Quick: When I say “COMMUNICATION BEST PRACTICES,” what comes to mind? Is it:
  • Be courteous and punctual
  • Don’t interrupt
  • Watch your language…?

Certainly, these things are important.  But these points are pretty basic.In this week’s podcast episode, I share my top 3 tips for five different communication media, and all of them are beyond the basics.  

Here’s your summary.

Talk About Talk #119 - Media Best Practices - image is an illustration of various communication media

Image by Monkey Business Images via Canva

TEXTING

1️⃣ Keep it short and sweet

Texting is meant to be quick and timely. If you’re going on too long, it might be a sign that you’re using the wrong communication medium. 

2️⃣ Always proofread your texts 

If you catch any typos before you hit “send,” you will avoid confusion. You will avoid ending up on a viral auto-correct meme. And if you are dictating your texts, let the recipient know with a quick, “Please excuse typos. I’m dictating this with Siri.”

3️⃣ Choose your first few words carefully
When you open the messaging app on your phone you’ll see a preview of the most recent messages. The first words your recipient sees matter, so choose them wisely.

 

Talk About Talk #119 - Media Best Practices - image of hands typing on a laptop with email icons floating above
Image by Urupong via Canva

EMAIL

1️⃣ Use a clear, specific subject line

Avoid vague headings like “Hi” or “Question” that don’t provide any context to the recipient. Use something more specific, like “Question about Client X” or “Meeting request for tomorrow.” This helps focus your recipient’s attention, and helps them determine how to prioritize your email.

2️⃣ Get to the point

Your reason for emailing shouldn’t be buried in the fourth paragraph of your email. I recommend opening with a friendly greeting like, “I hope you had a great weekend” followed by, “The reason I’m emailing you.”

3️⃣ The fewer people copied, the better!
Before you add another recipient to your list, ask yourself who really needs to receive this email. A good rule of thumb to follow is:
  • TO – The people you expect to reply
  • CC – The people who need to know, but don’t need to reply
  • BCC – Don’t use it! If you need someone else to know, send them the email separately. 
Talk About Talk #119 - Media Best Practices - image shows a note reading "Call me!" taped to a green rotary phone
Image by Rallef via Canva

PHONE

1️⃣ Consider the time of day

Remember, the phone is synchronous. This is extremely important, especially if the person you’re calling is in a different time zone.

2️⃣ State your name and ask if it’s a good time to talk
Even if it’s a personal call to a friend. Even if the call is scheduled. Identifying yourself and asking if this is a good time to talk shows that you aren’t being presumptuous and that you respect their time.

3️⃣ Always listen to your voicemail before calling back
If someone has taken the time to leave a detailed message (as instructed by your voicemail greeting), listen to it before returning the call. It’s the courteous and efficient thing to do.

 

Talk About Talk #119 - Media Best Practices - image shows a virtual meeting
Image by fizkes via Canva

ONLINE MEETINGS

1️⃣ Andrea’s Camera tips

  • Keep your camera at eye level to create the feeling of being “eye-to-eye.”
  • You don’t need to look the camera the whole time, but make a point of it when you are speaking, and especially when you’re making an important point.
  • If you’re not looking at the camera because of your tech set-up or because you’re referring to your notes, tell people why!

2️⃣ Don’t multitask
Give your full attention to the meeting. You might think nobody will notice if you check your email or text messages, but if you’re distracted, they will know!

3️⃣ Use the functionality of your meeting platform
This shows you’re engaged, and can help keep others engaged, too! Turn the camera on. Use the mute button when you’re not speaking. Use the chat to ask questions without interrupting. Use reaction buttons 👍 to show you agree.

And last:

IN-PERSON MEETINGS

Now that we’re back to meeting face-to-face in real life, make the most of your in-person meetings:

1️⃣ Put your phone away
Imagine!

2️⃣ Start and end on time
OK, this is basic, but is this what happens?

3️⃣ Take advantage of the post-meeting debrief
This can be where relationships are made and important information is shared!

That’s it!

Please forward this email to your friends and colleagues who might be interested in improving their communication skills. THANK YOU! 

If you have any questions, suggestions or feedback, please email me anytime.  I love hearing from you.

 

Talk soon,

Learn about 1-on-1 COACHING with Andrea,
or
schedule a free 20-minute consult.

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