Category: Communication

Concise and effective messages – GroupWise confuses the reader

Just before I went on Christmas leave, I tried to set-up an out of office at one of my clients (where I have an email address). I am used to setting it up in Outlook, which is a very simple procedure. However this client is running a rather old version of GroupWise (v7).

The help file in Outlook explains how to create an out of office in exactly 49 words, while the GroupWise help file took over 500 words to completely confuse me (I never managed to get it working in the end).

My point is twofold. Firstly that GroupWise is probably the worst email system in the world. Secondly, their help file is far to confusing. It managed to confuse a very experienced computer user.  If I was confused,  I really feel sorry for the regular user. It should not take 500 words to explain such a simple task.

Ok, here is the lesson. Are you ever a GroupWise help file when you communicate? Do you give complex, confusing messages that make no sense? Or are you Outlook, providing short, effective and powerful messages?

For your reading pleasure, here are the instructions for both products (good bedtime reading).

Here is how you do it in Outlook:

Turn an Out of Office Assistant rule on or off

To turn out of office rules  on or off, on the Tools menu, click Out of Office Assistant.
In the Status box, select or clear the check box next to the rule you want to turn on or off.

Here is how you do it in groupwise version 7:

To create a vacation rule

  • Click Tools > Rules > New.
  • Type a name in the Rule Name box, such as Vacation Rule.
  • Click the When Event Is pop-up list, then click New Item.
  • Next to And Items Are, select Received. Make sure no other item source is selected.
  • Do not make any selections under Item Types.
  • Use Define Conditions to add specific information to your rule. The following are examples of using Define Conditions.
    • If you want to set up the dates during which the rule is in effect. Click Define Conditions > click Delivered in the first drop-down list > click On or After Date in the second drop-down list > in the date field, select the date you are leaving on vacation. Click the End pop-up list > click And. On the new line, click Delivered in the first drop-down list > click On or Before Date in the second drop-down list > in the date field, select the date you are returning from vacation > click OK.
    • If you want to make sure you reply only to items that are sent specifically  to you (and not to list servers or newsgroups). Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click To in the first drop-down list > click [ ] Contains in the second drop-down list > in the next field,  type your name as it displays in the To field of a mail message.
    • If you want to make sure that you do not reply to items from yourself (possible through delayed delivery). Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click From in the first pop-up list > click [x] Does Not Contain in the second drop-down list > in the next field, type your name as it displays in the From field of a mail message > click OK.
    • If you want to reply to internal items only. Click Define Conditions > if you have already specified information in this dialog box, click the End pop-up list > click And. On the new line, click From in the first drop-down list > click [x] Does Not Contain in the second drop-down list > in the next field, type @ > click OK.
  • Under Then Actions Are, click Add Action, then Reply.
  • The Reply dialog box is displayed, showing Reply to Sender selected (you cannot select Reply to All). If you want your reply to include the sender’s original message, select Include Message Received From Sender. Click OK.
  • Type a message, for example:
  • I will be out of the office from September 3-September 10. If you need assistance during this time, please contact Martha Robbins at extension 1234.
  • Click OK.
  • Click Save. Verify that the rule has a check mark next to it, indicating that it is enabled, then Click Close.
  • Rules that trigger a reply (such as this vacation rule) keep a record of who a reply has been sent to, and make sure that a reply is sent only once to that user.

For completeness sake, here is how Google’s Gmail does it (36 words).

1. go into Settings->General
2. then scroll down to Out of Office AutoReply
3. Fill Subject and Message

Every time you leave your office set Out of Office AutoReply on, when you’re back turn it off.

10 ways to grow your business

  1. Advertise on company and community notice boards
  2. Free announcements in local/community newspapers
  3. Barter your services in exchange for free advertising
  4. Word of mouth – tell all your friends
  5. Business cards – never leave home without them
  6. Be outrageous – do something so out of the ordinary that you get free publicity
  7. Offer to write articles for local newspapers or magazines. Note that these are articles and not advertorials
  8. Make contacts with complementary businesses to provide a stronger offering that helps you both
  9. Be contactable make it easy for your customers to find you. Have a website, and respond to emails and phone calls
  10. Follow through on your leads and customer queries

43 Dos and 35 Don’ts of Public Speaing

In some ways, public speaking has changed dramatically over the last 100 years, but in others it as barely changed at all. 

