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Express to Impress: Expert Tips for Professional Communication

November 2, 2016 by Thomas 1 Comment

To realize your professional potential and reach your goals, your communication etiquette needs to be on point. The details of how you get your message across can make a huge difference in the way you are perceived in the workplace.

Tanya White-Earnest, Director of Trident University International’s Center for Career Planning & Workforce Strategies, believes that communication skills can make or break professional opportunities and relationships. She put together an outstanding webinar called Professional Communication Etiquette to help job seekers and employees be more successful.

Below are some helpful and insightful tips from that expert webinar. We’ve broken them down into things that work well and things that don’t work so well in a professional setting.

“Whether you’re applying for a job and want to be sure you communicate well with recruiters and hiring managers or if you’re already in a position where you want to present yourself well to superiors, coworkers, and clients, these tips will help,” said White-Earnest.

Things that Work

According to White-Earnest, there are some things you can do when dealing with professional contacts that help make your interactions more positive, polished, and easy. These are a few:

A hand-written thank you note after a good interview. This helps you stand out as a candidate and shows your sincere desire to earn the position. Some people are tempted to text after a job interview because they want to get in touch immediately. While immediacy is important, you can accomplish this by sending an e-mail and then follow up with your hand-written letter.
Use good posture and smile when talking on the phone. The person on the other end of the conversation may not be able to see you, but scholars of communications find that these behaviors make a real difference in the way you are perceived. By sitting up straight and smiling, you can help ensure you leave a positive impression. You can even put a mirror in front of your face when on an important call to ensure you convey your meaning with the appropriate expression.
Make sure your personal phone is job search/office ready. Ensure you have a basic ring tone and voicemail greeting that projects an image of professionalism.
Turn your personal phone off whenever you are in interviews, meetings, or other professional settings. Not doing so is disruptive and makes you seem unorganized.
Fully read all of your e-mails and reply appropriately. Do not skim! Address each point that is brought up. If a person brings up three issues, don’t address only two. If you cannot answer all of their questions, tell the person you will find out the information they are seeking and get back to them.
Use autoresponder when on vacation or at a conference. That way if you don’t get back to someone right away, they will not be left to wonder why you didn’t respond or assume you are nonresponsive and unreliable.
Be sure to have an e-mail signature. This should include all of your contact information and a link to your LinkedIn profile. That way the person will be able to easily contact you in terms with which they are comfortable.
Respond even when you’re not interested. If you receive an e-mail requesting an interview for a position you’ve decided you do not want, don’t ignore it. Write the person back, thank them, explain that you don’t think it’s the right position for you, and if you know someone who might be a good fit, mention that person and put them in touch. That way, if an opportunity that does suit you opens up within their company, they will remember your courteous communications and helpful attitude. If you ignore them, consider the bridge burned.
Make sure all of your social media profiles are up-to-date and thorough. You want to be sure that anything they check really shows what you bring to the table. And they will check!

Things that Don’t Work

Just like there are things that help your work image, there are also actions that can harm it. Below are some to avoid:

Initiating text messaging. Generally speaking, you should never initiate texting with a professional contact. They should text first and then it is okay to answer them. However, just because they texted first, this time, doesn’t mean it is okay to use text the next time you need to communicate with them. E-mail or phone should still be used. Texts should be on a response-only basis in the professional sphere, unless specified otherwise by the contact.

Note: About 60% of recruiters use text. This is because 98% of texts are opened and 90% are replied to in 3 minutes. They know if they text they will probably hear back from you quickly, which is an advantage when they are scheduling multiple interviews. While it is obviously fine to respond to these texts, it is important to remember that other communications should take place via e-mail or phone – never text.

Text talk, social media abbreviations, and emoticons should not be used in job search materials. These are simply too casual and personal. Plus, many people will see you as juvenile, LOL. 😉
Misspelling the contact’s name or addressing them as the wrong gender. These types of mistakes are a great way to make a bad impression. This is especially important when the stakes are high, as in job search e-mails or when writing to a superior. If you are writing to that person, chances are you want them to help you in some way. Take the time to find the person on LinkedIn or their company website to determine their correct name spelling and whether they are male or female. Note: never assume you know gender by name!
Emails without subject lines. Always make sure to write a clean, accurate subject line for your e-mail. Emails without subject lines sometimes end up in spam folders. Subject lines also help your e-mail to stand out and be searchable if someone wants to reference the information in it later.
Applying to jobs for which you are unqualified. Recruiters get hundreds and hundreds of applications. Wasting their time by applying to a job for which you don’t qualify is a surefire way to ensure that company never hires you. Of course, more qualifications are possible with an online bachelors degree.
Not proofreading and spellchecking. Errors will project an image of carelessness when you want to come across as detail-oriented. Sending sloppy communications is also somewhat disrespectful as it indicates you don’t care enough about them to ensure your communication is correct and professional.
Following up more than once or twice per week. If you’ve written your follow-up e-mail clearly and appropriately, you will probably not have to do this anyway. But if you find yourself attempting to contact a company on a more than bi-weekly basis, you should probably realize this opportunity is not for you and move on.

