5 Free Ways to Create a PDF

June 29, 2010 in Technology Tips | Comment

5 Free Ways to Create PDF“Can I create a PDF without buying Adobe Acrobat?”

“Can I create a PDF for free?”

The business world loves portable document format. So does just about everybody else. And the answer to both questions is yes.

Adobe Acrobat is the gold standard for PDF creation and modification. It’s a powerhouse packed with every PDF manipulation feature imaginable. But it doesn’t come cheap. If you do lots of conversions, PDF editing, and forms creation, I highly recommend it. But what if you just need occasional, basic PDF capabilities—and you don’t want to break the bank?

Check out these free PDF creation alternatives:

  • Zamzar.com: Who says you have to convert your documents just to PDF? This site does that and so much more—for free. You’ll want to bookmark this workhorse. Have a file in a format you can’t open? Let Zamzar convert it to a format you can.
  • Microsoft PDF Add-In: If you’re using Microsoft Office 2007 products, this free Microsoft add-in is a no-brainer. Just get it. Even if you have other PDF software, you’ll love the convenience of converting your documents right in Office. Already upgraded to Office 2010? The PDF conversion feature is built in.
  • pdf995: This was the first free PDF software I used, so I’m a little sentimental about it. And you can do a lot more than just convert files if you add PdfEdit995 and PdfSignature (also free). If you can live with the ads, this is a great no-cost deal. If you can’t, you can upgrade to the ad-free version of pdf995 for … you got it . . . $9.95. The 3-program suite costs a whopping $19.95.

Other free PDF creators include PrimoPDF and CutePDF. Both offer upgrades with more features at a fair price.

So if you’re a small business or association on a tight budget, you can create PDFs without Adobe Acrobat. For free. Give these options a test drive. Select the ones that work best for you. Upgrade to paid versions if it makes sense.

Preparing PDFs doesn’t have to be complicated—and it sure doesn’t have to be expensive.  Free gets the job done, too.

Ramona Goutiere

Ramona Goutiere

Goutiere Professional Business Services

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Copyright ©2010 Goutiere Professional Business Services/Business Tips-Business Tools-Business Tactics • All rights reserved
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Is Your Web Site User-Friendly?

June 22, 2010 in Marketing Tips | Comment

Web site usability and Jakob NielsenYour small business may have the flashiest Web site on the planet, but you discover it’s just not generating bottom-line results. You’ve done some killer SEO. You’ve nailed your “unique selling proposition.” So why isn’t your Web site performing?

Maybe your Web site just isn’t user-friendly.

Say what?!

Enter Jakob Nielsen, a Web site usability expert obsessed with human-computer interaction. Nielsen dissects how Web site visitors relate to a site: How do they navigate? What parts of the page do they view? What do they ignore? How do they read? What do they read? What Web design features turn them on? What Web design features turn them off?

And that’s just the start. Nielsen has answered hundreds of questions about the human-Web relationship based on user studies. He’s nailed what users actually do when they visit a Web site. So if you want your Web site to be truly user-friendly, put Jakob Nielsen’s recommendations to work.

Nielsen offers to-die-for trainings, seminars and reports, but his expertise doesn’t come cheap. If those items are beyond your present budget, subscribe to Nielsen’s bi-weekly Alertbox. It’s free. Yes, these Alertboxes are teasers for the big-ticket items, but they’re packed with no-nonsense nuggets that identify what users want—and don’t want—from a Web site.

Soak up the Alertbox archive to get a quick education on why Web site usability really matters. And while Nielsen can get a bit technical here and there, he also delivers pure practicality. It’s amazing stuff.

I can tell you that I started writing Web content from a smarter perspective after studying Nielsen’s Alertboxes. It wasn’t exactly serendipity—but it was close. The Alertboxes should be required reading for every Web site designer and copywriter.

