Are You Communicating a Good First Impression?

Posted on June 2011 | Leave a comment

Illustration by Mad Artists at Dreamstime.com

First impressions are created in 30 seconds or less. And if you make a bad first impression, it takes 20 additional experiences to correct it.

That first impression communicates volumes about who you are and what you value. I can get a quick glance of someone’s business values in a few simple ways:

  • Is his business card professionally designed and printed on a clean, crisp stock? Or is it a “do-it-yourself” job on a flimsy paper and ink that’s crumbling off?
  • Is her Web site aesthetically pleasing and offering content that’s warm, inviting and easy-to-scan? Or does it have boring content, difficult navigation, broken links and a bad design?
  • Does his email address match his domain name? Or is he using a Gmail or Yahoo account?

Are You Kidding Me?!

People amaze me. I am continually fascinated by folks that hand out crappy business cards, set up irrelevant Web sites and use Gmail or Yahoo accounts as their primary email. Then they wonder:  “Why can’t I get any business?”

I want to say (but never do), “It’s probably because you’re sending the message that you don’t take your business seriously.”

Because if you don’t care enough about your business to present yourself professionally, why should anyone else care?

That statement may make you bristle. Your head may be filling with responses like “But I don’t have a marketing budget” or “It’s too expensive.” I know costs are a big concern for all of us right now. But consider this:

How much is it costing you every time a potential customer walks away because your marketing isn’t communicating the right message?

Make Their Decision a Simple One

Your marketing materials should speak for you when you’re not present. But they should also speak for you before you even meet your new client.

I’ve had several clients call me after visiting my site, introducing themselves and saying, “I liked your site and the way you write. I have a project I need some writing help with…”

The way I see it, my site “sold” these clients before they ever met me. They saw that I cared enough to invest in quality design, thoughtful navigation, inviting content and more.

Quality doesn’t have to cost a lot of money. But it will cost something and if you’re serious about your business, you should have a marketing budget and a marketing plan. Period.

What do you think? As always, your comments are welcome.

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Posted in communication, marketing

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Writing Business Emails

Posted on April 2011 | Leave a comment

Photo by Robert S. Donovan

Writing business emails is an everyday occurrence. Most of us tap out an email without a second thought. But, after seeing some of the emails I receive, maybe they deserve a second thought.

Bad grammar and nonsensical sentence structure inundate emails. I seriously wonder if some of these folks run spell check, much less take a glance at what they’ve written.

It all gets down to paying attention. Sure, it takes an extra moment or two to proof an email before hitting “send.” But that moment can be the difference between communicating a good impression or a bad one. Don’t you think it’s worth a few seconds of your time?

Communicating well isn’t difficult, but it does take mindfulness. Here are a few quick tips for your emails, along with a couple of other options when communicating with colleagues and clients.

  • Make the subject line pertinent to the email topic so you don’t confuse the reader.
  • If the length of your email rivals War and Peace, put it in a Word document and send it as an attachment. Your email should offer a brief summary of the document.
  • PowerPoint attachments work too.
  • Stay focused on your topic, and get to the point quickly.
  • Avoid long paragraphs and sentences. Use plenty of white space to make it easier on the reader’s eye.
  • Remember that more people are checking email on their cell phones. Bullets or numbered lists can make reading easier.
  • If you have a complicated topic that would be simpler to explain verbally, pick up the phone or schedule a conference call.
  • Consider using instant messaging if a quick conversation will save writing an email at all.

Remembering that your email isn’t the only one in the recipient’s box can help you communicate more effectively in your writing. As always, your comments are welcome.

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Posted in business, communication, writing

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Adventures in Creativity

Posted on March 2011 | Leave a comment

Photo by Denise Mayumi

This is the third in a series of posts on creativity. In my last post, I told a story of how letting myself have a temper tantrum helped me relax and allow my creativity to flow. Now I want to talk about adventures in creativity.