Read about 78 lessons in public speaking from 1916 that are still as relevant today as there were in 1916.

These lists are from the book Talks on Talking by Grenville Kleiser. It was originally published in 1916, and it is amazing how almost 100 years later, the principles hold.

DON’TS FOR PUBLIC SPEAKERS

  1. Don’t rant.
  2. Don’t prate.
  3. Don’t fidget.
  4. Don’t flatter.
  5. Don’t declaim.
  6. Don’t be glib.
  7. Don’t hesitate.
  8. Don’t be nasal.
  9. Don’t apologize.
  10. Don’t dogmatize.
  11. Don’t be slangy.
  12. Don’t antagonize.
  13. Don’t be awkward.
  14. Don’t be violent.
  15. Don’t be personal.
  16. Don’t be “funny.”
  17. Don’t attitudinize.
  18. Don’t be monotonous.
  19. Don’t speak rapidly.
  20. Don’t sway your body.
  21. Don’t be long-winded.
  22. Don’t “hem” and “haw.”
  23. Don’t praise yourself.
  24. Don’t overgesticulate.
  25. Don’t pace the platform.
  26. Don’t clear your throat.
  27. Don’t “point with pride.”
  28. Don’t tell a long story.
  29. Don’t rise on your toes.
  30. Don’t distort your words.
  31. Don’t stand like a statue.
  32. Don’t address the ceiling.
  33. Don’t speak in a high key.
  34. Don’t emphasize everything.
  35. Don’t drink while speaking.
  36. Don’t fatigue your audience.
  37. Don’t exceed your time limit.
  38. Don’t talk for talking’s sake.
  39. Don’t wander from your subject.
  40. Don’t fumble with your clothes.
  41. Don’t speak through closed teeth.
  42. Don’t put your hands on your hips.
  43. Don’t fail to stop when you have ended.

DOS FOR PUBLIC SPEAKERS

  1. Be prepared.
  2. Begin slowly.
  3. Be modest.
  4. Speak distinctly.
  5. Address all your hearers.
  6. Be uniformly courteous.
  7. Prune your sentences.
  8. Cultivate mental alertness.
  9. Conceal your method.
  10. Be scrupulously clear.
  11. Feel sure of yourself.
  12. Look your audience in the eyes.
  13. Be direct.
  14. Favor your deep tones.
  15. Speak deliberately.
  16. Get to your facts.
  17. Be earnest.
  18. Observe your pauses.
  19. Suit the action to the word.
  20. Be yourself at your best.
  21. Speak fluently.
  22. Use your abdominal muscles.
  23. Make yourself interesting.
  24. Be conversational.
  25. Conciliate your opponent.
  26. Rouse yourself.
  27. Be logical.
  28. Have your wits about you.
  29. Be considerate.
  30. Open your mouth.
  31. Speak authoritatively.
  32. Cultivate sincerity.
  33. Cultivate brevity.
  34. Cultivate tact.
  35. End swiftly.

47 Phrases to avoid when speaking

This list is from the book Talks on Talking by Grenville Kleiser. It was originally published in 1916. While many of the phrases have fallen into disuse, it is amazing how many are still being used today! What do you think we should add to the list?

  1. I rise with diffidence
  2. Unaccustomed as I am to public speaking
  3. By a happy stroke of fate
  4. It becomes my painful duty
  5. In the last analysis
  6. I am encouraged to go on
  7. I point with pride
  8. On the other hand (with gesture)
  9. I hold
  10. The vox populi
  11. Be that as it may
  12. I shall not detain you
  13. As the hour is growing late
  14. Believe me
  15. We view with alarm
  16. As I was about to tell you
  17. The happiest day of my life
  18. It falls to my lot
  19. I can say no more
  20. In the fluff and bloom
  21. I can only hint
  22. I can say nothing
  23. I cannot find words
  24. The fact is
  25. To my mind
  26. I cannot sufficiently do justice
  27. I fear
  28. All I can say is
  29. I shall not inflict a speech on you
  30. Far be it from me
  31. Rise phoenix-like from his ashes
  32. But alas!
  33. What more can I say?
  34. At this late period of the evening
  35. It is hardly necessary to say
  36. I cannot allow the opportunity to pass
  37. For, mark you
  38. I have already taken up too much time
  39. I might talk to you for hours
  40. Looking back upon my childhood
  41. We can imagine the scene
  42. I haven't the time nor ability
  43. Ah, no, dear friends
  44. One more word and I have done
  45. I will now conclude
  46. I really must stop
  47. I have done.

