Oh, man. That’s disappointing for us.
A colleague asked my opinion about the above sentence in an email from a potential client, since she knows I teach business writing. She found the use of Oh, man very amusing.
My response was that Oh, man is very casual language that conveys the impression that the sentence was written by a young person. My son would often use that phrase as a teenager when he was upset.
How you write is part of your professional image. Your word choice conveys a lot about you. Though the business world is more informal today than ever, here are three overly casual things to avoid when writing emails, so you don’t undermine your professionalism:
Referring to people as you guys or folks.
These are laid-back expressions and should be avoided when writing or speaking in the business world. For example, never say: Is there any way you guys can help me out? (Simply say you.) Or, The folks from marketing were here this morning. (Use group, coworkers, or people instead of folks.)
Using Hey or Yo as a salutation.
The relaxed nature of our writings should not affect the salutation in an email. Hey is a very informal salutation (Hey, Colby) and generally should not be used in the workplace. And Yo is not okay, either. Use Hi or Hello instead.
Also, do not shorten someone’s name. Use the person’s full name (Hi, Michael) unless you know it is okay to call him Mike.
Overusing the exclamation point.
People sometimes get carried away and put a number of exclamation points at the end of their sentences. The result can appear too emotional or immature. Exclamation points should be used sparingly in writing. If you must use an exclamation point, use only one. I’ll never forget the email I received that said: The meeting is Monday. Everyone must attend!!!!!!!!!!
If you would like additional information about business-writing seminars, contact Joyce Hoff at joyce@pachter.com or 856.751.6141.
navbar
Monday, February 13, 2012
Monday, February 6, 2012
7 Valentine Suggestions for Office Romance
Valentine’s Day is coming and that means there may be romance in the air at your workplace.
Yet, dating someone at work can be costly. If you don’t behave properly, an office romance can cause conflict and negatively impact your career. Here are 7 guidelines to help you and your significant other share a copier by day and a bedroom by night without hurting your professional image:
1. Keep the relationship private. Your coworkers do not need to know the details of your relationship. At some point, as your romance becomes serious and marriage is on the horizon, your coworkers should be informed – before they receive the wedding invitation!
2. Your boss shouldn’t be your Valentine. Relationships are tricky enough without having your boss or subordinate as your Valentine. If you are dating your boss, have your reporting relationship changed. Also, before you start dating, find out if your company has any HR policies about romance in the office.
3. Don’t let your guard down. It’s easy to let romance take over on Valentine’s Day. Displaying signed cards, balloons, flowers, Teddy bears, etc. may let colleagues know about your love interest, or make them very curious about who is sending you all these items.
4. Do not discuss your relationship on any social media sites. No posting information or photos on Facebook or sending tweets about it. You never know who will see them.
5. No physical contact in the office. Do I really have to say this? No romantic displays in the office! No secret kissing, caressing, hand-holding or sex in the office. This includes your behavior at office parties.
6. Maintain your other relationships. Don’t stop socializing with your colleagues. Stay involved with your network.
7. If the relationship fails, be professional and adult about it. Even if you have been jilted and the relationship ends badly, you cannot vent your negative feelings in public. This is one of the drawbacks of office relationships – they sometimes don’t work out, but you have to continue to see or work with the person. No matter how you feel, you must continue to interact with him or her in a courteous manner.
Yet, dating someone at work can be costly. If you don’t behave properly, an office romance can cause conflict and negatively impact your career. Here are 7 guidelines to help you and your significant other share a copier by day and a bedroom by night without hurting your professional image:
1. Keep the relationship private. Your coworkers do not need to know the details of your relationship. At some point, as your romance becomes serious and marriage is on the horizon, your coworkers should be informed – before they receive the wedding invitation!
2. Your boss shouldn’t be your Valentine. Relationships are tricky enough without having your boss or subordinate as your Valentine. If you are dating your boss, have your reporting relationship changed. Also, before you start dating, find out if your company has any HR policies about romance in the office.
3. Don’t let your guard down. It’s easy to let romance take over on Valentine’s Day. Displaying signed cards, balloons, flowers, Teddy bears, etc. may let colleagues know about your love interest, or make them very curious about who is sending you all these items.
4. Do not discuss your relationship on any social media sites. No posting information or photos on Facebook or sending tweets about it. You never know who will see them.
5. No physical contact in the office. Do I really have to say this? No romantic displays in the office! No secret kissing, caressing, hand-holding or sex in the office. This includes your behavior at office parties.
