I hope you find my writing and business tips and observations useful. My business and blog are dedicated to helping businesses communicate clearly and reach their potential.
Read, subscribe to my newsletter, enjoy!Tash
Their names are precious
Did you know that someone’s name is one of the most precious words to them?
If you don’t believe me, think about how you feel when you are ‘treated like a number’, someone pronounces your name poorly and you get a letter with your name wrong in some way.
I once got a letter that referred to Mr T Hughes, opened with Tash and had Mrs Hughes on the envelope. I didn’t like being called Mr but the lack of care shown by the inconsistency was very poor.
Getting people’s names right is a sign of respect, and in business it also shows attention to detail matters to you. So consider the following tips:
- check the spelling of someone’s name before you send a letter or email – and use their spelling even if you don’t like it
- personalise where possible – if sending a letter or email, consider adding their name to the subject and/or body as well as in the opening line
- think about what form to use – title and surname or just first name for instance will depend on your audience and your business style. Note if they have shown a preference for one style then make sure you use that style.
- if you are not sure of gender from the name, avoid using terms that indicate gender as getting it wrong can be offensive
- never make fun or joke about someone’s name, even if you think you have a friendship, unless they have done so first – even then I would hesitate before joking about their name
- wait to be invited to use a nickname or abbreviation. So many people meet a Michael or Jonathon and start saying Mike and Jon, but if Michael hates Mike it will not impress him at all. Besides, nicknames are personal and often reserved for friends
- ask how to pronounce their name if you are not sure – people don’t mind helping but may resent errors
- do your best to remember names, especially at networking events or if a client introduces you. There are many techniques for improving your name memory and it is a valuable skill to have
PS On a humorous note, I received a phone call a few days ago where the person asked “Is that Mr Tash Hughes” (badly pronounced)
I answered “No” thinking – do I really sound like a Mr?
Next question “Can I speak to Tash Hughes?”
My answer “You are – I am Tash but I’m not Mr.”
“Oh, I thought you were a boy, Goodbye” and hung up!
An illicit response?
elicit: develop or arouse something.
The sad story will elicit your emotions and responses.
A problem solving team may elicit a solution faster than you alone.
illicit: illegal or otherwise forbidden (perhaps morally or against rules.)
The couple had an illicit meeting during the conference.
Not sure how to remember which is which? Notice that illicit is illegal and ‘wrong’, so it can be considered an ill choice or action.
Intranet for fun
What do you think a company intranet is for? Should it just be official and practical, or should it be personal and fun, maybe even wacky?
I think the main purpose of an intranet is to help staff do their jobs efficiently so it needs to contain information to help them. Having provided that information, I think an intranet can also include less formal items.
I see a number of advantages to a more friendly intranet:
- it can aid staff communication and relationships
- the occasional smile is good for staff productivity!
- higher morale reduces staff turnover and makes it more likely staff will complete tasks rather than watch the clock
So what can be added?
- daily weather updates – practical but nice if staff can see what other offices are experiencing
- tips – could be semi-serious like word of the day or funny or a motivational quote
- photo gallery of staff events and news (work Christmas parties, staff weddings, business launches, award ceremonies)
- tipping competition and results (why limit it to football? Try cricket, basketball, athletics or triathlons)
- information about charities staff/the business are involved in – and links for sponsorship
- menus of local lunch spots
- RSS feed of public transport updates in the area
- funny corner – add those joke, cartoons, etc that everyone will just email each other anyway
- health tips, recipes, office exercises, etc
- interesting seminars, webinars, training courses, etc coming up
They’re just my ideas – what else can you add?
Enough naming but not too much
Have you heard about using keywords to help search engines find you online? And considered that your business and/or product name is a critical keyword to get noticed?
I have often read about including keywords and business names in articles, newsletter and blog posts, and sometimes it even tells you how many times to include such words*.
Instead of some ‘magic’ number of times to use a word, I suggest writing it so the article is interesting and worth reading. Overuse of a keyword becomes obvious as a ploy and the writing then looses some of its credibility as a source of information.
In particular, how often can you mention a company name before someone stops reading it? Continue reading
Intranet content
A few years ago, companies created a section of their website as an intranet for staff communications. Now, they can run an intranet as part of a website still or have it on a blog, a wiki, online document sharing software, or even communicate via Tweeter platforms.
But if you need to set up an intranet for your business or workplace, the same basics apply. An intranet aims to make life easier for all staff by having relevant and current information stored in one place.
Having run a and set up a few intranet services, here’s my top list of things to include on the site:
- contact lists – the more staff in the business, the more this is necessary
- document registers
- soft copy letterhead, cover sheets, forms, etc that staff use frequently
- human resources forms (leave, change of bank account, etc)
- graphics files (e.g. logo, advertising banners) although some companies limit access to certain staff
- style rules and guidelines (often in the form of a style guide)
- standard text
- policies and procedures, especially relating to staffing
Some other things that suit in many businesses are:
- photos of events
- links to online reviews of the business/product
- archive of old documents in case people ring with queries based on old versions
- staff newsletter
- archive of old business newsletters and promotions
- organisation charts
- lists of ‘who to contact for…’ (such as Mary to order business cards, John for building maintenance and Jill to book company car)
What else would you like to see in an intranet? Is that something you’ve made use of before or just know from experience?
A step forward
Have you ever had to deal with something unpleasant, and then experienced the relief when it is resolved in some way, especially in a positive way?
Last week, I went to a VCAT hearing about outstanding payments from an ex-client.
Background story: A client I thought was trustworthy requested various writing projects over a period of time but hasn’t paid me for them. This client has never indicated a problem with the invoices, but just hasn’t bothered paying – or asking for any extension or payment terms. Late last year, I sent statements with the message that although interest hadn’t been charged it would apply from January and further action would be taken if she didn’t respond by that time. She chose not to respond so I filed an application resulting in today’s hearing.
Outcome: There is now a court order against her to pay me – and it is binding even if she goes into liquidation. I wonder if she knows the courts can go as far as repossessions if she ignores the order? Personally I think it is for the general good that an order can go on public record so others an see her reputation and be protected from her.
Of course, I would have much preferred to not go down this path and have been paid when I presented the invoice. It is an unfortunate risk in business that not everyone is honourable; fortunately, I have not had a lot of problems with payments and this client is certainly the worst in my seven years of running a business.
There is a great sense of relief however to have the hearing over and know that she is liable to pay me now.
Naming publicly
The naming and shaming will probably prove to be the greatest punishment. Chris Jackson
…we will name their names and shame them as they deserve to be shamed. Bob Dole
The above quotes got me thinking – is being named publicly for some wrong doing a bigger punishment than something like a fine or restriction? Do people who do the wrong thing actually deserve to be identified?
I don’t know that they deserve to be named and possibly humiliated by that naming, but I can see that naming them may protect others. For example, someone convicted of fraud isn’t someone I want to hire as an accountant or financial advisor, and having people who don’t pay for services they request listed may protect other businesses from being mistreated.
Some wrong doers appear to feel no shame and repeat their “crime” over and over; these are the ones people most need protecting from so making their names public seems somewhat just. With the internet, it is obviously mush easier to get names in front of a LOT of people instead of a smaller audience. For example, you can contact any magistrates court and ask for finding of any case which limits the access, but you can now also visit a website and see the outcomes for yourself.
What do you think – should wrong doers be publicly named as a punishment, to protect others, or not at all?
Part 2 in a couple of days…
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