5 TIPS FOR EMAIL NETIQUETTE

What do you think about email? Is it a valuable tool in your toolbox? Or, is it the bane of your existence? Do you hate its pervasiveness and invasiveness? Do you like to send it, but hate to receive it?

How you feel about email has a lot to do with your age. From personal experience and informal polls, to annotated research, 30 seems to be a point on the line that distinguishes one side from another. Think of it as a continuum, with 30 being a turning point to a different way of thinking.

If you are over 30, you think of it as one tool of many available to you. The closer to 30 you are, the more likely you are to prefer it to face-to-face communication. It is less intrusive and gets things done quicker. If you are further away from 30, you find it impersonal and somewhat tricky to use. You spend more time composing your emails. If you are under 30, you probably prefer texting. You may find email to be “too formal.” The closer you are to 50, the more humorous you find that last statement.

In all groups, email that is more effective is a priority. The point of email is to transmit information succinctly from one person to another or a group of people. Everyone is on information overload. And, for most people, email is a logjam of information. This means if you are brief, to the point and pleasant (i.e., professional) you are part of the solution, not part of the problem. Let’s break email down.

Subject Line

This is all a recipient sees in their Inbox. Make it count. It is usually best to compose the email and then put in a meaningful subject line. If you are sending a meeting reminder or announcement, put the date & time into the subject line. If you need a response by a certain date, put the due date in the subject line. When you send an email after an interview (to a hiring manager or for an informational interview), put “Thank You” in the subject line. The subject line can determine the whole tone of the email. Use it wisely.

Salutation

When do you use a salutation? Use “Dear …” when an email is taking the place of a letter. Here are two examples. When you send a thank you for an interview or request a meeting with someone you have never met. When a boss asks for information or a co-worker asks a question, it is probably not necessary. However, if you send an email with multiple recipients (even if they are just cc’ed) it is better to name the intended primary recipient at the top (e.g., “Hi Pat,”).

The Body

Use spell check before you send the message. Be brief and to the point. Do not provide more information than is needed. Do be pleasant. Do proofread for errors, omissions, tone, punctuation and coherence. Ask yourself, “did I answer their question(s), does it make sense? All of this is the definition of “Professional.” Be professional in your email. It is a reflection of you.

If you are sending an email to someone you know well, you might be able to use a few text-message abbreviations (BTW, IMO, FYI, LOL). Use ones that everyone knows. If your mother doesn’t know it, don’t use it. If you think it would be helpful in the context of your message, explain it. BTW, (by the way) I think some are truly useful. Only one set per sentence IMO/IMHO (in my humble opinion) please.

Attach your attachments first. Yes, before composing your message.  That way you aren't sending two messages about the same thing. If you do accidentally hit "send" before attaching, put "w/ attachments" in the subject line on the second email.

Safety

If you compose an ‘out of office’ auto-responder, put a date in your subject line (Not responding to email until April 2, 2010). This lets people know when you will respond and gives them hope. Notice I didn’t say, “On vacation until …” and don’t mention vacation in the body either. You don’t want to alert a spammer that your home is available for their shopping pleasure.

Remember, too – all deleted emails can be retrieved. Forever. Do not vent, curse or put down someone or a company. It can all come back and haunt you. Yes, your boss may be a jerk. If you know it, others do too. You don’t send emails alerting others that the sky is blue. You don’t need to send emails saying negative things. If you need to vent, create a document that you DELETE!

Read It

I don’t know how many emails I’ve sent with requested information to someone. It is in two paragraphs. They only read the first paragraph. So then, I have to resend the requested information. Learn from this. Put the most important piece first. Use a bulleted list whenever possible so that your email is easy to scan for the information.

People are different. You can have a teenager in the middle of text-crazy friends who hates texting. You can have a grandmother who loves email. Learn your recipient’s style and use it. Use these tips with family too. I’m not saying you need to write “dear sis,” but finding out their preferences will make you more effective all the way around.

For This Week

Answer these questions for yourself to improve your Netiquette.

