Posts Tagged ‘E-mail’

The DOs and DON’Ts of Business Communication

By Bonnie Sokoloff

 In the course of doing daily business, think about how much of our interaction involves, even depends upon, communication in one form or another. Yet many of us don’t even think about the ‘messages we send’ in the messages we are sending.

How we communicate is as important as the information we are communicating, and it’s not a cliché to say that doing it wrong could be a deal breaker.

Follow these basic rules to maximize the effectiveness (and minimize the offensiveness) of your business communications:

1. Respect your audience’s time. That’s really the fundamental principle of communication in a business context. Assume that everyone is as busy as you are and if you want to capture their attention, you will need to make sure you address that. If a major explanation is not required, don’t schedule a meeting just to review information you plan to provide in hard copy format. Just send the presentation with a request for feedback. If you are sending an email that has already been replied to and forwarded a few times, don’t just hit the forward button again—take the time to summarize the information and put it in a fresh email.

Speaking of email… the rules around communicating via email can provide enough content for several articles, but for the sake of brevity, I’ll just concentrate on a few key points.

2. Get to the point. By the time they finish reading the subject line, your recipients should have a good idea of what the message within the email is about. Lead off with the most important information so if they aren’t able to read the entire email right away, they will know whether or not they need to revisit it later.

3. Know when to pick up the phone. Email is great for quick and easy messages, but when things get complicated, especially if trouble is brewing, you need to abandon the computer and make a call instead. There are too many variables, such as tone, that can easily be misinterpreted via email. You can prevent the situation from escalating and work toward an effective resolution by initiating a phone conversation at the right time.

4. The “Reply to All” button is not a toy. It is a tempting option, but before you press that button, pause to consider if everyone who received the initial email really needs to hear everyone’s take on the issue. If you are at all in doubt, don’t do it. If the original sender thinks others need to see the replies, allow them to do the forwarding.

You may have read the above tips and found yourself thinking: “Duh. This is just common sense.” And you are right. But in the midst of our busy days, common sense sometimes falls by the wayside. The main thing you need to take away is, no matter how busy you are, take the time to think about the whats, hows and whos of your business communications.

BONNIE SOKOLOFF currently works as an Internal Communications Specialist for Staples Canada. She has over 15 years of experience with copywriting, editing and print production.

Posted by Jameel in Getting Organized, Growing Your Biz on April 6th, 2011

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Shopping for a Mac? (Part 1 of 2)

By Lucas Roberts

If you’re looking for a Mac computer, there are so many options! Used Macs, MacBook, MacBook Pro, MacBook Air, iMac, Mac Pro, Mac Mini… and there are usually a few versions of each.

The iPad is not a computer… It’s a glorified and “more usable” iPod Touch. It relies fairly heavily on having a Mac as a parent for syncing and backup. You can download some content onto the iPad directly, but to store and manage it all you will need a Mac.

Used machines are always a risk and rarely worth it, unless you get a great deal on a Mac that still has an AppleCare warranty on it. Warranty is everything – you don’t want to get caught with a “no exchanges, no refunds” purchase that dies in two weeks. A four-year-old MacBook can sell for about $650. If you buy a brand new one, it will come with the warranty and will be about $1050. Not a huge difference.

How does each machine stack up against an equivalent PC? In my experience, and without getting into a ton of specifics and data (or an argument with a feisty PC-user—lol), a Mac of equivalent and even lower speed RAM/graphics will feel faster and stay peppy for longer, even years longer. The Mac system software is well optimized and based on Linux, so it’s stable and virus-free. I find the Windows operating system to feel clunky and sluggish unless powered by fast gear and even then, it doesn’t take long before it feels a bit goopy. Yes… Goopy. You know, like when you click on something and have to wait a bit for it to respond. Drives me mad. Anyway, I digress.

