Voice mail, email, snail mail, notes, texting, blogs, Intranets, memos, letters, cards, e-cards, faxing, face-to-face, and phone calls. Wow, that's a lot of different ways to communicate and I am pretty sure that is not an all-inclusive list. Do you have a preference? Do the people that you communicate with have a preference? I know I do and it can change depending on the subject, the convenience and the parties involved.
One of the problems with communication today is that we tend to use the communication medium that best suits the way we want to be communicated with. However, we don't tend to give a lot of thought about the person or people we are communicating to. Communication could be greatly improved if we just understood and utilized the medium that people preferred without assuming that our way is the best way.
I have to change which system I use depending on who it is that I need to reach and for what. If I want something from my Godmother, I better pick up the phone. It's okay to leave her a message, if her machine isn't full. If I want to catch breakfast with my Mom, either a quick email or phone call to her cell should work just fine. Making plans with friends requires a little coordination using Facebook and a bit of lead time.
If you aren't getting the responses you are expecting from people, take a step back and analyze whether the communication medium you chose was what they prefer. If they rarely turn on their cell phone, don't leave a voice mail or attempt a text message. If their inbox is overflowing, your email will just end up in the pile. If they are Facebook junkies, a quick chat there might just be the thing to do. Though it might not be your favorite way to communicate, paying attention to the receiver's preferences will get the communication flowing.
Wednesday, December 29, 2010
Wednesday, December 22, 2010
Spell Check - Really, It's That Simple
Have you ever received an email from someone with spelling errors in it? Worse yet, ever send one? We have gotten so complacent with our communication that even if we are corresponding in a "professional" manner, it still looks like some code we would send to our best friend.
There is a difference between personal and professional images. One of the biggest factors is that in a business setting people expect us to do things to the best of our abilities. After all, we are getting paid for what we do - aren't we? What image are you sending to people? Is it something that shows you care about what you are doing? You care about them? You care about your job?
It appalls me when I see an advertisement or edited document that has a typo in it and it wasn't intended. Who did such sloppy work? Will that organization do as poor a job on my tasks?
How do you avoid such issues?
1) Slow down
2) Utilize spell check, but still check it with your own eyes
3) Utilize grammar check, but still check it with your own eyes
4) Reread it out loud and make sure it make sense to your ears as well
5) If all else fails, read it backwards so your brain can't read what you are expecting it to say
There is a difference between personal and professional images. One of the biggest factors is that in a business setting people expect us to do things to the best of our abilities. After all, we are getting paid for what we do - aren't we? What image are you sending to people? Is it something that shows you care about what you are doing? You care about them? You care about your job?
It appalls me when I see an advertisement or edited document that has a typo in it and it wasn't intended. Who did such sloppy work? Will that organization do as poor a job on my tasks?
How do you avoid such issues?
1) Slow down
2) Utilize spell check, but still check it with your own eyes
3) Utilize grammar check, but still check it with your own eyes
4) Reread it out loud and make sure it make sense to your ears as well
5) If all else fails, read it backwards so your brain can't read what you are expecting it to say
Wednesday, December 15, 2010
Do You Hear What I Hear
Is it sleigh bells? Is it a group of carolers? When we aren't exactly sure what a sound is or where it is coming from, we lean in and listen harder to figure it out. When we have someone right in front of us telling us something, we don't always give them that same intentness. Instead, our heads are reeling with what we are going to say next, what else we have to do, or making judgments about the person. Many people say they aren't being heard and chances are really good that they aren't.
How can you improve your listening skills? Here are a few simple things to do the next time you should be listening:
1) Take a breath and focus your eyes on or next to the speaker. (Step away from the television!)
2) Repeat what they are saying, in your head. Pay particular attention to their word choice.
3) If appropriate, take notes.
4) If there is something you don't understand or needs clarification, don't let your mind wander to try to figure it out. Instead, politely ask them to hold up for just a second and ask them for the clarification.
5) When it is your turn to speak, use the words they chose (when appropriate) rather than synonyms and people will feel they were heard.
Have a wonderful holiday. I hope you hear lots of wonderful sounds, songs, and jolly conversations.
For more on improving your communication skills, join the 4 Dynamic Women on February 4 in Shoreview, MN for Dare to be Dynamic - The 4 Corners of Business Success. http://www.4dynamicwomen.com/registration.html
How can you improve your listening skills? Here are a few simple things to do the next time you should be listening:
1) Take a breath and focus your eyes on or next to the speaker. (Step away from the television!)