So take an honest look at your Web site from your visitor’s viewpoint. Make it easy for him to do business with you. Keep the human side of the relationship engaged. You’ll get better results with a user-friendly, user-driven site.

And be sure to thank Jakob Nielsen all the way to the bank!

Ramona Goutiere

Ramona Goutiere

Goutiere Professional Business Services

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6 Tips to Jump-Start Your Association Newsletter

June 15, 2010 in Association Tips | Comment

Newsletters can be great communication tools to get the word out to your members and constituents about your association’s work. If you’re considering an association newsletter, what are the basics you need to know? What if you’re rethinking your current newsletter approach? Here are some quick tips to get your association or nonprofit on the right track:

Go electronic. Use e-mail delivery to avoid expensive preparation, printing and mailing costs—and get your information out sooner. Save print for your scholarly journal or annual review.

Use an HTML template rather than a PDF. I have to be honest: I just don’t read newsletters that come in PDF format. I want a newsletter e-mail that’s easy to scan and easy to navigate. You can set up an HTML newsletter template through your association’s Web site, or you can use an online e-mail campaign manager like MailChimp (free account option; free templates; special nonprofit discount). Make sure to brand your newsletter with your association’s logo and look.

Set a release schedule—and stick to it. Whether it’s weekly, monthly, quarterly or something else, make sure you deliver your association newsletter on schedule. You want your members and stakeholders to look forward to each edition—and you want them to miss it if they don’t get their copy. Make your habit their habit.

Come up with a game plan for your newsletter’s content. You can set an editorial calendar (e.g., January topic—Business Financing, February topic—Strategic Planning). You can have features that appear in every edition (e.g., Member News, Tools You Can Use). Or you can have a combination. Don’t use the “what should we put in our newsletter this time” method. You’ll waste too much time trying to come up with content. Remember: A standard newsletter outline is still flexible. Your deadline isn’t.

Write what’s hot. No matter how you come up with newsletter content, make sure it’s timely and relevant. Lead with your hottest topic. Don’t lead with “A Message from the President.” Use photos and graphics to enhance your stories. Write catchy headlines: “5 Foolproof Ways to Send Sales Through the Roof” will keep your members reading. “Effective Methods to Increase Sales Revenue” won’t. 

Write clearly. You’re in the Internet fast lane, so make your electronic newsletter a filling but fast read. Keep your articles brief. Write at the Grade 8 reading level or below. Use short paragraphs, short sentences and short words. Write in active voice. Use bold type, bullet points and white space. Use links to direct readers to additional information.

Use these 6 tips to get your association newsletter on track and on target. Make your publication a must-read for your members—and a member benefit they just can’t do without.

Ramona Goutiere

Ramona Goutiere

Goutiere Professional Business Services

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Copyright ©2010 Goutiere Professional Business Services/Business Tips-Business Tools-Business Tactics • All rights reserved
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7 Tips for Better Member E-mails

June 8, 2010 in Association Tips | Comment

Association E-mail TipsMany associations use e-mail as the primary method of contact with their members. Why? It’s fast, efficient, and cheap. And if you’re managing an association with a virtual storefront and no physical office, it’s essential.

Members always have questions, concerns, problems and suggestions. So how can your association best manage this barrage of incoming e-mails? Here are 7 association management tips and tactics for better member communication:

Divvy up the e-mail workload. You can funnel all inquiries to a single e-mail address like admin@yourassociation.xxx. You can also divide the workload among officers and staff by position or function. Examples would be president@, treasurer@, and membership@. E-mail addresses and forwards are easy to set up for your Web site. So why not share the fun?

Set up standard responses to frequent questions. To save time and to ensure your association speaks with one voice, compile an electronic “swipe file” with answers to frequently asked questions. Share a copy with everyone who handles e-mail. Copy, paste and customize these FAQ documents for each response.

Answer member inquiries within 1 business day. The Internet has made everything instantaneous and immediate. Answer member inquiries within 24 hours. If you can’t provide the full answer, send a quick note acknowledging the e-mail and tell the sender what you’re doing about it. Don’t let your members wonder where their association is.

