofreading by at least one pair of human eyes. That’s the only way to make sure you don‟t fall victim to Revenge of the Word Processor.

How do you handle the copy you produce for your events and publications?  Would love hear your thoughts in the comments below!

Dick’s an accomplished print writer, audio/video copywriter, promotional writer, script & speech writer, director/producer of conventions & events, he can craft an effective message in almost any medium. He understands how to motivate, inform and entertain a direct sales audience.  Learn more about how he can help you at http://luceandassociates.com/Dick-Wilson.html