In addition to these dos and don’ts, White-Earnest says there is one thing that will help you earn favor more than anything else in business communications: “The most important thing is to make connections and build relationships,” she said.

In the words of Maya Angelou, “people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” If you made your contact feel friendly, at ease, and confident in your abilities, then you are well on your way to success.

Good luck!

Photo credit: Pixabay

The Business of Helping Former Military Members

January 28, 2016 by Thomas 1 Comment

Retiring from a military position and moving into civilian life can be a challenge.

It’s a big transition, and if a veteran decides to stay in the work force, the question is what is a good career to take a look at?

Because many military personnel retire at a young age, they still want to work.

More and more companies are making it a higher priority to hire military vets; some that are known for doing a strong here are GE, USAA and Verizon.

Home Inspection – An example of a viable option

Some veterans may choose a career that they can do on their own rather than working for a big corporation, and that’s a good option, too.

One career to take a look at surprisingly could be a home inspector.

Here are 4 Reasons Why Home Inspecting is a Great Career Choice for Vets:

Low Startup Cost – You can start with some basic things like a laptop and a clear space to work – which can even be your kitchen table. Many jobs have higher start-up costs, but with home inspection, it’s fairly low. You will have to pay for training and licensing, but that should quickly come back to you;
Low Overhead – Once you’ve got your business going, it won’t cost much to keep it running. You don’t really need an office to pay rent on or anyone else working with you who you’d have to pay. You’re biggest expenses may be keeping your memberships current and paying for tools and mileage;
Education is easy – Licensing is fairly easy and can be flexible. You can do this at your convenience when it makes sense for you and on your own timeline;
Convenience – You can schedule your own hours and take time off when you need it. You can take clients and appointments on as you see fit, and you are the one who can best know what you can handle so you can keep your schedule manageable. You can set your hours and provide the freedom that may work so well for you.

Whether you are looking at a career in a big corporation, a small business or running your own business, you have some great options.

With a military background, you have excellent training and skills at the ready.

Now you can start something new that provides you convenience and satisfaction.

Photo credit: BigStockPhoto.com

About the Author: Heather Legg is an independent writer who covers topics related to social media, small business and education.

Build Your Online Portfolio from the Ground Up

August 12, 2015 by Thomas Leave a Comment

Is your online portfolio ready to impress?

With potential employers checking out new hires online, having an online portfolio makes good business sense, providing a valuable introduction to your skills.

Your choice of information and how you organize it could make the difference between being hired and being overlooked, so just what should you include?

Start with these six things:

Lead Off with an Introduction

Visitors want to get a feel for the person behind the portfolio, so be sure to include an introduction.

Your introduction should inspire confidence, giving a brief background on what you do, and who you are. Keep it short, but relatable. Your visitors are interested in the person you are and what you are like to work with – you don’t need to include your life story.

Industry Awareness

As the article “The Power and Impact of an Online Portfolio” points out, it’s a good idea to start by asking yourself about the expectations within your industry.

What skills, qualifications and personal attributes are employers in your industry looking for?

By cultivating an awareness of what employers want, you can tailor your profile to make sure it answers those needs.

Clear Focus

Avoid confusion by keeping your focus clear.

An overcrowded portfolio will fail to make an impact. Instead, summarize your key skills in one or two sentences that will leave visitors in no doubt as to what they’ll get when they work with you.

Be sure to include a strong introduction, an easy to browse selection of your work, a clear call to action to encourage contact, and visible contact details to facilitate that.

Qualified Statements

The maxim “show, don’t tell” holds true when it comes to your online portfolio. It’s not enough to simply list what you’ve done – details about your achievements are a must.

For example, if you re-designed a website for a restaurant, don’t just show your design. Talk about how many more visitors they got as a result, or how much revenue increased after it went live.

Leave your visitors with a clear impression of what you can achieve for them when they hire you.

Your Best Work

Choose your work for your portfolio carefully.

This is your chance to show your best work. It can be tempting to include everything you’ve done. However, it makes better business sense to take the opportunity to showcase the best of your work.

