Communicating With Etiquette
In a constantly changing world of business, the mediums for communications have become wide and varied. As a business professional, it is important to not only be cognizant of the affect a certain medium has, but it is also important to lead by using them effectively. The following helps to focus and capture how and when to use the different options available today.
Tools For Connecting
“Communication is not what is said, but what is heard.” – Stephen Covey
The following tools inherently have benefits and limitations in their use. Master them accordingly:
Highly efficient to communicate quickly. Writing to get action from others makes this an ideal medium.
Assume anything you write lives forever in the digital domain. This can carry legal consequences. Furthermore, a lack of discipline in grammar because of the convenience can damage your personal brand.
Letter
This communicates formality. Paper still dominates t
he legal world. Transact using letters as a legal, formal or professional approach. A well- designed letter makes a perfect formal introduction to a new person with a well-designed sales approach.
Grammar needs to be attended to. Use www.whitesmoke.com as an aide to perfect grammar and spelling.
Fax
Fast letter delivery. Contractual and legal comm
unications honor this medium.
Quality is poor when received. At the least use a digital online fax service to send faxes.
Handwritten Note
This communicates a more personal tone and conn
ection. Like art, this medium has assumed more value because of its scarcity.
Cheap paper or cards can detract from the intent and damage a personal brand.
Pinger
This is a highly convenient method to drive on
e-way communications to people.
Leave short and focused voicemails. Too much detail is not appropriate for this medium.
Text Messaging (SMS)
This is no longer a hobby of teens. SMS do
es not interrupt the recipient like other mediums. Use text messaging to get an answer or make a decision quickly. The recipient can remain discreet and correspond with you.
Do not assume everyone knows teen shorthand. Remain professional, yet concise. You may not get an immediate response. If this is required, call.
Joopz
Having quick, short access to everyone without distu
rbing them is an advantage. You can do this from a browser or your Outlook to communicate to their cell phone. You can text an entire group quickly.
Some conversations need a phone call rather than incessant texting. Be aware of the difference.
Instant Messaging
Allows multi-tasking. A conversation drives forward increment
ally between the parties. The quick access to needed people resources is strategic.
You are interruptible and giving permission to your network to engage you. Use etiquette in starting a conversation and use the online controls to communicate your availability.
AudioGenerator
A highly strategic method for delivering both dire
ct and third-party endorsement and messaging. This elevates your positioning through a templated format.
Ensure this is presented with an easy way to hyperlink. The recipient needs to merely click and listen. Extra steps are cumbersome.
HelloWorld
Cutting edge video email which helps to
deliver expression and intonation by the sender.
Know what delivery you are sending – formal or casual. Both require different presentation.
Best Practices
- Own your communications
- Be aware of the consequence of each medium
- Ask, “How do I best connect?”
Increasing Your Agility
Agile is defined as “marked by an ability to think quickly; mentally acute or aware.” In an age of rapid change, the ability to be agile is becoming the secret to adding value in the new economy.
You are Your Habits
The truth is we are creatures of inertia. Sir Isaac Newton described this term in his observation of reality:
“The tendency of a body to resist acceleration;
the tendency of a body at rest to remain at rest or of a body in straight line motion to stay in motion in a straight line unless acted on by an outside force.”
Inertia is nothing more than habits. Habits are what define a person. There is a likely pattern of behavior in a person each day. Multiply that over a lifetime and there exists inertia. The inertia is disrupted when “acted on by an outside force.” It could be a crisis of sorts such as heart disease or financial ruin which would motivate a prompt and decisive change. Often, though, it is hard for a person to change. The inertia in life is too strong. Each day of habits either propels a person towards growth or atrophy.
Dynamic or Static?
Which kind of inertia do you have in your life? Agility is the ability to respond quickly to change. Have you had a habit of this? One of the characteristics of winners in the new economy is their insatiable desire to grow and learn. Because our business reality is one of constant change today, those that do not take on the character of agility become irrelevant and increasingly less valuable. The only recourse is to pretend. Pretenders protect their obvious lack of agility and knowledge.
The good news is that those who desire to be agile can. Those that desire to learn and grow can. It is a choice every day. Here are two simple areas of focus to help you have inertia that is dynamic:
- Go to www.43things.com and place your goals answering the question, “Who do you want to become in a year?” This tool will remind you what you want.
- Master one new technology. Teach someone everything there is to learn about it. Think how to apply it to your business situation now in creative ways. Become a learner and a teacher. Repeat this often.
One thing is guaranteed in the new economy. All the rules will change in a year. Are you agile? Which kind of inertia is in your life?
Windows Speed Keys
These are helpful shortcuts to increase a knowledge worker’s speed using Windows.
Best Practices
· Monitor your movements and always seek better
· Train your brain to learn the new shortcut through repeatability
· Learn one shortcut at a time
Speed Keys
Ctrl+c: Copy selection
Ctrl+x: Cut selection
Ctrl+v: Paste copied selection
Ctrl+d: Font change - opens font dialog box
Ctrl+end: Jump to end of open document
Ctrl+f: Find - displays Find dialog box 
Ctrl+h: Replace - open Replace dialog box
Ctrl+home: Jump to beginning of document
Ctrl+k: Clear all character styles (bold, italics, etc.)
Ctrl+l: Link - displays Link properties dialog box
Ctrl+m: Mail - opens Mail window
Ctrl+r: Reload current document into Edit window
Ctrl+right or left arrow key: Jump one word to the right or left
Ctrl+s: Save current document
Ctrl+t: Apply fixed width character format to selected text
Ctrl+up or down arrow key: jump one paragraph up or down
Ctrl+v: Paste text from Clipboard at the insertion point
Ctrl+ w: Close current document
Esc: Close a dialog box without performing any action
Shift arrow key: Highlight text
Shift space: Non-breaking space, to insert