2) Repeat what they are saying, in your head. Pay particular attention to their word choice.
3) If appropriate, take notes.
4) If there is something you don't understand or needs clarification, don't let your mind wander to try to figure it out. Instead, politely ask them to hold up for just a second and ask them for the clarification.
5) When it is your turn to speak, use the words they chose (when appropriate) rather than synonyms and people will feel they were heard.
Have a wonderful holiday. I hope you hear lots of wonderful sounds, songs, and jolly conversations.
For more on improving your communication skills, join the 4 Dynamic Women on February 4 in Shoreview, MN for Dare to be Dynamic - The 4 Corners of Business Success. http://www.4dynamicwomen.com/registration.html
Monday, December 6, 2010
What Did She Say?
IMHO I think you are terrific. BTW, did you know that I renewed my CPCU and CIC memberships. I really think it is important to keep up on your education and communication skills.
If you don't understand the use of the acronyms above, you aren't alone. When we have spent any time in an industry, all of a sudden we start speaking in acronyms and industry jargon. Not everyone gets it. That is why you need to be careful when talking to people that aren't in your industry or haven't had the same experiences as you. It's a great source for miscommunication.
I was teaching an insurance class and used a common insurance acronym of PIP. One brave audience member asked me what "Picture in a Picture" had to do with insurance. I suppose if you were insuring the television - a lot. However, PIP in insurance-speak means Personal Injury Protection, an automobile coverage available in some states. Even within the same industry, not everyone gets your shortcuts.
Be aware of who you are talking to and where you are. If you are on the Internet or texting it is common to shorten "In my humble opinion" to IMHO and start or end a sentence with "by the way" using BTW. The unfortunate situation is when you have emailed or texted someone, you don't get to see the deer-in-the-headlights look to know they didn't get what you just said. Hopefully, they are brave enough to ask for clarification to lessen miscommunication. We wish!
What acronyms or jargon do you commonly use in your industry? Note that even when it is common knowledge to you and your coworkers, it may not be common to your vendors or customers. If you have to explain something or are making a deal - spell it out, make it clear, keep it simple and you will reduce the chance of misunderstandings.
On February 4, I along with my three other business partners in 4 Dynamic Women are putting on a live seminar in Shoreview, MN. If communication is important to you, join us to learn about improving your communication skills from four different perspectives: http://www.4dynamicwomen.com/registration.html.
Sincerely,
Lisa Burnside, Chartered Property Casualty Underwriter (CPCU) and Certified Insurance Counselor (CIC)
If you don't understand the use of the acronyms above, you aren't alone. When we have spent any time in an industry, all of a sudden we start speaking in acronyms and industry jargon. Not everyone gets it. That is why you need to be careful when talking to people that aren't in your industry or haven't had the same experiences as you. It's a great source for miscommunication.
I was teaching an insurance class and used a common insurance acronym of PIP. One brave audience member asked me what "Picture in a Picture" had to do with insurance. I suppose if you were insuring the television - a lot. However, PIP in insurance-speak means Personal Injury Protection, an automobile coverage available in some states. Even within the same industry, not everyone gets your shortcuts.
Be aware of who you are talking to and where you are. If you are on the Internet or texting it is common to shorten "In my humble opinion" to IMHO and start or end a sentence with "by the way" using BTW. The unfortunate situation is when you have emailed or texted someone, you don't get to see the deer-in-the-headlights look to know they didn't get what you just said. Hopefully, they are brave enough to ask for clarification to lessen miscommunication. We wish!
What acronyms or jargon do you commonly use in your industry? Note that even when it is common knowledge to you and your coworkers, it may not be common to your vendors or customers. If you have to explain something or are making a deal - spell it out, make it clear, keep it simple and you will reduce the chance of misunderstandings.
On February 4, I along with my three other business partners in 4 Dynamic Women are putting on a live seminar in Shoreview, MN. If communication is important to you, join us to learn about improving your communication skills from four different perspectives: http://www.4dynamicwomen.com/registration.html.
Sincerely,
Lisa Burnside, Chartered Property Casualty Underwriter (CPCU) and Certified Insurance Counselor (CIC)
Subscribe to:
Posts (Atom)