6. Maintain your other relationships. Don’t stop socializing with your colleagues. Stay involved with your network.
7. If the relationship fails, be professional and adult about it. Even if you have been jilted and the relationship ends badly, you cannot vent your negative feelings in public. This is one of the drawbacks of office relationships – they sometimes don’t work out, but you have to continue to see or work with the person. No matter how you feel, you must continue to interact with him or her in a courteous manner.
Thursday, January 19, 2012
Business Cards in a Social Media World
I recently gave my new business card to a potential client. She was impressed that my Facebook address (www.facebook.com/pachtertraining) was on my card, as she had seen few cards that provided that information. You can see the card at the end of the blog.
Business cards tell people what you do and provide a way for them to contact you. Because social media has changed the way we connect with our customers, clients, colleagues and employers, your card may need to include additional information – such as your addresses for Facebook, LinkedIn, Twitter, or your blog. You will have to decide how much to include, and how to do so without overloading your card.
To help you make a decision, you can ask yourself these questions:
1. Have I included the necessary information? Think about the majority of your potential clients and customers, and include on the card the information they will need. This usually means your name, your title, company name/logo, address, phone number, and email and web addresses.
2. What can I eliminate? Is the information on the card easy to read? Make sure your card is visually appealing. Can you eliminate your fax number? Do you need both your business and cell phone numbers? If you have a lot to include, use the back for the less-essential information.
3. Which social media addresses do I use for business? Include the social media addresses that help you stay in contact with your customers, clients, etc. If adding all your new links overwhelms the card, place them on the back. When you hand your card to someone, you can point this out by saying, “If you want to connect with me by social media, my addresses are on the back.”
4. Should I include a quick response (QR) code? These are bar codes that can be scanned by Smartphones to provide a link to your websites or LinkedIn profile. This suggestion was discussed in an article for job seekers on CareerBuilder.com. If you include a QR code, place it on the back of the card.
5. Is a photograph necessary? Most corporate cards do not include photographs, but you may want to include a photograph if you use your card for marketing purposes. Speakers will often have photographs of themselves on their cards.
Information on giving out your cards can be found in my book When The Little Things Count…And They Always Count.
Business cards tell people what you do and provide a way for them to contact you. Because social media has changed the way we connect with our customers, clients, colleagues and employers, your card may need to include additional information – such as your addresses for Facebook, LinkedIn, Twitter, or your blog. You will have to decide how much to include, and how to do so without overloading your card.
To help you make a decision, you can ask yourself these questions:
1. Have I included the necessary information? Think about the majority of your potential clients and customers, and include on the card the information they will need. This usually means your name, your title, company name/logo, address, phone number, and email and web addresses.
2. What can I eliminate? Is the information on the card easy to read? Make sure your card is visually appealing. Can you eliminate your fax number? Do you need both your business and cell phone numbers? If you have a lot to include, use the back for the less-essential information.
3. Which social media addresses do I use for business? Include the social media addresses that help you stay in contact with your customers, clients, etc. If adding all your new links overwhelms the card, place them on the back. When you hand your card to someone, you can point this out by saying, “If you want to connect with me by social media, my addresses are on the back.”
4. Should I include a quick response (QR) code? These are bar codes that can be scanned by Smartphones to provide a link to your websites or LinkedIn profile. This suggestion was discussed in an article for job seekers on CareerBuilder.com. If you include a QR code, place it on the back of the card.
5. Is a photograph necessary? Most corporate cards do not include photographs, but you may want to include a photograph if you use your card for marketing purposes. Speakers will often have photographs of themselves on their cards.
Information on giving out your cards can be found in my book When The Little Things Count…And They Always Count.
Monday, January 9, 2012
Look Good! Social Media Guidelines for Photographs
I couldn’t make out his face.
She looks completely different from her photo.
I couldn’t believe she had sunglasses on her head!
The above comments were made about photographs on LinkedIn. Unfortunately, many businesspeople have posted photographs of themselves on LinkedIn, and other sites, that detract from their professionalism.
Your image is conveyed through your photograph, and it’s part of the first impression you make on others. According to Krista Canfield, a LinkedIn senior manager, “Folks who have a photo are seven times more likely to have their profile viewed in general than folks who don’t have a photo.”
You want to post a photograph that is professionally appropriate. You want to look like a credible, approachable person, not like you just came from the beach.