3 Tips for Effective Negotiation

This is from a workshop presented by Derek Pead

What is the issue at stake – find out what the issue is (not what the issue appears to be – but the actual underlying issue)

What is your interest – understand why the issue is relevant to you and to the other party

What is your position – know where you stand regarding the issue, and where the other party stands

Knowing these three things will get you a long way towards effective negotiation.

Are you an expert communicator?

Expert_2I have always believed that to get ahead in life, you need to be an effective communicator, regardless of what your field of work is. You need to be able to communicate to:

  • your peers
  • your boss
  • your clients
  • your prospective clients
  • your service-providers
  • your subordinates
  • your partner
  • your children
  • your parents
  • your …

There is an interesting article by Dustin Wax on Lifehack, "How to be an expert", in which he speaks to this.

Dustin says that

"expertise without the ability to communicate is practically pointless",

and you need to 

"learn to use whatever technologies you need to present your expertise in the best possible way",

and

"an expert should be able to explain to you exactly what they?re doing and why".

It all boils down to the ability to communicate. No matter how knowledgeable you are, your knowledge is worthless if you cannot communicate. Here are a few ways to improve your communication:

  • Practise
  • Get coaching
  • Watch and listen to great communicators
  • Join Toastmasters
  • Get to the point
  • Listen to others

Good luck

(image source)

Do you leave effective voicemail messages?

This week I received two voicemails which I were unable to answer. One was because there was too much background noise for me to make out the message, and the other was because I had no idea who had left the message, it sounded like:

“Hi Craig, this is Carwfhsa, and my number is 08dkasldkasd, bye”

This got me to thinking about how voicemail can often be a barrier to effective communication, and not an aid. This is because of the poor quality of messages that we leave.

There are two types of really annoying messages. The first is the long and convoluted message, and the second is the short and garbled message.

So, here is the BCD to leave an effective voicemail, and to get away from those annoying messages.

  1. Be brief. A simple headline as to the purpose of the call is enough. When the call is returned, you can discuss the details. With a long message, I have probably forgotten most of the message by the time you get to the end anyway!
  2. Be clear. Speak slowly and clearly. Telephone quality is not that great, so make it easy. Please don?t leave a message when you are in a noisy place ? understanding the message is just that much more difficult.
  3. Leave your details. Unless you are leaving a message for a personal friend or family member that you are certain has your number, please leave your number. Repeat it if necessary.

For example, this is fine (some people prefer to leave the date & time as well ? also not a bad idea):

?Hi this is Craig, I would like to discuss the proposal you sent me, please call me on 082 xxx xxxx?

Finally, please don’t wait until the beep to start leaving a message until you hang up – blank messages are really annoying.

So remember, be brief, clear & leave your details.

Is lack of communication killing us?

A few days ago a colleague of mine committed suicide. It was completely out of the blue, leaving many people very shaken at what happened. He had a good job, a nice house, a brand new car, and seemed to have so much going for him.

I find it really difficult to understand why somebody who was doing so well for himself decided to end it all. What was happening? Did he have nobody to turn to? Of all his friends, family and associates, was there nobody that he felt he could speak to, to share his problems with?

There must have been things going on in his head that were not showing on the outside. Things that he was bottling inside of him, until he could no longer take the pressure, and exploded in a very tragic manner.

I wonder what would have happened if he had somebody ? just one person ? that he could share his worries with. Would he still be here, or would we still be saying goodbye?

I find it very sad that in this modern world of instant messaging, emails, cell phones and sms we still are failing to communicate with each other. Is it that we are forgetting how to communicate to such an extent that when we really need it, we are unable to do so. Is the modern technology and modern lifestyle making it easier to communicate, or are we forgetting how to communicate to such an extent that when we need to, we simply cannot?

This is one of the reasons that I am so passionate about helping people to communicate ? because we are forgetting how to do so when we most need to be to do so.