Transform Word To Excel: Powerful Capabilities Of The PDA

Transform Word To Excel: Powerful Capabilities Of The PDA

In the tech landscape, few solutions or capabilities revolutionize business operations. Perhaps, it is a once or twice in a generation paradigm shift for businesses when it comes to improving processes and systems with tech. As the Professional Document Analyzer is integrated as a solution across verticals, new applications for capabilities are discovered. Such a discovery has the power to change the automation and scaling of businesses in a big way.

Parsing A Word Document

Working with a client, the Scion Analytics team discovered how the capability to convert Word documents into Excel can transform the way IT requirements are handled for an enterprise-level business. In fact, there are no current tech solutions that can parse a Word document and PDF and break it down by sentence, paragraph, and section, and put it in an Excel format.

What makes this capability revolutionary is the impact of making unstructured content more structured and thereby more usable to businesses. For example, creating a Requirements Traceability Document or a Work Breakdown Structure (WBS) is intended to give a project plan more structure and assign people tasks for durations. The more structure a project plan has, the more successful it is bound to be in the implementation in the workflow.

What Sets Scion Analytics Apart

Before the PDA introduced converting Word Documents to Excel, optical character recognition (OCR) could use a picture of a text and put it through a scanner to render an Excel spreadsheet. OCR as a capability was not perfect; it depended on the quality of the scan where characters may be blurred or misinterpreted.

Therefore, the PDA having this powerful capability that works with real PDF format or Word documents is a gamechanger when it comes to real-world use cases. For example, developers or testers that rely on Microsoft Project cannot upload a Word Document into that program. When every other program on the market requires the user to put commas to limit the quantity of text being converted. The PDA has no such restrictions and is the only solution that facilitates the import of Excel Documents to Microsoft Project.

The PDA creates efficiency and automation in the workflow as it removes that extra step for users importing content into Microsoft Project. The removal of the extra step could translate into thousands and thousands of dollars of savings in labor costs and project timelines for a business.

The capabilities of the PDA remain to be fully explored by the marketplace and user base. Originally a tech solution for the federal government contracting space, the PDA has matured into a powerhouse tech solution for medium to enterprise-level businesses. The ability of the PDA to instantly parse a document and convert it into an Excel format has limitless implications for the future. The fact that the PDA is flexible and customizable for a specific industry is further proof that the platform must still mature into its full power. It is up to the business to discover the implementation and best practices for the unstructured content that is made structured in the hands of the PDA.

Does Tech Need More Empathy Marketing?

Does Tech Need More Empathy Marketing?

The lore of Steve Jobs travels much farther than Silicon Valley and Apple storefronts. To some devotees, Jobs was a once in a century visionary akin to Henry Ford and Nicholas Tesla in genius. His predilection for transcending the possible in consumer tech products earned him a place in history textbooks. The world divided before and after Apple launched its products is the world we live in today.

The interesting thing about Jobs is that he was less a technical visionary and much more a brilliant marketer. He had philosophical convictions gleaned from Zen Buddhism and monks infused into the core of Apple. He believed that the personal computer was an extension of the user so much that he termed it a “second self”. “I-Phone”, “I-Pad”- my phone and my pad is technology internalized by the user.

What Is Empathy?

What Jobs intuitively excelled at is incorporating empathy into his marketing. What is empathy? Empathy is the ability of a marketer to share the emotions of the consumer. To feel customer’s emotions as they are feeling them on the buyer’s journey and to connect with and support those emotions at important stages. Much like Jobs prophecy for tech, empathy goes beyond mere understanding between marketers and consumers to the point of a viscerally intimate connection.

Fast Company explores the power of empathy, “Technology used to attract us through specs and features; today it has to enable an experience. Even our perception of what makes a product valuable has shifted, to the point where a brand-new sound system or a dress like the one on the magazine cover is actually less desirable than something with a strong story attached.”

Furthermore, the Content Marketing Institute identified in its research the mistake that B2B tech companies make when marketing to an audience. When 65% of B2B consumers say they get too much marketing content from companies, the issue is not as much the volume of the content as the transactional nature of it.

Whether B2C or B2B tech purchase, at the end of the day the company is selling to people that buy when they are emotionally invested in the product. 

The Power Of Empathy 

Fast Company has found, “This is what’s going to take you from being a seller to a business partner. Empathy creates trust; it creates an experience that is based on more than just a transaction; it moves buyers from being passive and skeptical to engaging with you because they care. And when they care, they are more likely to stand with you, to advocate for you, to create more business, and to be loyal because they have no reason to go anywhere else.”

Jobs knew this too well. For a consumer to adopt to a new product and treat it like a “second self”, the consumer had to trust Apple. Apple developed a level of sophistication in messaging and emotional experiences that created a cult following. A consumer frenzy to experience the Apple brand.

As tech companies grow their marketing departments, the message is clear. Focus less on the volume of sales content and collateral and more on sharing experiences with your consumers that last.

Impact Of Grade Level Readability On Content Marketing

Impact Of Grade Level Readability On Content Marketing

When the internet declared that “content is king’ it changed the conversations around content marketing. Gone were the days of generic information splattered across web pages and enter the days of sophisticated Google search algorithms dictating the value of the content on pages.