I mentioned the need for posting appropriate photographs in my recent article on BlogHer: Social Networking Etiquette in the Facebook Age. Since in another life I was a professional photographer – the first woman photographer at what was then one of the largest ten newspapers in the country – I offer the following as my recommended photo guidelines:
1. Post a good headshot. This type of photograph highlights your head/face, but often shows your shoulders and part of your chest. Check your current or any future photos against these characteristics for an effective headshot. Make sure that:
--You have chosen a photo that flatters you. Sounds obvious, but people don’t always pay attention to their choice. I am not suggesting a glamour shot, but you should look like a competent professional in the photograph.
--You are in front of a clear, uncluttered background that is well lit. There shouldn't be any dark shadows obscuring your face. People must be able to see you clearly.
--Your face is in focus. The background can be slightly out of focus, but your features need to be sharp, not blurred.
--You have worn appropriate professional or business-casual attire. Appear as you usually would in a business situation. This may also mean that you are freshly shaven, or wearing make-up and jewelry.
--You are looking at the camera and your head is straight. Women have a tendency to tilt their heads. Why? I don’t know. But I do believe they look less self-assured when they do.
--You have a pleasant facial expression. If you are frowning or scowling, why would I want to hire or work with you?
--You look like your photograph. If your photo is more than 8-10 years old, people may be very surprised when they meet you. If you had long hair in your photo and now have short hair, people may not recognize you.
2. Use an environmental portrait, when appropriate. This type of photo places you in a setting that relates to your profession. This is generally a wider shot and your face is a smaller part of the photograph. These pictures are often used as additional photos on a website, and are not recommended for headshot postings. My good friend and garden writer Denise Cowie has a great portrait in a garden on her Facebook page.
3. Hire a professional photographer. If all of this seems overwhelming, hire someone who takes photos for a living. It’s worth the investment.
Tuesday, December 13, 2011
7 Regifting Guidelines for the Holidays
I was really pleased that the decorator for the office gave us a plant –until I found a note under one of the leaves that indicated the plant had originally been given to her.
Ouch. Is it okay to regift?
In today’s economy, regifting can be sound fiscal policy. Why let a perfectly good plant or fruitcake go to waste? Yet, how you regift is important. You always want the receiver of the gift to feel valued.
Here are 7 guidelines for refined regifting:
1. Make sure the gift is appropriate. Don’t just regift to get rid of the item. Give a gift that the person will like, use and enjoy.
2. Don’t leave incriminating evidence on the gift. You don’t want to damage your relationship with the person. Check the item carefully and remove any indication that you were given the gift previously.
3. Don’t regift the giver’s gift. “Oh, that looks familiar” is not what you want to hear when the person opens your gift! Keep a list of the gifts you have received and the gifts you have given.
4. Make sure the gift is in good condition. Check the item carefully and inspect the expiration date of food items. You may need to rewrap the gift, but don’t use boxes that indicate the gift came from a specific store—when it didn’t.
5. Be careful regifting items that the recipient may want to exchange, unless you have the gift receipt. The receiver of the gift may ask you where you purchased the item in order to exchange it for a different size or color.
6. Tell the person it’s a regift, if the gift is really special for the person. A colleague regifted tickets to a concert that were her best customer’s favorite band. She told him that she knew he would enjoy the show more. The customer was thrilled.
7. Be polite. If you receive a gift that you know is a regift, you still say “thank you.” And if the item isn’t for you, follow the above regift guidelines.
Additional holiday guidelines can be found in my book When The Little Things Count …And They Always Count.
Ouch. Is it okay to regift?
In today’s economy, regifting can be sound fiscal policy. Why let a perfectly good plant or fruitcake go to waste? Yet, how you regift is important. You always want the receiver of the gift to feel valued.
Here are 7 guidelines for refined regifting:
1. Make sure the gift is appropriate. Don’t just regift to get rid of the item. Give a gift that the person will like, use and enjoy.
2. Don’t leave incriminating evidence on the gift. You don’t want to damage your relationship with the person. Check the item carefully and remove any indication that you were given the gift previously.
3. Don’t regift the giver’s gift. “Oh, that looks familiar” is not what you want to hear when the person opens your gift! Keep a list of the gifts you have received and the gifts you have given.
4. Make sure the gift is in good condition. Check the item carefully and inspect the expiration date of food items. You may need to rewrap the gift, but don’t use boxes that indicate the gift came from a specific store—when it didn’t.
