We all run into common problems with our business communications. Try these tips to be more effective in your communications with clients and colleagues.

1. Laura Creekmore / August 2016 / @lauracreekmore
WHY COMMUNICATION IS SO HARD (and how to fix it)

2. You might think I’m an
expert on getting these
details right. But really,
I’ve just messed them
up in lots of ways.
Learn from my mistakes!

3. “The single biggest problem in
communication is the illusion
that it has taken place.”
—George Bernard Shaw
I’ve always loved this quote:

4. The tips I’m sharing will help you
ensure communication really
happens!
Let’s start with a big pain point:

6. ADDRESS THE EMAIL LAST

7. WHY:
It’s basic, but it prevents a lot of
trouble, like accidentally telling
someone something they aren’t
supposed to know...or sending a
half-written email.

8. DON’T USE BCC—EXCEPT…

9. WHY:
Someone who’s bcc’ed doesn’t
notice, and they reply all.
And reply all is never a good idea.
Stay tuned for the exception to the
no-BCC rule.

10. PUT YOUR MOBILE NUMBER IN EVERY EMAIL

11. WHY:
It’s annoying to have to ask for your
mobile number.
Put it in your signature on emails and
replies.

12. INCLUDE ALL INFO IN CONFIRMATIONS

13. WHY:
We create crazy email chains setting
up a meeting…and then we have to
re-read the whole chain later to
figure out when and where to be.
Let’s stop the madness.

14. This is crazy, amiright?

15. Even
worse,
here’s how
it looks on
your phone.

16. So much
better: All
the info we
need in the
final email.
Make it
happen!

17. READ THE EMAIL OUT LOUD

18. WHY:
I’m not going to fuss if you don’t do
this on every email. But if you’re
sharing meeting information, or if it’s
important, please do! You’ll catch
errors you don’t see when you re-
read.

19. HANDLE TONE VERY, VERY CAREFULLY.

20. WHY:
We count on tone and facial
expressions a lot in
communication...and via email, we
can’t see those.

21. A quick story
We don’t always get this right in person, either.
Once my daughter and I were at a program, and she
whispered, I really have to go to the bathroom.
I wanted to reassure her that it was fine to slip out,
so I said:

22. No one will miss you.

23. That’s right. No one will miss you.
Now, in the indirect, Southern way of saying things,
that means:

24. It’s fine to leave right now.

25. But what my daughter heard was:

26. We don’t care if you’re here at all and
we won’t miss you when you leave.

27. That’s right. No one will miss you.
If we can mess tone up this badly when we’re
actually talking to each other in person, how much
worse can it get when we’re mediating our
conversations with multiple forms of technology, and
text instead of actual voices and tones?

29. So yeah, read your emails out loud before you send.
Look for those phrases like, “No one will miss you,”
that actually have two opposite meanings, and re-
word them!

30. USE PUNCTUATION AND EMOJIS

31. WHY:
I hear you gasping. But in an informal
email or text, exclamation points,
emoticons and emojis help convey a
light tone. You can’t smile via email.
But you can emoji.

33. BE THE SECRETARY

34. WHY:
We lose track of meeting details. If you
will always take the responsibility to
send the calendar invite, you’ll know
everyone has the info, including you.

35. YOU MAKE THE CALL

36. WHY:
It’s easy to set a phone meeting
without figuring out the details. Take
the responsibility and just include this
sentence in your confirmation email:

37. I’ll call you at ____.
What number is best?

38. USE A SCHEDULING APP

39. WHY:
Because scheduling apps are way
less annoying than email chains.
Here are two to try:

40. https://doodle.com

41. https://vyte.in

42. KEEP TRACK OF YOUR OWN WORK

43. WHY:
You can’t depend on timely reply
emails to meet your deadlines. If you
need info by a date, tell your
correspondent, then set a reminder on
your own to-do list to follow up.

44. USE A CONTACT FILE

45. WHY:
Once you get someone’s contact info,
keep it! Make sure your contacts sync
to all devices and the cloud.

47. RE-CONSIDER VOICEMAIL

48. WHY:
Lots of people don’t use it anymore.
[Trying texting instead.] Ask if someone
prefers voicemail [and then make a
note in your contact file].

49. TALK SLOWER IN VOICEMAIL

50. WHY:
Because you hate people who talk
too fast on yours.
Slow down even more when you
share your phone number or email
address.

52. INTRODUCE PEOPLE RESPECTFULLY

53. WHY:
Introducing people right makes you
look good. Ask permission of both
parties, THEN email to connect them.
They can bcc you to let you know they
connected and then make their own
arrangements to meet.

54. Like this:

55. END GOAL:
INTENTIONAL
INFORMATIONAL
RESPECTFUL
COMMUNICATE
ON PURPOSE

56. COMMUNICATE
WITH ME:
laura@creekcontent.com
1-615-500-4131
@lauracreekmore