In terms of which new Mac to choose, this is how I’d break it down, based on my experience. Questions to spur your thoughts:

1. Portable or Desktop? Do you want to be able to take it with you, wherever you go? I know I sure do. Important note: Any portable Mac can also become a Desktop Mac if you also have a large monitor and laptop stand, with an external keyboard and mouse. However, any Desktop will only ever be a Desktop. You can’t take an iMac on the bus (without looking a little bit odd). You can get a great 24″ screen for around $350, and a keyboard/mouse/stand setup for around $200.

2. Big screen or small screen? Do you deal with large documents, PDFs, or photos, and want to see a lot on the screen at once? Or do you have some trouble with eyesight? If so, you’ll want a bigger screen. If you like smaller, more convenient, more portable equipment, I recommend a 13″ or 15″ screen. Your back will thank you if you have to carry it around all day. However; I would always caution people considering the 17″ laptop – that is a beast of a machine to carry around. Only consider it if you really need a large portable screen for displaying high-quality images to clients in meetings, and you can’t just use an external monitor wherever you work most. Note that you can also special-order beautiful high-resolution screens for your laptop if you buy from the Apple store online.

3. Is professional image an issue for you? If so, you will want to consider an aluminum laptop instead of the white MacBook. What will people in the stylish fair trade and organic-only coffee shop think of you if you have a shiny white plastic computer? If image is not an issue (or you find the MacBook adorable) then a MacBook is a great machine.

Note: This is the first of a two-part series. Tune in Monday for Part Two of “Shopping for a Mac?”

Lucas Roberts, President and CEO, Macinhome Consulting Inc. Lucas started his career in Macintosh sales and troubleshooting in 2000, through his 3-year employment with Mac Station, an Apple Authorized retailer in the greater Vancouver area. He loved being a trusted resource for his customers, and his sales grew through word of  mouth. He continued his IT education with Hostway Corporation, providing phone and email technical support for Web and email hosting, domain name registration and all associated Internet technologies. While working at Hostway, Lucas built Macinhome during evenings and weekends, helping clients at all hours of the day. During his five-year term at Hostway, Lucas was quickly promoted to Senior Technical Support Supervisor in Hostway’s Vancouver office. In late 2007, when asked to relocate to manage Hostway’s head office in Chicago, he respectfully declined, leaving the company on good terms to build on Macinhome’s growing success. Now, he finds ways to help the Macinhome team provide the most patient and high-quality service possible, to their clients. Lucas also writes on his personal blog about how people relate with technology, “people + technology,” at: http://lucasroberts.com/ and spends his days trying to figure out how best to fix the world, one Mac at a time.

Posted by Lynnette in Technology on January 28th, 2011

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Promises, Promises-The gap between the business message and civility

By Vida Jurisic
Vida Jurisic

Vida Jurisic

Every small business in this country wants to be heard and is vying for client attention and retention with its message. But there is one BIG piece of the message machine that is growing really threadbare on delivery – it’s CIVILITY. Yep, you read right and I bet some of you are already starting to review the mental civility visuals that you’ve experienced lately.

Here are some examples I’m sure you will relate to:

I’ll call you in two hours

You call a potential client and you get her voicemail. “I’m sorry, I’m not in right now but please leave a message and I’ll be sure to return your call in two business hours.” WOW – that‘s some response. So you check the clock just about two hours later and get ready for the phone to ring. No call. Three hours later; no call. Two days later; still no call. So you call again and get the same cheery message. What to do? Forgive? Forget? Keep calling? Is it worth it?

You’ll get the quote before noon on Thursday

It’s Tuesday morning. You’ve had a great conversation with a person you think you want to hire to manage your new project. You really feel that he “got it.” He promises to call you on Thursday before noon with a quote for his fees. But by late Thursday afternoon, you suddenly realize he didn’t call you. “Something came up and most likely he’ll call before the end of the day,” you tell yourself. As you’re leaving that evening, he still hasn’t called you back. “How come I read him so wrong?” Disappointment sets in and now, you hope just to get a satisfactory answer in the morning. Will you? Won’t you?