As well as choosing your best work, be sure to include some background on each project, such as the remit for each one and how you set about completing it.

Provide the Right Layout

Layout matters when it comes to your online portfolio.

The focus should be on your work, not on the layout surrounding it. Aim for a clear, professional look that easily draws attention to what you want to say.

Your portfolio should be easy to browse, leaving your reader free to focus on the quality of your work.

Make sure your portfolio is mobile-friendly too, or you could risk losing mobile visitors.

Your online portfolio gives you an opportunity to make your first impression count.

Take the time to plan and build it with this in mind so potential employers will like what they see when they visit your online home.

Photo credit: BigStockPhoto.com

About the Author: Tristan Anwyn is an author who writes on a range of topics including social media, SEO that works, and careers.

The 5 Hats of Graphic Designers

August 15, 2007 by Guest Author 35 Comments

Guest Writer: David Airey

Before computers entered the mix, the production of print material was firmly in the hands of graphic designers and printers. It took a very clued-in client to have any idea about the print-production process. Therefore, people were mentally prepared to pay substantial amounts for their logo designs, brochures and annual reports.

That was then. Now, however, things are very different.

Ask most people how they would design a logo or prepare a newsletter and they’d automatically point to the computer, placing their faith in software packages to do the job.

So if a novice can work their way around a photo manipulation or page layout program, why do designers still charge large figures for their services?

Today’s designer must wear many hats, and I’ll talk about some of them here.

The problem solving hat

Designers are presented with a problem, and it’s their task to find a solution. The problem could be to set a business apart from its competition by using an effective logo design, or to increase product sales with a cleverly designed advertising campaign. Whatever the initial brief, there’s a clearly defined problem and the designer puts on their thinking hat.

The teaching hat

By educating clients, customer-satisfaction is improved and the designer is more likely to be called upon in the future. What might a designer teach? File preparation is an important part of the print production process, and a lot of my time is spent educating clients about file types. You’d be surprised just how many of my clients don’t understand that a thumbnail image off a website can’t be used for a full-size A3 poster. This design guide for print provides a little more info.

The graphic designer hat

This is actually just one function of a modern-day designer. Ask any self-employed designer just how much time they spend designing and you’ll probably be surprised at the answer. I can’t say for sure how long I spend actually designing, but I think it’s between 25% to 40%.

The salesperson hat

Whether it be attracting new clients or selling an idea, graphic designers need to have enough confidence in their own ability to persuade a client that they’re making the right decision. Every design pitch must be treated like a sale. When meeting people for the first time, I make sure to focus at least my first three questions on topics not related to business. It’s much easier to develop a relationship with a person than it is a business, so don’t be pushy.

The manager hat

Accounting is a vital aspect of my business operations, and I’ve not yet reached the stage where I need to outsource, or take on an extra employee. I process my own tax returns once every year, and calculate my VAT returns every three months. This needs the manager hat, taking a step back from the creative side of work and focusing on the numbers. Time management and project management are also encompassed by this hat.

To summarize

Whilst it’s clear that the role of graphic designers has changed, it still remains an extremely creative industry. Of course, designers aren’t the only ones who must wear different hats in their profession.

What’s your line of work and how many different hats do you wear?

—David Airey

Thanks, David, for this grand explanation of what the folks in your profession do!
Come back again to tell us more, anytime.

–ME “Liz” Strauss

6 Easy Steps to a Career Basecamp in Cyberspace

November 16, 2006 by Liz Leave a Comment

It Was Someone Else’s Turn

When our son was 9 months old, my husband said to me, “I’ve done everything I want with my career. From this point I don’t expect a lot of new challenges — 21 years is a long time. It’s someone else’s turn. . . . You’re having such fun with what you’re doing. If you can replace my salary, I’ll stay home with the baby.”

I did. He did.

This morning I realized that 21 years later, I had a similar conversation at a trade show. A VP asked why I started blogging. This was my reply.

“Because I was a VP of Publishing, this industry sees me as a product person. Folks don’t value my experience in marketing, acquisitions, and training.”

He said, “You’re right. When I look at a resume, I look at job titles first. Then, if I’m interested, I look at skill sets.”

“That’s why I blog,” I said. “My blog is a 360 degree resume. It’s an ongoing interview in cyberspace.”

It’s true. A blog can be that.

These days no one has job security. Everyone needs an updated resume. Why settle for only a resume?

You can blog your way to brand that defines who you are and what you do much more completely. Make your blog a foundation — a career basecamp in cyberspace — a showcase of skills and expertise you have that future employers and clients need.

Turn the page. I’ll show you how.

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