Posts Tagged ‘Business Writing that Counts’

The Keyboard is Mightier Than the Sword!

July 17, 2013

Dr.JulieToday’s guest post is by author and speaker, Dr. Julie Miller.  Learn more about Dr. Miller at the end of the post.

How many emails leave your employees’ mailboxes on a daily basis? The average per day stands at 71.51 (Source: Do the math. Multiply that number by the number of people you employ. The total should give you pause, as each email has the potential to build or to implode your business.

Now, no one is asking you to inspect each and every message leaving your employees’ inbox. Naturally, you expect everyone in your employ to use common sense and courtesy when communicating with the public, whether they are customers or colleagues. Or do they? Consider these real life stories.

Damaged: A Fortune 1000 company fatally damaged its relationship with a significant Japanese firm based on an email from the accounting department. In response to a query, the company’s account representative answered with a two-word lower case message. The result? The Asian company went elsewhere for its purchases. How many emails leave without your review?
Resolution: Do a communication audit. Just think—what if you really ticked off a client and he or she forwarded back to you all your sent emails? Take a random sampling of employees’ emails and see what it reveals. From there, begin a dialogue, offer training and develop some parameters around acceptable messaging.

Fired: “I am a very busy person. I’m just too slammed to follow any writing rules,” said the Human Resource director of an international consulting firm. She continued, “I just let it rip – no punctuation, spelling or capitalization – those rules are for amateurs.” The result? Fired. Why? Disrespect for her colleagues and a truculent attitude. Obviously, she does not play well with others. Can you just imagine how she treated the firm’s clients? How many emails leave without your review?

eMailResolution: Craft an email style guide as email now extends your company’s brand. First, facilitate a discussion among your teams about how they will treat clients and peers through the written word. Topics might include greetings and closings, signature block content, time allowed before returning email messages. Then, determine what the standards you can all agree to regarding writing style and tone. This guide will reflect your expectations around the care and treatment of all.

Sued: An employee sued her employer, a large national bank. Her suit was for sexual harassment, racism and damaged reputation. The back-story: An employee emailed her instead of a male colleague and invited her to attend a strip club with all the trimmings—graphically described in the email. The result? She was awarded one million dollars. How many emails leave without your review?

Resolution: Decide what will never be put in an email. Everyone in your organization must follow this to the letter. Some companies have been burned. A mid-West construction company of the very wealthy prohibits any customer problem from being sent via the airwaves. The rule? Walk down the hall. Pick up the phone. Do not put it in writing.

These stories should drive home the point that managing your risk is paramount. With email now the single most important communication vehicle today, you must mitigate the damage of destructive messages that destroy careers, opportunities and reputations.

Call centerA call center decided to do just that. They chose ten employees to monitor. Because their software program could actually see what they were doing and writing between calls—eight of the ten were fired. Why? For writing inappropriate emails, downloading porn and participating in online gambling. This occurred even though they had received warnings, possessed a HR notebook with the policies, and attended training.

An old saying goes like this: inspect what is expected. Do you know what your employees are writing? Do you know how much money you are losing each year by ineffective, inappropriate or illegal messages?

Follow these four steps for cleaning up your communication:

  1. Assess the current state of affairs in regards to writing.
  2. Audit selective missives to determine tone, style, content.
  3. Develop an action plan for improving the above through training and coaching.
  4. Publish a style guide along with an email protocol.

Writing remains the costliest of all workplace activities. What is it worth to you to get right?

About the Author

Dr. Julie Miller, founder of Business Writing That Counts!, is a national consultant and trainer who helps professionals reduce their writing time and produce powerful documents. She and her team of certified trainers work with executives who want to hone their writing skills and professionals who want to advance their careers.  Learn more about Dr. Julie Miller.

Do Your Emails Reflect Your Company’s Brand?

June 13, 2012

To expose you to information beyond my expertise, I periodically ask someone to Guest Blog.  Today’s visiting expert is Dr. Julie Miller.  You can learn more about her at the end of the post.  Enjoy!

The blessing and the curse of the digital revolution! Between email, instant and text messaging, cellphones, Blackberries and the Internet, we are drowning in data overload. Moreover, the constant interruptions are costing the U. S. economy an estimated $558 billion annually. This staggering number does not add in the cost of poorly written emails that land companies and employees in hot legal trouble, destroy long-term client relationships, and ruin reputations.  Add to this mix a lack of civility and common sense and you have an explosive brew.

What to do? For starters, treat email writing as writing not as casual conversation. Whether words are written in the sky, sent by carrier pigeon or via the Web, words must connect with the reader. Good writing allows this to happen; poor writing does not.

Therefore, I would like to  recommend all companies—from multi-nationals to sole proprietors—develop email protocol. Simply stated it’s “the way we do business around here” in terms of communicating via email with co-workers and customers. It is a code of behavior, a set of standards as to how you will frame your words, manage your inbox, even extend your brand.

Below is a short list of questions to visit at your next meeting. Your answers are the beginning of a company-wide document.

1. How do you greet and close messages?
Companies are putting together a series of key phrases used solely for openings and closings. Remember, you would never call without greeting someone. Why would you not in your emails?

2.  What does your email signature say about your company?
It should be an extension of your company’s brand. Professional with no cutesy sayings, it should contain all contact information. Establish a standard for font style and size.

3.  What is the company policy around blind copies?
Some companies only use them for e-blasts; others say they are strictly verboten. Discuss why, when and how you use them.

4. Do you have a message for your out-of-office auto-responder?
How long away from the office before you turn the responder on? Four hours? One day?

5. How often do you check emails?
Some companies set their programs so emails are only called up hourly, thus reducing down time.

6.  How soon do you return emails?
Within four hours? By end of business day?

7.  Do you use emoticons?
Buzzing bees, dancing bears, smiley faces. I heartily rule against it.

8. How many emails before you pick up the phone?
The rule of thumb seems to be three. If the issues are not resolved, pick up the phone or walk down the hall.

Email has become the biggest productivity drain in businesses today. Getting a handle on this daily data dump by establishing procedures—etiquette if you will—will make you and your company stand above the crowd.

About the Author:

Dr. Julie Miller, founder and president of Business Writing That Counts!, is a national consultant and trainer who helps professionals reduce their writing time and produce powerful documents. She and her team of certified trainers work with executives who want to hone their writing skills and professionals who want to advance their careers.

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