Keep it simple. We all have the attention spans of gerbils when we’re on the Internet, so don’t create long, text-dense e-mails. Keep your message brief and focused. Write in active voice. Use short sentences and short paragraphs. Pepper your response with headers, bullet points and bold text. And if your e-mail’s readability tests higher than Grade 8, start over.*

Don’t sugarcoat bad news. Don’t spend 3 paragraphs dancing around because a member’s renewal check bounced. Get to the point. You’ll have far more credibility if you deliver the bad news immediately and then follow up with the other stuff. And is that other stuff really necessary?

Put a smile in your e-mail. Keep your e-mail responses conversational and personal. Let your members know you’ve heard their complaint/issue/suggestion/question. Call them by name, thank them for contacting you, and encourage them to contact you again if they have questions. And it doesn’t hurt to wish them a great evening/weekend/holiday, does it?

Use the phone. Yep, you read that right. E-mail is fast and convenient, but sometimes the phone is the best way to go. If you have members that haven’t adapted well to e-mail—or the situation really can’t be handled by e-mail—just pick up the phone. Voice still works! Who knew. 

Keeping members happy is the best retention strategy out there. Make quick and clear e-mail communication a key piece of that strategy. Start with these 7 simple tips that will improve your association’s e-mail skills—and your member relations.

Ramona Goutiere

Ramona Goutiere

Goutiere Professional Business Services

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*Go ahead. Ask. This post’s readability score: Grade 7.

Copyright ©2010 Goutiere Professional Business Services/Business Tips-Business Tools-Business Tactics • All rights reserved
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Business Leads: Research your Internet prospects

June 1, 2010 in Marketing Tips | Comment

Research Your Internet Business LeadsWe get business inquiries from a lot of different directions these days.  One of the biggest sources is leads obtained through our Web sites and our online advertising.

But the Internet is rife with spammers and scammers. So how do you evaluate what looks to be a promising business lead?

 

Rule #1 about working with Internet prospects: Do your homework before you respond. Do it to find the ”red flags” and to give yourself some “inside” ammunition if the prospect turns out to be hot.

Master the research power of the Internet, and be relentless. Dig until you’re satisfied you have what you need. Some tips and tactics to get you started:

  • Google everything—name, address, telephone, anything you have. Be creative. Don’t give up if there’s nothing on page 1; what you need to know may be buried on page 8 or 9. Keep looking!
  • Check the online telephone directories to verify the phone number—and who’s attached to it. I like AT&T and SuperPages. If you get one of those “unlisted” 800 numbers, check 800Notes.
  • Check online licensing boards and professional associations. Verify licenses and memberships for engineers, CPAs, attorneys, real estate agents—you get the picture. In some cases you’ll also be able to find out if there’s been any disciplinary action.
  •  Check state business registration/business name sites. This approach can be frustrating because you may have to drill down through state and local government layers to get to the good stuff. Worth a shot if you have the time and your lead is promising.
  • Check some of those “background search” sites. I usually come up with additional tidbits that help me put other info into perspective–without paying for a report. Try My Life or 123pe0ple.

Rule #2 about working with Internet prospects: Most will tell you—including me—to “go with your gut.” If that squeaky, annoying internal voice is telling you something’s out of whack, you’d better listen. Intuition, premonition or any other “-ition” trump Internet research every time. Don’t hesitate to walk away if the situation doesn’t feel right.

Bottom line: The Internet is a great way to get clients—and a great way to size them up. Just remember the 2 rules about evaluating online business leads:

  • Do your Internet homework.
  • Listen to your internal warning system.

Ramona Goutiere

Ramona Goutiere

Goutiere Professional Business Services

Contact Me

Copyright ©2010 Goutiere Professional Business Services/Business Tips-Business Tools-Business Tactics • All rights reserved 

 

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