1. Ask the top ten people you send email, “What is your preferred style?”
2. Make notes, so that you can begin using their style.
3. Compile a list of ten texting abbreviations that you think will be generally helpful.
4. Send a quick reference guide of them to your top ten recipients.
5. Review your most recent emails and compare them to my tips above.
6. Ask yourself, how could I improve these emails?
7. Can you do that action today? Then do it!

Modifying your emails to the above tips will take time to become your habit. Be patient with yourself. When people notice your improved communications, just say “thank you”.

Stretch Goal

What strategy works best for you when using email? What did I overlook? Please post a comment on what works best for you, or what tip above you think is best.

A dream with a plan is a goal. A goal without a plan is just a dream.

All things are possible,

Elisabeth

Elisabeth Adler-Lund

Executive and Life Coaching

Telephone: 916 • 803•1494

E-mail: eal@EALCoaching.com

THE TRUTH ABOUT BLOGGING

A Celebration

Today marks a full year of dedicated weekly entries to my blog. When I made the commitment to weekly postings, I wasn’t positive I could do it. I wasn’t sure I was up to the challenge. I knew it was the right thing to do – so I just took the leap of faith to do it. It became a growing and learning experience for me. I must admit to being quite proud of myself for sticking it out and getting it done!

What Was Easier

I had issues with coming up with a monthly posting. Having a weekly schedule was actually easier. I just built the time into a steady weekly schedule. It wasn’t an “OMG – the end of the month and I haven’t posted yet‼” type of panic.

It was easy to come up with topics. I love writing and having a continuous need to fill made it easy to keep writing. I actually have a bunch of topics ready to go and have more help to give on existing topics. I could blog on résumés alone!

What Was Harder

Sometimes I just didn’t want to write. Or I didn’t feel inspired by anything. Or, I had an argument with someone and didn’t want to leave my pity-party. Or, I was just plain lazy. Or … well, you get the idea. Just by sitting at my computer at my “blog time” usually got me writing. It may have been abysmal writing to start, but got better as the session went on. The important thing is I stuck with it until I produced something acceptable.

What I learned was that exercising the self-management to get it done AND get the level of quality I want to project, was just a muscle. The more I exercised it, the stronger it became. As Aristotle said, “We are what we repeatedly do. Excellence then is not an act but a habit.” So, I have built a good habit. (Yeah! more champagne...)

Something that has been very hard for me is the lack of comments or responses to my blog. I poll friends, family, clients and colleagues for topics and ideas. But, nobody (even when I beg or bribe) leaves comments. They give me lots of verbal comments, but not written. Sigh. But, is someone other than family, friend or client reading me? Thus, I have no idea if I am spending my writing on what you most want to know. Am I helping? Or, not so much?

What I Learned

The first step I actually took to achieving my goal was simply to “sit down at the computer.” Yup! That simple. And, that hard.

Conventional wisdom says that a project this big had to have a plan. And, of course, you then “break it down into manageable steps.” Which, of course, meant: I didn’t know where to start. Do I start with a list of topics? Or, should I start with themes, or … what? Paralysis by analysis! I spent several days just analyzing the best way to start. In the end, I tossed all that thinking and planning and step making. “Even if you’re on the right track, you’ll get run over if you just sit there.” Will Rodgers is spot on. So, I just sat at the computer and started writing.

I also found that as the year went on, I also could see that a topic or the direction I was taking with it, was working (or not), sooner. I became a much better editor of the idea and actual writing. I hope you agree.

Taking A New Direction

Spring is here and with it is the promise of new beginnings. As I begin my next year of weekly writing for the blog, I am changing the format slightly, for a fresh approach. I am going to incorporate coaching questions for you at the end. I am a fan of Escaping Mediocrity, Sarah Robinson’s blog. Sarah recently had readers “Pimp Your Blog & Share Your Link Love” on her blog. She got 68 replies. (I’m soooo envious.)

