The link below is a cool link about being a speaker. The author gives you 7 concepts and I’d like to add one more. Remember, it’s not about you. Too many speakers are all about what they have to say instead of recognizing it’s all about the audience. What does the audience need? What benefit are you giving to your audience? What do you want them to do with your material when you finish talking? Remember this while you check out the article – http://bit.ly/1pcaoWo
Recently, for the first time in a long time, I conducted a continuing education class in business writing. Eight participants showed up to learn how to improve their business writing skills. As I went around the room to discover why they were in the class, I was pleased to learn how many of them are lifelong learners. Only a couple of people were there because their boss or supervisor suggested they be there. I like it when people come to class because they want to be there, not because they have to be there.
The term “lifelong learner” has been around for a long time and more and more I see people in all types of jobs expanding their education. That bodes well for the workforce. In a previous blog I talked about the concept of having a workforce that’s made up of innovators in North America. We can’t be the innovators if we aren’t continually learning and expanding our minds. How about you, what was the last program or course you took? Why did you take it? How did it help you? I look forward to your comments.
Garth Roberts www.GarthRoberts.com
My colleague, friend, mentor and coach, Betty Cooper, always tells her clients, “Write to express, not to impress.” How about you? Are you writing to impress or express? Too much of what I read seems to be to impress. Let me show you how competent I am! Let me tell you how much research I’ve done! Let me demonstrate my brilliance!
Frankly, I don’t care how brilliant you are. I care about how your writing can help me. In this case, it is all about me … your audience.
To write for your audience requires focus on action. In business we communicate to get action from someone else. So, your first step in writing is to determine what action you want your reader to take. If you don’t know what the action is, don’t write. Save yourself and your reader some time. As a first step, put a plan in place so the outcome is of value to you and your reader.
The next step is to communicate in the way your reader wants you to communicate. If your reader, your audience, wants an e-mail, send an e-mail. If your reader wants a person-to-person connection, connect via phone or in person. Don’t default to the easiest method … for you! An e-mail or text may be quick but if it’s not getting results, it’s a waste of time.
The third step is to follow-up. “Well, I sent you an e-mail and you didn’t do what I asked!” Are you sure I got the e-mail? Did your subject line get my attention over the other 200 e-mails I got yesterday?
It’s not my responsibility to follow-up to ensure you communicated well. It’s your responsibility, if I haven’t responded to your request, to follow-up to make sure the communication loop is complete.
Back to my original question, are you writing for yourself or your audience, the person or people you want to move to action?
Garth Roberts www.garthroberts.com
With a little thought and planning I can start or finish almost every e-mail I write with thank you. These are two of the best words in the english language. In writing they help you focus on your readers. The readers, after all, are what your writing is all about. You want action from each reader and the best way to get action is to make your writing, and speaking, all about your audience. Let’s face it, we’re more likely to do something for someone if that person has made it obvious there’s something in the action for us, as well as for the person requesting the action.
In business writing seminars I find most of the participants don’t use or under use, thank you and its close cousins, please, and you’re welcome. Politeness isn’t just for the fancy restaurants and your great aunt Martha. Politeness works with clients and colleagues. In addition, thank you puts the focus on the client or colleague.
Next time you write an e-mail reflect on how you can thank someone. Try one of these or adapt them to fit your situation.
- Thank you for your request for information on …
- Thank you for providing me with the material on …
- Thank you for pointing out our error. I have taken the following steps to correct …
- Thank you for considering …
Incidentally, the proper and most effective response to thank you is, “You’re welcome,” not, “No problem”. If I thought it was a problem, I wouldn’t have asked you to do something!
For information on Writing For Business seminars in September and October, please e-mail me at firstname.lastname@example.org.
Check out A Leadership Minute at http://www.youtube.com/user/inspiredleader03
I’m halfway through a business writing seminar and I’m seeing participants who are having problems writing because they’re not reading correctly. One particular e-mail exercise seems to cause grief for participants. The facts are laid out and include a couple of suggestions. Individuals and groups get confused with the information. They seem to get confused for two reasons.
- They don’t take the time to clarify the information that’s in front of them. They’re given time and several suggestions about pre-writing and brainstorming. Still they miss obvious points they could include in their e-mail.
- They don’t think from the reader’s point of view. Writing is only effective if you think from the reader’s point of view. That’s who you want to take action.
Out of six groups who wrote an e-mail, only two included all the information available to them. The others got sidetracked by logistics as it related to them as writers, rather than focusing on the action they want the reader to take.
All of us have probably had individuals reply and ask for clarification when we written to them. Drop a comment as to how you deal with such a situation.
Garth Roberts www.garthroberts.com
If you watched the Super Bowl yesterday, you saw superb communication in action. You also saw communication breakdowns. Not all of us recognized each one or understand how many communication breakdowns happened. They happened in an instance when the ball went one way and the receiver another. They happen continuously, and these players have rehearsed their communication, repeatedly!
So why don’t you rehearse most of your communication? Too many of us go to an office or a meeting with a vague idea of what we want to say, but definitely not a plan. Plans work, as both Baltimore and New Orleans can tell you. Both Baltimore and New Orleans can also tell you which communication didn’t work yesterday. Do you have the vaguest idea when your communication fails?
But I’m not a sports team, you say! No, you’re a business or personal team and you rely on superb communication to complete tasks or to get others to complete tasks. Next time you want to have excellent communication, which should be all the time. Pause for a few seconds and ask the following questions:
- Why am I communicating?
- Who is receiving my communication?
- What does heor she need to know?
- What’s the best way to communicate – letter, memo, e-mail or in-person?
- What do I need or want to have happen when I finish communicating?
- How will I know my communication has been successful?
Incidentally, if you can’t answer number five with clarity, stop before you start. If you don’t know what you want to have happen when you finish talking, you shouldn’t waste your time and definitely not the listener’s time.
Have a great Super Bowl day of communication!
Garth Roberts www.garthroberts.com