Can’t talk—meeting’s off!

You’ve been looking forward to interviewing that leading light in your business field who was only available one day this month, Sunday, at six a.m., in a city four hours away by plane. Never mind, you need him to OK that innovative idea you have for streamlining your data information storage. He also told you to be sure to call him Friday to confirm that all was on schedule. So you do. He answers: “I’m on a long-distance with Japan, call me back in 20 minutes. No, let me call you back.” OK – he’s going to call you back but you have no clue when that will be. You’ve already reserved your ticket for early on Saturday morning…

Soon, five hours have passed and he hasn’t called back. You try his home phone and he answers, “Sorry, I’m just off to have supper. Call me in an hour.” You do. He’s not there. You call his cell and the voicemail message comes on. You’re desperate. You go to bed because you have to leave early the next day. At about five a.m., the phone rings and it’s him. “Look, I’m really sorry. The meeting’s off. I have to leave for Japan in two hours to put out one #@!!$! of a fire – Just got the call. I’m really interested in your project, so can we set up our meeting in two weeks when I get back?” And hangs up. Is this for real? Yes. Did you deserve this? No. What now? Your guess is as good as mine.

Believe me, I’m an optimist – honest. In fact, I can say that most of my business dealings with clients have been courteous and richly rewarding. In fact, I believe that most business people are decent. It’s just that that the headlines are replete with stories of “those” who get away with hair-raising, uncivil behaviour by bailing out on their promises whenever it suits them – any time, anywhere.

But you and I know we’re not like “those people.” So how about a big cheer for the decent, hardworking Canadian small business operators who earn the trust of their clients daily by actually delivering the promises their business message conveys, in keeping with civility inspired by behaviour that comes from the heart.

About Vida Jurisic

An award-winning writer and editor with a diversified Canadian and international clientèle, Vida Jurisic has written in the areas of retail, food processing, public works, visual communications, insurance, law enforcement, customer service, travel, corporate profiles, and health and seniors’ issues. She is a silver award recipient from the National Mature Media Awards that recognizes the best advertising, marketing and educational materials produced for adults aged 50 and over. At ease writing for traditional and electronic media, Vida is currently editor of Luggage, Leathergoods and Accessories Magazine that has been the voice of the Canadian luggaage, leather gloods and accessories industry for 43 years. Vida’s fluency in French and English enlarges her network of information resources both nationally and internationally, bringing an added dimension to her client services. As a result, she has successfully worked with editors in Canada, the United States and the United Kingdom, has participated in press trips to Spain and Belgium and provided interpretation services to business missions from France. Moreover, Vida works as a consultant to help new businesses as well as businesses that are expanding or experiencing change to prosper by promoting a consistent business message to their diverse business audiences. Raised in Montreal, Vida now makes her home in Toronto. She is past president of the International Trade Club of Toronto, a unique not-for-profit organization whose mission is to assist members comprising trade commissioners and export and import companies in promoting, exchanging and developing trade expertise.

Posted by Lynnette in Growing Your Biz, Lifestyle on August 9th, 2010

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Identity Theft Hurts: Part 2

By Donna Marrin

Prevention is your best revenge

1. At Home

Lock personal information in a secure place at all times so nobody entering your home, invited or not, can gain access to it.

  • Purchase a personal shredder and shred all documents before you trash them: charge receipts, insurance forms, cheques, bank statements, expired charge cards, etc.
  • Keep a current photocopy (also in a locked, secure place) of every piece of information that you carry with you: your driver’s license, social security card, etc., for immediate referral if your purse or wallet is stolen.

2. Your Mail

It’s a fact of life that our mailboxes sit in isolation for most of each day; therefore, a locking mailbox is your wisest security measure. The more difficult it is to access, the less chance your mail will be targeted.