A coach herself, Sarah often ends or incorporates coaching questions into her blog posts. She has done this very effectively in her “Plan to Escape Mediocrity.”  I love this idea. Although I have used questions in the past, I am going to provide more structure for you. (Thank you Sarah. Is it still plagiarism when I attribute it?)

For This Week

On a piece of paper (physical or an electronic document), write down your answers to the following questions. The act of writing down your goal(s) and the action steps needed, will move you forward. It will help you create momentum.

1. What is your current, single most important goal?
2. What is your first step to achieving your goal?
3. Break that first step down into the smallest imaginable pieces.
4. What single next action of those pieces will move you closer to your goal?
5. Can you do that action today? Then do it!

Print and post this document where you will see it everyday. Check off what you accomplish. Celebrate reaching your goal.

Stretch Goal

Please post a comment on what works best for you to achieve your goals. Just one single thing that keeps you on track to reaching your goals. This will do two things. One, you will help someone else reach their goals. Your tip may be better for them than my tip. (Yeah) Two, I’ll know I have readers. (Double yeah!) Two gifts with one action – what could be better?

A dream with a plan is a goal. A goal without a plan is just a dream.

All things are possible,

Elisabeth

Elisabeth Adler-Lund

Executive and Life Coaching

Telephone: 916 • 803•1494

E-mail: eal@EALCoaching.com

HOW WILL YOU DO THE INTERVIEW?

Prospects in the job search are starting to look up. In a tight budget world, people (people = hiring companies / the job seeker) are no longer spending money for trips to interview. That means if you are relocating or interviewed by headquarters, you may be interviewing remotely. Whether your relocation is because you are a recent graduate (or about to be) or finding little job resources locally, this is your opportunity.

One of the ways companies are doing more with less is to interview you first by telephone or do a video interview. This lower budget approach does all the screening for the company at much less cost. That interview cost is significant for the company and for the job seeker.

Get Your Game On

How do you get your game on? If you were interviewing in person, in their office, you’d probably shower, dress, put your application materials in your portfolio and go. You’d review your materials before you got out of the car, have a few examples of your accomplishments at the ready and smile! Do all that for your telephone interview too. Put a mirror in front of where you’ll be sitting for the call. Use it to remind yourself to smile into the phone. The smile will carry across the phone lines. Be enthusiastic; convey your passion for the job in your tone of voice. They can only evaluate what you put in your voice.

Getting Ready for Your Close-up

If you’re video interviewing, you’ll follow the same guidelines. Because they can see you! Even if you know they will only see you from the waist up or table up, dress all of you. People have different mannerisms when they are “dressed up” from their everyday attire. You want to signal you are taking this seriously.

Where do you do this video interview? That depends. You can use a place that advertises video conferencing ability, such as my local Kinko’s Copy shop, or your local library. Or, ask your local college or university if you can use theirs. The last choice I would make is home.

Run a short practice session with a friend. How does it look? Things to consider are quality (picture & sound) and background. The background should be plain and non-distracting. That might be a great picture on the wall, but does it look like it is sprouting out of your head? Is the lighting too harsh or not enough? Warn family and friends/roommates that you’ll be interviewing, so they don’t disturb you. Hang a sign. Many of these variables are removed by using a video conferencing facility.

Another tip is do not sit too close to the camera. It can be distorting and it is the equivalent of leaning in too close to the interviewer. Even if you are alone in the room, they can see you. Stay in character. Stay professional.

Remember, they are trying to weed out weak candidates. The hiring manager might ask you to solve a problem or ask what you’d do in certain situations. These may be real or hypothetical. They may not be solvable. They are looking for your thought process as you go through the problem, and how you handle yourself. You may be asked to do a presentation to other candidates or a panel. The point may be how you treat people in addition to what you present. Give everyone individual and professional attention. Call people by name. Relax into it and be your normal, pleasant self.

If you need help getting ready for the interview, don’t hesitate to contact me. We can work together to practice and get you polished for your interview.

