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September 28, 2005

A 'dinger' to get attention at work?

Communication tips can be pretty funny. I subscribe to a Communication Tips Newsletter and the other day they sent out a tip that made me laugh. The gist of it is that if you are having a hard time keeping order in meetings that you should bring in a bell and when someone starts getting off topic you should ring the bell.

Can you imagine being a work in a meeting and having someone 'ding' you for getting off topic. My initial reaction was that this seems like a great way to keep a kindergarten class on topic - but would it work in a business? Probably. Who would want the embarrassment of getting dinged by their boss in a meeting? I'm sure I would think twice before opening my mouth in a meeting.

The only problem with this tip is that it was sent out for use by professional business people. If you need a bell to keep a meeting on track you probably have issues that can't be solved by interrupting someone with a bell.

What's a better way to keep a meeting on track? Create an agenda. Hand it out BEFORE the meeting with a business letter explaining what the purpose of the meeting is. Make sure that you give people enough time to contact you if they want to add something to the agenda. At the meeting, make sure everyone has a fresh copy to take notes on and stick to the agenda. Instead of using a dinger to get attention, all you need to say is, "Let's get back to where we were" and refer to your prepared plans.

Leave the dinger at home - Treat professionals like professionals.

Posted by Jon at 2:24 PM | Comments (0)

September 9, 2005

Business Letter Resource

Visit http://www.business-letter-templates.com if you'd like more help writing business letters.

Posted by Jon at 3:05 PM | Comments (1)

Using the right communication method for every situation

Technology has changed our world. One of the biggest changes has come in the way that we communicate with each other. We have many options at work - email, letters, faxes, phone calls, meetings - even instant messenger. With so many options, new employees are often confused at when they should write a business letter and when they should schedule a meeting or pick up the phone. Here are some tips to help you choose the right communication method.

Communicating Facts or Information - This information is best communicated in writing, probably with an email or instant messaging.

Communicating Sensitive Information - If you are communicating information that is sensitive or that is likely to result in an emotional reaction, it is best to communicate this information in person. This way you will be able to answer questions that arise and make sure that your message was understood correctly.

Contracts - These should always be in writing. If time isn't important you can send a letter. Usually a fax works great in these situations. Make sure to include a business letter!

These are just a few situations that many business people encounter. Make sure that you choose a communication method that is appropriate for the urgency of the information. If a response isn't needed right away - send an email rather than an instant message. If the building is on fire, don't pick up the phone - run out of your office and tell someone!

Posted by Jon at 9:32 AM | Comments (1)

September 2, 2005

How to Write a Formal Business Letter

A formal business letter includes three sections - the header, the body, and the signature. Here are some tips for writing an effective professional business letter.

Get started by using a professional letterhead. If the company you work for doesn't already have printed letterhead, get an image file of your company's logo and create a letterhead in your word processor. Using a company letterhead gives your letter authority that it wouldn't have otherwise. In the header of your letter you will also want to include the date and inside address for the recipient. Use a courtesy title for the person who will be receiving your business letter.

When writing the body of your letter, be brief. Businesspeople love efficiency and hate wasting time. Don't write phrases with five words that you could say in one word (i.e. "at a later date" vs. "later"). You may think it makes the letter sound more professional, but the longer your letter gets, the better change that your message will become muddled. In your last paragraph you should include the action that you want the reader to take. Communicate your request clearly to get results!

Complete your letter by signing it and include your title. If you are enclosing anything with the letter, make sure to mention it in the body of your letter and under your name (use ENC:). If you are writing the letter for someone, include your initials and their initials (jam/ds).

Posted by Jon at 8:23 AM | Comments (2)