5. Be careful regifting items that the recipient may want to exchange, unless you have the gift receipt. The receiver of the gift may ask you where you purchased the item in order to exchange it for a different size or color.
6. Tell the person it’s a regift, if the gift is really special for the person. A colleague regifted tickets to a concert that were her best customer’s favorite band. She told him that she knew he would enjoy the show more. The customer was thrilled.
7. Be polite. If you receive a gift that you know is a regift, you still say “thank you.” And if the item isn’t for you, follow the above regift guidelines.
Additional holiday guidelines can be found in my book When The Little Things Count …And They Always Count.
Monday, December 5, 2011
The Etiquette of Talking TO Your Phone
“…the etiquette of talking to a phone – more precisely, to a ‘virtual assistant’ like Apple's Siri in the new iPhone 4S – has not yet evolved."*
The above quote from Nick Wingfield’s recent article in The New York Times was a wake-up call to everyone who uses a smart phone.
When my book The Jerk With the Cell Phone (Marlowe & Company) was published almost eight years ago, etiquette guidelines for talking TO your phone were not relevant. Because of advances in technology, however, guidelines are needed today to help people talk politely to their phones in public.
Before I wrote this blog, I asked Siri for her opinion on the topic. My question was: “What are the etiquette suggestions for talking to your phone?” Alas, she didn’t have an answer and referred me to the web.
Here are my 6 suggestions for Talking TO Your Phone Politely:
Be considerate of others. This is the main etiquette suggestion, and, of course, it is applicable to all types of phones. Your use of the phone should never disturb others.
Don’t keep trying. If Siri doesn’t understand your request, try alternative wording. After two or three attempts, use the web. You don’t want to seem like a Sheldon from the television show The Big Bang Theory. (When Sheldon wants to speak with his neighbor, Penny, he has the annoying habit of persistently knocking on her door while repeating her name until she answers the door.)
Don’t yell. Use a quiet, conversational voice. Barking commands to a phone in public is annoying to others.
Respect quiet zones. If talking on your phone is not allowed, neither is talking to your phone.
Be aware of your surroundings. You never know who is listening. People eavesdrop. Don’t ask a question if you suspect the answer may give away information you don’t want others to know.
Don’t pretend. Don’t ask Siri to do something -- scheduling a (fictional) meeting with Mark Zuckerberg, for instance -- just to make yourself sound important..
*Virtual assistants listen to voice commands to send messages, set reminders, place phone calls, text others and answer your questions.
The above quote from Nick Wingfield’s recent article in The New York Times was a wake-up call to everyone who uses a smart phone.
When my book The Jerk With the Cell Phone (Marlowe & Company) was published almost eight years ago, etiquette guidelines for talking TO your phone were not relevant. Because of advances in technology, however, guidelines are needed today to help people talk politely to their phones in public.
Before I wrote this blog, I asked Siri for her opinion on the topic. My question was: “What are the etiquette suggestions for talking to your phone?” Alas, she didn’t have an answer and referred me to the web.
Here are my 6 suggestions for Talking TO Your Phone Politely:
Be considerate of others. This is the main etiquette suggestion, and, of course, it is applicable to all types of phones. Your use of the phone should never disturb others.
Don’t keep trying. If Siri doesn’t understand your request, try alternative wording. After two or three attempts, use the web. You don’t want to seem like a Sheldon from the television show The Big Bang Theory. (When Sheldon wants to speak with his neighbor, Penny, he has the annoying habit of persistently knocking on her door while repeating her name until she answers the door.)
Don’t yell. Use a quiet, conversational voice. Barking commands to a phone in public is annoying to others.
Respect quiet zones. If talking on your phone is not allowed, neither is talking to your phone.
Be aware of your surroundings. You never know who is listening. People eavesdrop. Don’t ask a question if you suspect the answer may give away information you don’t want others to know.
Don’t pretend. Don’t ask Siri to do something -- scheduling a (fictional) meeting with Mark Zuckerberg, for instance -- just to make yourself sound important..
*Virtual assistants listen to voice commands to send messages, set reminders, place phone calls, text others and answer your questions.
Monday, November 28, 2011
Take a Child to Lunch: A Holiday Gift To Remember
Are there any manners for a food fight?
The above question was asked when I volunteered to teach dining to my son’s 4th-grade Boy Scout troop. You now know why my business is corporate-oriented! Usually, I teach adults, but I recently agreed to take a friend’s 12-year-old daughter to lunch. The young woman’s parents wanted their child to brush up on her table manners before her upcoming Bat Mitzvah.