All things are possible,

Elisabeth

Elisabeth Adler-Lund

Executive and Life Coaching

Telephone: 916 • 803•1494

E-mail: eal@EALCoaching.com

ARE YOU DEMONSTRATING LEADERSHIP?

“Trying to get everyone to like you is a sign of mediocrity. You’ll avoid the tough decisions, you’ll avoid confronting the people who need to be confronted and you’ll avoid offering differential rewards based on differential performance, because some people might get upset. Ironically, by procrastinating on the difficult choices, by trying not to get anyone mad and by treating everyone equally “nicely,” regardless of their contributions, you’ll simply ensure that the only people you’ll wind up angering are the most creative and productive people in the organization.” Colin Powell said that about organizational leadership.

I think this is also true for your personal leadership. The leadership you demonstrate in and of your own life. If you are waiting for the next job, the next relationship or for when you’ve lost 10 pounds to do anything, you are not demonstrating leadership in your own life. What you are doing is being complacent and waiting for one of these things to “fix” things for you. You are avoiding “the tough decisions” that you need to make about your health, your career, your relationships or whatever is tough for you.

You are avoiding “confronting the people who need to be confronted.” You need to confront yourself and demand the same level of respect and responsibility that you expect from others, from yourself! Yes, this may upset you. It will probably upset those around you too. They will think you aren’t “nice” anymore. I have seen clients bend over backwards to provide respect to others and be responsible for others, but who can’t get out of their own way to solve their own problems.

Find and Fix Problems

Our culture often defines asking for help as weakness or failure, so people cover up their gaps, and everyone suffers accordingly. Define your problems down to the small details. ‘Know the enemy,’ as the saying goes. That way you can better define your solution. Be as objective as you possibly can. Keep asking yourself, “Am I part of the solution or part of the problem?”

Let’s take an example. Chris hates her job. It pays well enough, but it doesn’t fit her personality or her work-style. She told me that her “family won’t let me change jobs.” Hmmm. I had to ask, “why not?” It came out that her family has a tradition of being attorneys, so she is in the family business. However, she hates writing, doesn’t like being cooped up in an office and really doesn’t think she has anything in common with the other corporate attorneys in the office. When I asked, "Who is living Chris’s life," she answered “my family.” She had abdicated leadership for her own career.

When I asked, “What does Chris’s life would look like to Chris?” She answered she longs for the great outdoors and to work with and in nature. When we drilled down for the details, it turns out that Chris chose what to wear to work, what car to buy, where to live, and more. It was more of an “expectation” that she stay in the family business. Chris eventually decided only Chris could live Chris’s life. We did some brainstorming, and she decided to transition to environmental law as a first step. Once she took leadership back for her own life, she felt confident about her choices and could make the big decisions.

I understand other people have expectations of how we should be running our lives, but they are not in charge of what we choose to do. This responsibility lies squarely on our own shoulders – and it is a big responsibility! If not, we would not put so much time and energy into trying to hand it off to someone else, where it doesn’t belong.

Giving away the leadership for your own life will leave you feeling powerless and stuck. Taking leadership gives you the power and momentum you need to move forward.

This whole concept can be both frightening and liberating. Frightening because it gives me access to more choices than I ever thought I had – and choices equal power; liberating because suddenly I can pursue any life, dream, career, relationship that I choose to pursue. Remember, things don't just happen to you. You have power to decide what your life will be like.

If there is something, someone, some career, some place to live, etc. that you really, really want – you are the only one who can get it for yourself. And – this is the tough part – no one can prevent you from pursuing it unless you let them.

The first step toward transforming yourself, your work, your relationships and your life starts with Taking Leadership for Your Own Life. You are moving forward to the life you want. Keep asking yourself, “Am I part of the solution or part of the problem?”

Want more help? Contact me and we’ll get you where you want to go.

A dream with a plan is a goal. A goal without a plan is just a dream.

All things are possible,

Elisabeth

Elisabeth Adler-Lund

Executive and Life Coaching

Telephone: 916 • 803•1494

E-mail: eal@EALCoaching.com