Clearer Communication in a Virtual World

Most of us think first about the technology tools we have and forget about the invisible tools – until there’s a problem. Communication is one of those invisible tools that every business needs to hone – especially in today’s virtual world.

The biggest problem area is e-mail. Does your team spend hours trying to solve an issue with an e-mail conversation internally or externally that could have been solved with a 30-minute phone call or meeting? With e-mail being a critical tool in our work environments, it’s important to create a new culture of effectiveness around it. Ask yourself: How you can make your team’s e-mail communication even more productive? Put in place these four e-mail rules at your organization.

1. Don’t Bury the Lead. No business owner has time to read a long rambling piece of prose about anything. They glance quickly for what is important and what they need. Put that in the subject line and immediately tell the recipient what you need at the top of the e-mail.
2. Don’t Copy the World.  Copy only those who need to know, and let everyone else receive one less e-mail.
3. Don’t Use E-mail to Blow a Fuse. When you’re angry, step away from the keyboard. Nothing is more disruptive or upsetting to anyone’s day then getting negative garbage and anger in their e-mail box. Cool off and then send a sane response.
4. Don’t Forget the Phone. It still works wonders, especially if an e-mail chain is getting confusing and/or wasting people’s time. Pick up the phone when e-mail isn’t saving time.

The author is the founder of Cheetah Learning, and author of Cheetah Negotiations and Cheetah Project Management. 
 

The Social Club

Trent Hamm, creator of the financial blog “The Simple Dollar” (www.simpledollar.com), suggests several ways small businesses can best use social media marketing.

1. Don’t Duplicate Effort. Many businesspeople feel like they need to be on several platforms at once – and that takes a lot of time. Instead, sign up for a few services and then centralize most of your participation. 
2. Make it Easy for People to Find You. Put your Twitter or Facebook ID out there so people can find it. Put it in your ads and on your business cards. 
3. Participate in Conversations You Find. Once a day or so, visit these sites and see whether or not any conversations are going on that are related to you and participate in them. Offer what you know and be honest about it. 
4. Offer Deals. Go on Twitter and offer a coupon code for your business. If they come in and say they’re using the “September Twitter coupon,” they’ll get $5 off of their total bill or maybe get a voucher for a free service.
5. Keep in Mind Why You’re Doing This. For a small businessperson, the reason to get involved is to retain existing customers and perhaps draw in new ones. The best way to do that is to be human and to be responsive. Answer questions and be lighthearted, but don’t obsess.

You don’t need an extensive online media plan or a high-priced consultant – just sign up for an account or two, keep it simple, tell your customers about it, and share what you can.