  • Remove mail as promptly as possible from your mailbox.
  • Be familiar with your billing cycles and follow up immediately if you notice any missing bills. Thieves will use stolen information to submit a “change of address” while paying the minimum charge on a bill, later requesting a new card with a new address. Before long, the thief is using your credit card without your knowledge.
  • Report immediately discrepancies on monthly statements.
  • Thieves have no access to your outgoing mail as long as you drop it directly into designated Canada Post collection boxes.
  • Before you go on vacation, call Canada Post to arrange a vacation hold.

3. Out and About

  • Never supply your Social Insurance Number unless it’s absolutely necessary. Ask if you can use a different form of ID instead.
  • When going out, plan to carry only the identification and credit or debit card that you know you will need to use and secure any extra cards in your locked area at home.
  • Never sign the back of a credit card. Instead, print “Photo ID Required” in the signature area.

4. Security Measures

  • When you create a password, don’t use obvious, locatable information: maiden name, birth dates, consecutive numbers, or parts of your SIN or phone number. And never keep written records of passwords.
  • Never divulge personal information over the phone, Internet or by mail, unless you’re certain you’re dealing with a legitimate organization and you were first to initiate contact. Exercise extreme caution when responding to sales promotions. Identity thieves will create phony promotional offers designed to glean personal information. They pose as bank representatives, lottery administrators, Internet service providers and other official-sounding business personnel. They will do whatever it takes to persuade you to reveal your personal information to them. Do you handle financial transactions over the Internet? If so, ask about their privacy/security policies: Is your personal information shared with other agencies? How secure is their server? How do they store personal information? If you are wary of their policies, discontinue your business with them.
  • Question security policies in your workplace, doctor’s office or any other organizations using your personal information, and know exactly who has access to it. Find out if your information will be shared with mailing list companies, marketing and survey companies or anyone else. Request that your information be kept confidential. Keep your purse or wallet locked in a secure place at work, and do the same with any administrative forms displaying your personal information.

5. Cheques

  • When you reorder cheques, pick them up at the bank instead of having them sent to your mailbox.
  • Have only your first initial and last name printed on your cheques. Not knowing how you sign your cheques will make it a lot more difficult for a thief to forge your full name, since banks keep your signature on file for comparison. It’s also a good idea to have your business address and phone number printed on cheques instead of your home information. Without access to your home address and phone number, a thief who steals your cheques will have difficulty infiltrating other accounts.
  • Never print your SIN or driver’s license numbers on your cheques. You can supply this information later, if absolutely necessary.
  • When paying your credit card account by cheque, do not write your entire account number on the “For” line. Many people view your cheque as it works its way through the payment process. If you supply only the last four digits of your account number, the credit card company can still identify your account.
    Be extremely protective of your personal information. Ask questions, no matter who requests access. Demand to know why they need your information, what they plan to do with it, how long they intend to keep it, who they plan to share it with and how you can feel confident with their security measures. Identity theft is a debilitating crime, and these simple precautions can save you months, if not years, of grief and damage to your financial status.

Fighting Back

If your credit cards or cheques have disappeared, acting fast is the best form of damage control. Identity thieves work against the clock and will abandon efforts the moment they sense detection. Your diligence is key.

  1. Contact your bank and/or credit card company the instant you notice that your cheques and/or credit cards are missing.
  2. File a police report immediately. You should also visit PhoneBusters, Canada’s anti-fraud call centre, to learn more about protecting yourself against fraud.
  3. Call in a fraud alert on your credit report by contacting the following Canadian credit bureaus: Equifax Canada and Trans Union Canada. To read more, visit Public Safety Canada.

Donna Marrin is a freelance Senior Writer/Editor specializing in corporate communications and advertising. She also founded and runs the Markham Village Writers. Visit her at www.markhamvillagewriters.com.

Posted by Lynnette in Getting Organized, Technology on May 25th, 2010

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