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| 11
Quick Email Writing Tips |
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| 1.
Check emails as frequently as you check the
phones. You answer the phones every time they
ring and emails should be treated the same way.
It's not acceptable to check customer emails one
or two times daily or hourly. Email response must
be a priority.
2. Reply via email. Customers contacting
you by email are suggesting that email is their
preferred method of communication. Unless
absolutely necessary, avoid calling or sending a
response via postal mail. (Obviously, refunds or
token items would still be sent postal mail.)
3. Activate the spell-check feature. Spelling
counts. Always, always proof emails.
4. Quickly get to the point. Customers
await responses from companies with great
anticipation - so quickly get to the point and
when possible, be brief. Don't waste words. Simply
express appreciation for the feedback, apologize
for the problem and quickly offer your resolution
strategy or explanation.
5. Plz Don't Abbrvt. We're all familiar
with email shorthand - U instead of you, 2 instead
of to, plz instead of please, and thanx instead of
thanks. It's fine for personal email. Business
email should be more formal. Of course, frequently
used abbreviations such as Mr. and Mrs., FYI (for
your information), inc., and etc. are fine.
6. Keep Sentences Short. A good average
sentence length for business correspondence is in
the range of 14 to 20 words. Readability studies
show that people can quickly comprehend a 20-word
sentence and move on to the next thought. A
30-word sentence causes them to slow down,
however, and a 40-word sentence may require
rereading.
7. Avoid Jargon. Make sure your letter
doesn't contain acronyms or terms not easily
interpreted. All customer correspondence needs to
be simple and crystal clear.
8. Avoid writing your message using all
uppercase letters. It looks like you're
shouting.
9. Keep your email to one screen (page) if
possible. Email readers do not like being
forced to scroll through several screens.
10. Signal clearly the end of your message. Readers
resent being left hanging or scrolling to an empty
screen, wondering if they have missed something.
End most emails in two clear ways. First, conclude
with a brief summary or review of the content. You
might restate a request your response or
resolution. Second, give your email a quick
complimentary close - Sincerely, at your service,
thanks.
11. Capture and archive emails in your
contact management system. It's critically
important to log a copy of all email
communications (both to and from the company) in
your contact management system with dates and
times. This helps you when emails are escalated,
information is misinterpreted or there is an
accusation of no response from the company.
Deploy these simple tips beginning with your
very next email response and I guarantee your
response will be more professional and very well
received.
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10
Tips for Becoming a Great Boss by Wally Bock
10
Tips for Becoming a Great Boss by Wally
Bock
Here are ten tips that tell you what to do if you want
to become a great boss. I've added a couple of bonus
tips, as well.
1. Manage behavior and performance. Behavior is
what people say and do. Performance is the measurable
result of work. Forget about managing attitude. Forget
about motivating others. Instead, use what you say and
do to influence the behavior and performance of the
people who work for you.
2. Set clear expectations. Your people can't do
what you want if they're not clear about what you want.
Learn to give good directions. Check for
understanding.
3. Set reasonable expectations. Ideally, you want
to set goals that force people to stretch just a little
bit, but that are still within their grasp. Try to help
your people grow through a series of small wins.
4. Check on performance regularly. That's the
only way you'll know how people are doing. Check more
frequently on people who are learning a task or who are
doing it again after a long layoff. Check less
frequently on people who have demonstrated their
competence in a task.
5. Give helpful feedback. Do this in four steps.
Describe the behavior in non-judgmental terms. Describe
the outcome of the behavior. Pause and allow for
subordinate reaction and comment. Then determine how
things will be different the next time.
6. Keep things interesting. Workers won't stay
engaged unless they find their work interesting.
Sometimes the work itself has intrinsic interest. But,
more often, the way to keep people interested is to help
them keep learning and developing.
7. Tell people why their work is important. People
want to be part of something that is bigger than they
are. Tell them how their work contributes to the team
and to team success. Tell them how the performance of
the team contributes to the success of the company or
how it helps achieve a big goal.
8. Describe and deliver the consequences of
performance. Consequences are what happens to people
because of their behavior or performance.
Positive consequences (like praise) encourage people to
continue something new or difficult. Most managers don't
use positive consequences enough. Positive consequences
should be delivered frequently, but inconsistently. In
other words, look for opportunities to praise behavior
or performance, but don't praise every good thing you
see.
Negative consequences (like punishment) encourage people
to stop or avoid doing something. Negative consequences
should be delivered consistently. In other words, if you
tell a subordinate that a certain behavior or
performance level will result in a negative consequence,
make sure you deliver the consequence if it's justified.
9. Be fair. People perceive a workplace to be
fair when consequences and performance match up. A
trainee of mine once put this is quasi-Biblical terms:
"The just should be rewarded and the unjust should
be punished in accordance with their deeds."
10. Give your people the maximum control possible
over their work life. Let them make as many basic
decisions about their work life as is reasonable and
possible. So, what's reasonable?
A worker who has the skill to do the job and who
regularly pitches in to help (what we call an engaged
worker) can be trusted to make more work decisions than
a less experienced or less engaged worker. Match your
willingness to grant freedom to the worker's ability and
willingness to do the job.
Bonus Tip: Show up a lot. This is the single defining
behavior of great supervisors. When you show up a lot
you get to know your people and they get to know you.
And every contact is an opportunity for you to coach,
counsel, encourage, and correct.
Bonus Tip: Play the odds. You can't win them all in
management or in life. But you can follow this advice
from the American writer Ring Lardner. "The race
may not always be to the swift, nor victory to the
strong, but that's the way to bet."
There's good news and bad news here. Let's do the bad
news first.
You can't win them all. No matter how good a job you do,
there will be people who won't do what they're supposed
to. There will be situations that don't work out well.
Now for the good news. If you do the basics consistently
and well, over time you'll be the person with the
greatest impact on a work team's productivity and
morale. And that's something to feel really good
about.
Wally Bock is an author, speaker, consultant and coach
who helps leaders improve the performance and morale of
their teams. This material is adapted from Wally's
latest book, Performance Talk: The One-on-One Part of
Leadership www.performancetalk.com
He also writes the Three Star Leadership Blog (http://blog.threestarleadership.com/).
You'll also find tips and resources about all aspects of
leadership at the Three Star Leadership site www.threestarleadershp.com
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Answers
& Free Resources
for
your toughest customer service
challenges
» Managing service professionals
»
Getting
angry customers to back down
»
Resolving
complaints without giving the store
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»
Negotiating with customers
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