Communication Tip #3

Tips for writing emails:

I read this in the HBR comments. The guy talks sense. A long time ago I learned that an effective way to get responses to my e-mails is to put the call to action right in the subject line. For example:

• FOR APPROVAL:  XYZ Contract
• FOR REVIEW:  Draft Sales Letter
• REMINDER:  HR Forms Due Thursday

This technique helps call attention to your e-mail in a crowded In Box and immediately lets the recipient know the subject of your message and how they need to respond.

Small acts, Big Love

Communicating Better: Tip#2

I don't remember what you said, I just remember how you said it. Communicating in the business world is very important and for a Consultant, this is very important. Here is a nice article in Globe and Mail that talks about what not to say. 


1. Don't say: “I can’t do that” or “That’s impossible” or “That can’t be done.
    Instead say: “I’ll be glad to check on that for you” or “What I can do is…” or        
    “Because of company  policy, what I CAN do is…”

2. Don't say: “You should have…” or “You could have…” or You ought to have..
      Instead say: “Please help me understand why…” or “Next time may we adopt an alternative approach….” or “I understand your challenges; let’s resolve this together…”

3. Don't say: “That’s not my job” or “I don’t get paid enough for this” or “That’s not my problem.”
 Instead say: “I’ll be glad to help you accomplish that. Given my current tasks of A…B…and C…. which one of these would you like to place on back-burner while I work on this new assignment?”


4.Don't say: “I may be wrong, but…” or “This may be a dumb question, but…” or “I’m not sure about this, but…” or “This may be a silly idea, but…
Instead say: Get rid of the word  "but"

5.Don't say: “Okay. I’ll try to get it finished.”
Instead say: “I’ll get it finished” or “I’ll have it on your desk by 9am.”

6. Don't say: “I think you might like this new solution we offer.”
Instead say:I believe (or I’m confident) you’re going to like this new solution we offer.”

7. Don't say: I don’t have time for this right now” or “I don’t have time to talk to you right now.
Instead say:I’d be glad to discuss this with you. I’m meeting a deadline at the moment. May I stop by your office (or phone you) in this afternoon at 3pm?

8. Don't say: "but". “Yes, our implementation process is fast, easy, and affordable….but we can’t install it until June. The “but” creates a negative that didn’t exist before, offsetting the benefits of fast, easy, and affordable. 
  Instead say: Replace the “but” with “and” and hear the difference: “Yes, our implementation process is fast, easy and affordable, and we can install it as early as June.” Most of the time, “and” may be easily substituted for “but,” with positive results.


9.

Tip #2

Tip #1: Better Communications

Get the Monkey Off Your Back

Source: Globe and Mail

One of the classic articles of Management is the HBR article titled "Who's got the monkey?". Personally, I feel that this is a very good article. I read a mention about it in the Globe and Mail a few days earlier. Here is what the article says

"The Harvard Business Review article suggested that the process of change begins by calling back each employee who has given you a “monkey,” and returning it – along with a blunt message about future monkeys: “At no time while I am helping you with this or any other problem will your problem become my problem. The instant your problem becomes mine, you no longer have a problem. 

When this meeting is over, the problem will leave this office exactly the way it came in – on your back. You may ask my help at any appointed time, and we will make a joint determination of what the next move will be, and which of us will make it. In those rare instances when the next move turns out to be mine, you and I will determine it together. I will not make any move alone.”

The article also ranked five degrees of initiative your subordinates might take on matters facing them, from the lowest (least effective) response to the highest:

• Wait until told what to do.
• Ask what to do.
• Recommend, then take the resulting action.
• But advise your manager at once.
• Act on your own, then routinely report.

As a manager, you might want to ban the two lowest responses (waiting, and asking). Not only are they not productive, they drain you and divert you from more effective supervisory activities.The three other paths prod your employees to learn and master the work they have been assigned. When handing out assignments, you should also specify which of the three degrees of initiative you expect the employee to take on a matter, and note that in your calendar."

You can read the HBR article here

I used to blog actively when I was at business school. I stopped blogging as I got to work sometimes due to lack of time and other times thinking that there wasn't much to blog, but I read this article and thought it makes sense. I plan to write a book. Initially, I wanted to write a fiction but it is getting tougher. It is a lot of work plus I don't have time to think about how I want to structure. I got an idea today to make a plain, simple, gyaan book. I will put some of my thoughts here and in this blog.

Dress Right!

Power dressing involves dressing to make an impact, to leaving your mark behind, to coming across as competent and authoritative and to perhaps even intimidate others. Get these right

1. The fit
2. A Watch
3. Brogue Shoes
4. Ties and Cufflinks
5. A briefcase