So, in a virtual world obsessed with communications, it makes sense for companies to get the fundamentals right. As plain language became the federal standard for communication and was heavily relied upon in crisis communications during the pandemic, it reinforces its simple yet powerful effect.

Plain Language

Plain language is written at an 8th-grade readability level. But what is grade level readability and why is it pertinent to modern marketing and sales? In 1975, the grade-level readability test was commissioned by the US Navy. It was used by the Army to make their instruction manuals more easily readable. A practice that led to cementing it as a United States Military Standard.

Grade-level readability took off as a concept and soon Pennsylvania became the first state to require car insurance policies to be written at a 9th-grade level or lower.

As a vital readability metric, grade level represents the number of years of education you needed to easily understand a piece of written content. The average American reads at an 8th-grade level equivalent to plain language requirements. The New Yorker is written at an 11th-grade level while Harry Potter is written at a 5th-grade level indicating the difference in the complexity of the content.

As far as the Flesch Kincaid reading level scale is concerned, the higher the readability scores, the easier it is to read. Therefore, for the company’s message to be most effective for a wide audience, it needs to be targeted at the appropriate reading level.

This objective metric used to quantify content touches upon the theory of cognitive load. Cognitive load states that people have a limited cognitive capacity for processing content before they tire mentally. Therefore, even the most sophisticated marketing message may be lost if it is too complex or long to read.

Research has found that the more educated the person is and the more specialized their knowledge base is correlated to a greater preference for plain English.

Content Marketing Implications 

So, in a world that is confused by complex content, it pays to know your audience. For a company, marketers should consider the importance of a clear message written at a low-grade level. That is communication that is aware of the cognitive load and constraints of an audience. Having a clear message is the foundation upon which marketers can build a visceral connection with an audience.

Smart companies steer clear of jargon and high brow creative messages that land flat for most readers. The best companies connect with the reader and build trust. Using a readability tool is a smart way to leverage the power of technology to quantify and analyze content before it is communicated to an audience. Flexible settings, customizable dictionaries, and instant grade-level readability scores ensure that the content makes the grade consistently on every page.

Proposal Color Reviews Made Simple

Proposal Color Reviews Made Simple

Nearly all of us are seeking solutions that will increase our team’s productivity while becoming more effective with deliverables. In today’s world, this is critical to your company’s success.

For instance, practically every proposal team operates differently from one another. But most proposal automation software forces your team to work per the software’s designed processes, not your own processes. However, Scion Analytics’ (previously Atebion LLC) Professional Document Analyzer gives you the flexibility to define your own processes (Tasks) and customize your artifacts (templates for reports and compliance matrices) without macros or coding. The result is a huge time savings and reduced manual cut and pasting errors. 

Everyone realizes that proposal managers are extremely busy and under tons of stress. However, no matter your proposal deadline, you should always conduct at least one review. Otherwise, a missed review will significantly reduce your chance of a win. 

Content Review Score Card

I put together a Content Review Score Card template and created a Proposal Content Review task for proposal reviews in less than 10 minutes with the Professional Document Analyzer. No macros or coding was required.

Next, I ran the Proposal Content Review task and within a couple of minutes, I had a Content Review Score Card populated with our proposal. Additionally, I had selected the “Words to Avoid” keyword library with this analysis. 

This Template and its associated Task can be downloaded from within the Professional Document Analyzer.

I had chosen to parse/shred the proposal by how the document is numbered, but I could have easily selected parsed by paragraph.

For Plain Language testing, use the Professional Document Analyzer QC Readability feature.

Conducting your Proposal Review

When you review your proposal try to think how your prospect reviewers will perceive and distinguish your solution/service/product from your competitors. Ask yourself, is the proposal content clear enough that your grandmother will understand it, keep it simple. 

Documenting your findings – Grades and Color Codes

We are using a combination of grade ratings and color codes for the evaluation criteria. Colors help you quickly visually identify evaluation grades. This review system is rather intuitive and simple to implement. 

A – Blue

The “A” grade indicates that the proposal segment/paragraph is compliant, complete, compelling, easy to understand, and priced to win. It represents the best value including a superior solution with distinguishing features and discriminators.

B – Green

The “B” rating means that the proposal segment/paragraph is compliant but may have ambiguous responses. This could create a minor risk of not winning, but major risks may exist if there are numerous “B” ratings.

C – Yellow

The “C” rating means that the proposal segment/paragraph is basically compliant but is incomplete. The response may be confusing or the information is not convincing. Most likely this proposal segment/paragraph creates a risk of not winning.

D – Pink

The “D” rating means that the proposal segment/paragraph is uncertain to be compliant.  Or the response is confusing or the information is not convincing. Most likely this proposal segment/paragraph creates a significate risk of not winning.

F – Red

The “F” rating means that the reviewer knows there are key elements of the proposal that are missing resulting in being non-compliant or not practical.

N/A – Gray

“N/A” means unable to evaluate.

? – Purple

“?” indicates there are questions for the proposal segment/paragraph.

The beauty of this Content Review Score Card is its simplicity and how easy it was to create, without using macros or writing code. This is just one of many examples of how the Professional Document Analyzer can give you the power to create your own time-saving solutions within a few minutes while saving you hours over manual processes and reduces errors.