As I prepared for this atypical teaching activity, I created a number of steps. With the holidays coming, you may want to follow them with a relative’s or friend’s child. You will be giving a gift that will last a lifetime.
The following are the 7 steps to a successful Take a Child to Lunch activity:
1. Do not include the parents. It’s amazing how well-behaved some children can be when their parents are not around. I know -- my son is a great guest. Let the parents know this is a private, unique activity for their child and you.
2. Choose a nice restaurant. Pick a place that will be special for the child. Make a reservation. Make sure the atmosphere is conducive to talking. Tell the child that you will be going to a nice restaurant and that he/she should be dressed appropriately.
3. Let the child set the parameters. Ask the child how much he or she knows about table manners, based on a 1-to-5 scale, 5 being the best. Also, ask how much the child wants to learn. My guest said she was a 1 and wanted to become a 5. As a result, she was giving me permission to give her feedback. But remember that all feedback must be given in a positive way.
4. Order a three- or four-course meal. You want the child to experience different courses. Possible choices include an appetizer, soup, salad, entree and dessert.
5. Don’t overwhelm. Concentrate on just three or four key learning points, such as choosing items from the menu, understanding the place settings, and holding and using the knife, fork and spoon correctly. Young people usually enjoy learning the memory trick “BMW” (Bread, Meal, Water) to remind them that their bread-and-butter plate is on the left, and water glass is on the right.
6. Make the experience fun. Make pleasant conversation and use some amusing, even gross, stories to emphasize the importance of manners. Examples include the woman who clipped her fingernails at the table, the man who licked his dessert plate clean, or the young man who tucked the tablecloth into his waistband when he didn’t have a napkin, and pulled all the dishes from the table when he went to the restroom.
7. Discuss the importance of thank-you notes. The young person can use either email or stationery. My young woman sent a printed note card that said, “Thank you for teaching me proper manners. I had a lot of fun.”
I did, also!
(If you are unsure about your own manners, check out the information on dining in my book When The Little Things Count…And They Always Count.)
The above question was asked when I volunteered to teach dining to my son’s 4th-grade Boy Scout troop. You now know why my business is corporate-oriented! Usually, I teach adults, but I recently agreed to take a friend’s 12-year-old daughter to lunch. The young woman’s parents wanted their child to brush up on her table manners before her upcoming Bat Mitzvah.
As I prepared for this atypical teaching activity, I created a number of steps. With the holidays coming, you may want to follow them with a relative’s or friend’s child. You will be giving a gift that will last a lifetime.
The following are the 7 steps to a successful Take a Child to Lunch activity:
1. Do not include the parents. It’s amazing how well-behaved some children can be when their parents are not around. I know -- my son is a great guest. Let the parents know this is a private, unique activity for their child and you.
2. Choose a nice restaurant. Pick a place that will be special for the child. Make a reservation. Make sure the atmosphere is conducive to talking. Tell the child that you will be going to a nice restaurant and that he/she should be dressed appropriately.
3. Let the child set the parameters. Ask the child how much he or she knows about table manners, based on a 1-to-5 scale, 5 being the best. Also, ask how much the child wants to learn. My guest said she was a 1 and wanted to become a 5. As a result, she was giving me permission to give her feedback. But remember that all feedback must be given in a positive way.
4. Order a three- or four-course meal. You want the child to experience different courses. Possible choices include an appetizer, soup, salad, entree and dessert.
5. Don’t overwhelm. Concentrate on just three or four key learning points, such as choosing items from the menu, understanding the place settings, and holding and using the knife, fork and spoon correctly. Young people usually enjoy learning the memory trick “BMW” (Bread, Meal, Water) to remind them that their bread-and-butter plate is on the left, and water glass is on the right.
6. Make the experience fun. Make pleasant conversation and use some amusing, even gross, stories to emphasize the importance of manners. Examples include the woman who clipped her fingernails at the table, the man who licked his dessert plate clean, or the young man who tucked the tablecloth into his waistband when he didn’t have a napkin, and pulled all the dishes from the table when he went to the restroom.
7. Discuss the importance of thank-you notes. The young person can use either email or stationery. My young woman sent a printed note card that said, “Thank you for teaching me proper manners. I had a lot of fun.”
I did, also!
(If you are unsure about your own manners, check out the information on dining in my book When The Little Things Count…And They Always Count.)
Subscribe to:
Posts (Atom)