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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.

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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TotalCustomerServiceTraining.Com is owned and operated by Myra Golden. Myra Golden teaches a customer service transformation system that helps service professionals create warm experiences, surprise and delight customers, and completely restore customer confidence after any service failure. Over 90% of the organizations using the system realize measurable improvements in customer retention rates, customer satisfaction levels, and document drastic reductions in the amount of money it takes to resolve customer problems. She has shared her strategies with such clients as Verizon Business, Frito-Lay, National Car Rental, Michelin Tires, Pireli, and many more. Learn more about Myra Golden by going to www.MyraGolden.Com.