No Bull Business Blog

Coaching employees: Why e-mail doesn't work

Excerpted from the Executive Report: Coaching Skills for Managers and Supervisors  

Researchers at Vanderbilt and Rice Universities set up identical tense coaching scenarios in which one pair communicated over the phone and face-to-face, while the other pair used only e-mail.

Results of the experiment:

• The phone/face-to-face pair managed to resolve their differences, but
• The e-mail-only pair more often ended up with insults, anger and breakdowns in communication.
  

Besides the obvious differences in communication methods, researchers noted one factor that's the main contributor to breakdowns when subjects use e-mail. It's something called a "lack of cotemporality."

Simply put, that means neither side heard (or read) the communication at the moment it was produced. Turns out, that's important in coaching - and it's often lacking in e-mail communication, since people read e-mails some time after they're written.

The lesson: Face-to-face, when possible, is usually the better approach. 

DIGGING DEEPER
Coaching employees to be more effective, productive and motivated is challenging for even the most experienced managers, but it can be done. For help, read the Executive Report: Coaching Skills for Managers and Supervisors

13 ways to improve your writing

Excerpted from the Executive Report: Business Writing - 83 Tips to Keep You from Looking Dumb

Here are 13 ways to make your memos, e-mails and other business writing clearer and more powerful.  

1. Shorter verbs will add power to your writing. Instead of: terminate and secure Write: end and get  

2. Personalize your writing by putting people in it.

Instead of: Profits are up 12 percent.
Write: CFO Julie Smith reports profits are up 12 percent.  

3. Write in specific terms.

Instead of: He worked for a company in the South.
Write: He worked as a consultant for the XYZ Co. in Atlanta.  

4. Try to keep sentences short - between seven and 20 words.  

5. Spell out numbers from zero to nine. Use figures for 10 and higher.

Example: Work on the facility will begin in four days and last about 12 weeks.  

6. Express large numbers clearly.

Instead of: $7,000,000
Write: $7 million  

7. To give your writing a more personal tone, use contractions: it's, isn't, couldn't, here's, etc.  

8. Pronouns help draw in the reader: you, me, him, her, our, etc.  

9. Unless the reader will react negatively to your news, try to stick with the active voice.

Instead of: Two proposals were approved by the committee.
Write: The committee approved two proposals.  

10. Use questions to make your writing livelier.
Instead of: Let me know if the plan has merit.
Write: Do you think the plan has merit?  

11. Try not to proofread on your screen. You'll catch more mistakes if you print out a document.   

12. Do not rely on spell checker. It will not detect misused words.  

13. Avoid using formal, stuffy phrases.

Instead of: As of this date
Write: Today

Instead of: The committee was in agreement
Write: The committee agreed  

DIGGING DEEPER
One of the biggest problems in business is communicating clearly. How often have you had to scratch your head after trying to decipher someone's memo? For help, read the Executive Report: Business Writing: 83 Tips to Keep You from Looking Dumb

How many writing mistakes can you find?

Can you find all of the mistakes in the paragraph below? Note: We're not trying to trick you. Every error below is a common mistake by businesspeople every day.

Nothing is more embarassing than making a writing mistake. Of course, we all think its funny when we spot a mispelled word in magazine ads or on billboards. If one of your employee’s are making the the mistakes, it can be disasterous. And if you have a typo in a memo to the boss, how do you think they will view your professionalism? These kind of mistakes can be prevented, irregardless of the persons job title. The people that make the mistakes can seriously effect how other’s view you’re company. That can cost any organization money and hurt it’s profits. 

Okay, how did you do? If you found all 16, then you're brilliant.

To see the answers to this quiz, go to the PBP Executive Reports site.

Seven things not to say

Excerpt from the Executive Report: Document, Document, Document - What Every Manager Needs to Know About Tracking Performance and Problems

Good documentation lists specific events and examples, clearly identifying issues that need to be addressed. So some words and phrases weaken good documentation because they're either too vague or too hard to prove.

Avoid using these seven when documenting performance or problems:

1. Perhaps
2. Possibly
3. I think
4. Never
5. Every time
6. Always
7. It seems

DIGGING DEEPER
Documenting employee performance or problems is key to being a good manager. To do it the right way, read the Executive Report: Document, Document, Document - What Every Manager Needs to Know About Tracking Performance and Problems

Writer's block: 7 ways to break through

Excerpted from the Executive Report: Business Writing: A Guide to Clear, Concise and Effective Writing.

It doesn't matter how many letters, reports or memos you've written. At some point, you'll find yourself staring at a blank screen, struggling to come up with that first paragraph or sentence.

Try these proven techniques for conquering writer's block. The methods are different, but their goal is the same - to get you "unstuck" and writing:

1. Write a headline. Before getting started on your letter, report or memo, ask yourself: "If this were a news story, what would be the headline?" Coming up with a headline forces you to identify the single idea you're trying to get across.

2. Create an outline. We're not talking about a long drawn-out outline with Roman numerals. Just jot down the major points you want to make and use it as a guide while you're writing.

3. Write it wrong. When you're working on your first draft, forget about typos, poorly constructed sentences and awkward transitions. The sole purpose of your first draft is to get your basic ideas down on paper. In other words: Just do it.  You can worry about "cleaning it up" later.

4. Take 10. For 10 minutes (time yourself), write nonstop. Glance at your outline if it helps, but keep writing. Sure, some of it won't be usable. But you'll find the simple process of continuous writing will help shape your thoughts.

