Correspond Like A Pro
As the number of emails increase, it seems that
the level of professional correspondence has decreased.
Tacky notes, mis-spelled words, sentences that drone on and on
-- you've probably seen it all, as have I. But never
forget that people judge you by whatever means you interact
with them. That includes notes, phone messages, and yes,
the ubiquitous email.
Here are some tips for getting the most mileage from your
words:
1. Handwritten notes are all but extinct.
Write one to say thank you, congratulations, my condolences
or anything else that you would like to relate by going
this extra mile. Doing so on personalized stationery
is always an elegant touch.
2. If you must leave a voice mail message, don't
just tell the person to call you back. Tell them why
you called, when's the best time to reach you, and how
quickly you'd like to hear from them. This allows
them to gather any necessary materials and "have their act
together" when they get you on the phone. Remember,
time is money. Use it wisely.
3. If you have a voice mail system in your office,
update your outgoing message on a regular basis. If
you're going to be out of the office for the day or a week,
say that in your message and give callers an alternate name
and number to call in the event of pressing business.
Nothing is more frustrating than waiting anxiously for a
return call that won't be returned for several hours or
days.
4. If you use email, say what the message is
regarding in the subject line. You'll get it opened
and acted upon that much more quickly.
5. Use the professionally accepted written
standards in all your correspondence. Remember:
*ALL CAPS SCREAMS AT THE READER and is very
difficult to read.
*all lower case is childish and makes you look like
a fifth grader. you know what i mean?
*Use the spell checker on your word processor.
It won't catch all grammatical errors, but it should
catch the mis-spells. You want your recipient to
concentrate on your words, not stumbel on yur speling
misteaks...
6. Never use foul or inappropriate language in any
correspondence, even if you're angry. I've received
nasty emails from people who would never treat me as poorly
face-to-face. Don't hide behind your keyboard.
It marks you as a coward.
7. Never put anything in print that you don't want
repeated or passed around. You never know who will
see it.
Take the time to correspond like a pro in whatever medium
use, whether by letters, voice mail, or or email. Your
recipients will be pleased, and your professional image will
remain intact.
=======================================================
Diana Pemberton-Sikes is a
wardrobe and image consultant and author of
"Business Wear
Magic," an ebook that
shows women how to increase their income by
dressing appropriately for their line of work.
Visit her online at
www.fashionforrealwomen.com
.
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