#professional communications

[bluesketchy]

So in speech tomorrow we are expected to perform a group lip-sync in front of the class My group chose "forget you" for our song I'm the only one who's practiced anything This is going to be so embarrassing

[writeladyblog]

Guidelines for Business Texting

 Do you send and receive phone texts as a regular and accepted business practice?

While texting practices vary by industry, profession, organization and individual, users of nearly every demographic rely on phone text messaging (at least to some degree) to conduct business.Since texting is often viewed as an informal means of communicating, however, many fail to develop texting protocols for their organizations or themselves. Meanwhile, texting behaviors that lack structure often create complications—from mild annoyances to major problems

If you’re ready to instill some guidelines or simply conduct an evaluation of your texting policies, the following considerations can inspire wiser texting habits with more positive interactions and outcome:

 Do you have explicit permission to text your contact?  A contact’s willingness to supply a phone number does not necessarily convey an open agreement to communicate via texting. If the other party is opposed to a phone texting relationship, the cost of pressing the issue would outweigh any benefit.

Would a texting relationship be appropriate considering who the contact is and the circumstances of your connection? No matter how routine texting appears on the surface, all kinds of factors—from your respective positions in an organization or field to the degree of trust you share—can determine whether or not you should initiate a texting relationship or encourage one. A text created and sent in a matter of seconds could spark the controversy of a lifetime.

Have you established the terms by which you will text?  Specifying when and what you’ll communicate by text—whether as the norm or as the way to share only highly time-sensitive information—clarifies expectations like any other professional agreement should.

Are you 100 percent certain that the intended recipient knows who you are? Rather than relying upon people or their phones to have maintained your contact information, start off your message by briefly identifying who you are if the recipient is not someone whom you regularly call or text.  You’ll minimize frustration and the probability that you’ll be deleted.

Is the timing of the message appropriate? Consider whether or not the text should arrive only during business hours or within other designated periods. Despite certain exceptions, those who wouldn’t think twice about a business-related email or a LinkedIn message appearing at 2:00 a.m. on Saturday could strongly object to receiving a phone text at that time.

Does the message have merit? To ensure that business and professional contacts take you seriously, make every text message count by sending only valuable and pertinent news and insights.

Is texting the best option? Texts are ideally suited to quick communications. If the news is long and complicated, choose other avenues, including voice or video conferencing.

Will the recipient understand your abbreviations? Don’t put others at a disadvantage by using cryptic code words or in-the-know abbreviations. If you are not utterly certain that the recipient would automatically realize that by LMK you mean let me know, then spell out every word.

Have you read the message before sending it? Take a few seconds to read your message aloud slowly to make sure you’ve written what you intended to convey. Typos and missing words might be acceptable in texts among friends and family, but they spell u-n-p-r-o-f-e-s-s-i-o-n-a-l in business circles.

Have you followed up? Minimize phony excuses and genuine communication glitches. Follow through by habitually acknowledging messages sent to you and by making certain the information you shared reached your intended recipient(s).

Whether or not we rely on texting to communicate with our business contacts now or in the future, we can pretty much count on changing our methods as innovations allow. Most certainly, being thoughtful and professional about what and how we communicate will always speak volumes about who we are.

My best to you,

Sallie W. Boyles, a.k.a. Write Lady

[writeladyblog]

State This, Not That

The English language is so amazingly flexible that a single message can take countless forms. Consequently, possessing a few tactical tools turns ho-hum statements into powerful presentations.

Consider four ways to build your influence when you state this, not that:   

1.       State what you do, not what you believe.

Weak: We believe in delivering topnotch customer service.

Strong: We provide a 24-hour customer support.

  2.       State your effort, not your attempt.

Weak: We make every attempt to ensure your child’s safety.

Strong: We certify our staff in CPR and First Aid to ensure your child’s safety.

  3.       State what you have experienced, not your expertise.

Weak: As real estate experts, we understand what it takes to sell your home.

Strong: Having sold hundreds of residential properties that range in price from $150,000 to $1,500,000, we guide you through our “Seller’s Checklist for Success” and market your home to sell.

  4.       State what you require, not what you don’t allow.

 Weak: Talking is not allowed during the testing period.

Strong: We require silence during the testing period.

  What could you say in a more powerful way?

  My best to you,

Sallie W. Boyles, a.k.a. Write Lady

[writeladyblog]

Breaking Bad News

 Do you have a strategy for breaking bad news?  While each situation is different, most would agree that communicating thoughtfully is better than dropping a bombshell or sitting on negative information to the detriment of others. Yes, telling people things they don’t want to hear can be tough; however, by investing some time and effort in your presentation, you could ease the pain and facilitate a positive outcome.

If you’re dreading the job of delivering bad news, consider the following six guidelines:

1.       Carefully choose your path of least resistance.   

While you might be more comfortable sharing negative news in a written format (such as in a letter, email, press release, text or post), your recipient might be more receptive to your voice.

If you know that your audience (one person or many) would respond better to a talk than to a printed statement, then either take a chair at the conference table or step up to the podium.

2.       Limit exposure to private matters.

When the implications are private, negative news should not spread beyond those who need to know. 

If the potential for harm exceeds the value of knowledge, then don’t share anything, not even documented facts, with those who are on the fringe.

3.       Explain without unnecessarily apologizing.

Tough circumstances often force difficult decisions, some of which are unpopular. 

If an explanation is appropriate, offer it with conviction to earn the respect and confidence of others.

4.       Let your goals guide you.

Current issues will not necessarily persist, so your language should reflect your underlying values and long-term objectives, including the relationships you aim to maintain and those you hope to build.

If you cannot reach a happy conclusion today, leave the door open for negotiation or future opportunities.

5.       Test your message.

Scrutinize your language, tone and potential implications before you deliver negative news.

If appropriate, request feedback from those you trust and make adjustments before spreading the news. 

6.       Move on.

Procrastination, which prolongs problems and increases stress, makes matters worse.

If you must disseminate bad news, take charge, assume responsibility and move on.

In the spirit of moving ahead, keep in mind that bad and good are relative terms. Negative conditions prompt doing something different and experiencing new opportunities to learn, grow stronger and improve.

What is your bad news policy?

My best to you,

Sallie W. Boyles, a.k.a. Write Lady

[eerieen]

Will someone please inform me on how to write an Introductory Email for a Professional Communications class?

[foxybunny]

writing a paper on conforming to social norms in a personal ROMANTIC relationship....

and I realized....I am socially awkward; I do not conform to social norms; and my romantic relationship is based on Twilight.

Shoot me now....

[eksblog]

This'd be useful for the Professional Communications class in Transdisciplinary Design, or anyone crafting any professional communications.