5. Say it out loud. If you're drawing a blank trying to write the first sentence, say it out loud. Pretend the person to whom you're writing the letter is sitting across from you. What's the first thing you'd say? Now write it.

6. Switch readers. Sometimes writing a letter can be difficult because you know there's a good chance the reader may be intimidated or angry about your message. Write your first draft as if you're writing to someone else - someone who's friendly and receptive to what you have to say. You can change your tone when you go back to revise it.

7. Pick a card. Stuck on the order in which to present your points? Get a few index cards and write down one idea per card that you'd like to include in your letter. Don't worry about the sequence. Once all your ideas are down on cards, rearrange them so the ideas flow in a logical sequence.

DIGGING DEEPER
The truth is, most of us aren't great writers. One reason is that we try too hard to sound fancy or formal. But concise and conversational does a better job when trying to communicate ideas. For help, get the Executive Report: Business Writing: A Guide to Clear, Concise and Effective Writing.

Keep it simple: 25 ways to say it better

Excerpted from the Executive Report: Business Writing- A Guide to Clear, Concise and Effective Writing 

 

One of the easiest business writing rules to remember is: Choose shorter words over longer words. The simpler you keep it, the greater the chance the reader will read (rather than skim) your memo or letter and take action. Take a look at these examples:

 

Instead of: The Board looked at several viable alternatives that will facilitate optimizing our health benefits package.

 

Write: The Board looked at a few options to improve our health benefits package. 

 

Here’s a list of some long, heavy words to avoid and substitutions:

 

   Instead of:                               Use:

  accommodate                         serve

  advise                                       tell

  affirmative                                yes

  approximately                         about

  cognizant                                 know

  concerning                              about

  endeavor                                  try

  expedite                                   rush

  facilitate                                   help

  generate                                  make

  indicate                                    say

  in lieu of                                   instead

  numerous                               many

  observe                                   see

  originated                               began

  personnel                               people 

  precipitated                            caused

  pursuant to                             under

  remunerate                            pay

  require                                    need

  retain                                       keep

  solicit                                      ask

  sufficient                                enough

  transpire                                happen

  utilize                                      use

 

 

DIGGING DEEPER

Communicating clearly and succinctly are keys to successful management. But most of us are not great writers. To get help, check out the Executive Report: Business Writing - A Guide to Clear, Concise and Effective Writing.

26 phrases you should never use in writing

Excerpted from the Executive Report: Business Writing: A Guide to Clear, Concise and Effective Writing

 

Certain phrases are part of the business world - but that doesn’t mean they’re the best choices. You can easily improve your writing and more effectively communicate by using more direct terms and phrases. Here are some examples of wordy phrases and what to use instead:

 

Instead of:                                                            Use:

At this point in time                                               Now

Come to the conclusion                                         Conclude

Despite the fact that                                              Although

Exhibits a tendency to                                           Tends

I am of the opinion                                                 I think

In the amount of                                                    for

Is indicative of                                                       indicates

It is incumbent on me                                            I must

Make a decision to                                                Decide

On the grounds that                                              Since

Perform an analysis of                                           Analyze

Pertaining to                                                         About

Prior to that time                                                   Before

Provide information about                                       Inform

Reached an agreement                                          Agreed

Subsequent to                                                      After

Take under advisement                                          Consider

The committee made an agreement                        We decided

The question as to whether                                    Whether

To summarize the above                                        In summary

Under no circumstances                                        Never

We deem it advisable                                            I suggest

With a view to                                                       To

With regard to                                                       About

With this in mind                                                   Therefore

You will find attached                                            Here is

DIGGING DEEPER
Writing clearly and concisely is key to being successful in business. This writing guide can help: Business Writing: A Guide to Clear, Concise and Effective Writing.

The secret to better business writing - revision

Excerpted from the Executive Report: Business Writing: A Guide to Clear, Concise and Effective Writing.

Successful business writing is all about revision. A first draft only requires you to put down your thoughts on paper or a computer screen. But the fine-tuning of your document occurs when you revise what you’ve written. This might sound like a lot of work, but it doesn’t have to be. Follow the steps outlined here for successfully revising your document: 

Step into the reader’s shoes. Read over your letter from the reader’s point of view. Is it easy to locate the main message – or is it getting lost in a lot of “throat clearing?” Is the main message near the beginning of the letter – or does the reader have to wade through three or more paragraphs before learning what the letter is about?

Analyze your language. If you’re unsure how your language will sound to the reader, read the letter out loud. Is it chatty? Academic? Bureaucratic? Are some of the words – or sentences – open to other interpretations? If the letter doesn’t flow smoothly when you read it out loud, you’ll want to make some changes.

Look for sequence. As you read over the letter, check to see that your ideas follow each other in a natural sequence. The ideas you express in the letter should flow seamlessly from paragraph to paragraph.
Take a close look. Once you’re sure the content of your letter reads exactly the way you want it, look it over carefully for any mistakes. Your credibility depends on the spelling and grammar being error-free. Go ahead and use spell check – but don’t rely on it. Spell check can only tell you whether you’ve used the right part of speech. It can’t pick up mistakes such as ‘bare’ for ‘bear.’ 

Check the format. Successful letters that encourage the reader to take action are visually easy on the eyes. That means: Make use of white space. Keep paragraphs short and use italics, bold and underline when you can. Check that your bullets (if used) are lined up properly. Make sure your font is easy to read and when you print out the letter, check that the ink is clear and dark.

DIGGING DEEPER
Writing clearly and concisely is key to be successful in business. This writing guide can help: Business Writing: A Guide to Clear, Concise and Effective Writing.