Our souls crave adventure, whether we want to admit it or not. As creative beings (yes, you are creative!), exploring new areas of creativity can refresh and re-energize us. But how do you determine what creative adventure to take?

You listen carefully to your intuition. That still, small voice. The feeling in your gut. That flash of inspiration. Whatever you call it, your creative voice will speak to you if you stop to listen.

Sometimes, your creative voice leads you to paint a portrait or compose a song. Sometimes, it simply tells you to grab the Play Doh, plop down on the floor and have some fun.

Michelangelo’s voice encouraged him to find David in a block of marble and to spend four years of his life painting the ceiling of the Sistine Chapel. Picasso’s voice told him to take a chance on his art, establishing the beginning of Cubism. Handel’s voice inspired him to write Messiah. (Click the Messiah link to see the Hallelujah Chorus performed in a food court.)

What’s Your Creative Voice Saying to You?

My creative voice has been encouraging me to get back to drawing.  I’ve always enjoyed visual art of just about every form. I took a drawing class a couple of years ago and had a blast. Am I an amazing visual artist? No, but I don’t care. I enjoy it. It refreshes me.

The adventure is in the doing. You can get all caught up in the results, asking yourself if it’s “good enough” and all that garbage, or you can simply listen to your creative voice, take a deep breath and give it a try.

Julia Cameron refers to the “sensuality of the process…the joy of creation, the play of ideas.” Your creative adventure is an exploration of what intrigues you. It’s not about the final results.

What’s holding you back? Not hearing your creative voice? A fear of looking foolish? A fear of not being good enough?

Adventure is all about taking a risk, even if you do it without anyone else knowing. (Hint — that means you don’t have to tell anyone!) As Nike says, “Just do it!” You’ll be glad you did.

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Posted in arts, creativity

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Let Anger Fuel Your Creativity

Posted on March 2011 | 3 Comments

Photo by Sam Pullara

I changed my editorial calendar to do a quick series on creativity. In my last post, I suggested 15 minutes a day to exercise your creative muscles. In this post, I’m going to share the way anger can fuel your creativity.

It’s a Full Moon, right?

Last Thursday, I hit my breaking point. Nothing seemed to go right. I wasn’t making progress on projects. I felt blah and directionless. I received four personal phone calls from people who talked at me, not to me, without taking a breath.

I went to bed annoyed and woke up completely ticked off on Friday.  I decided to give in and allow myself to be mad for the entire weekend.

I turned off my phone. I cranked up the classical music. I went to the quiet protection of an art gallery. I also allowed myself to eat as much candy and drink as much wine as I wanted.

I’m re-working my way through Walking in This World, The Practical Art of Creativity by Julia Cameron. When I sat down to read on Friday, I did an exercise aptly named “Use Anger as Fuel.” I wrote down 50 things I was angry about. If the page were longer, I’m sure I could’ve kept going and hit 100 easily. I was really P.O.’d!

The Calm After the Storm

Saturday, I created a space near a window so I can sketch at a small writing desk. I started cleaning my studio (a.k.a. junk room), got paperwork in order while watching a movie, and reorganized my office to encourage more creativity. I even had an “aha” moment and made a much-needed decision on my business that will, long-term, allow my creativity to flourish.

All that to say:  Once I let go and surrendered to the anger, everything fell into place. After I was done being mad, I moved forward creatively without resistance. It was easy.

I don’t get really angry too often, but apparently I needed this little temper tantrum. It felt so good to be naughty.

In the midst of being an angry, petulant child, I rediscovered my creativity.

What about you? Have you ever had an experience like that? How did you feel afterward?

If you feel creatively stifled, maybe you should set aside a couple of hours alone to get completely P.O.’d and make your list of 50 things you’re angry about. The release is delicious.

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Posted in creativity

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Exercising Your Creative Muscles

Posted on March 2011 | 4 Comments

I am creative, and I am a creative. Verb or noun,  it’s what I do and it’s who I am. When people discover that I’m a “working creative,” I get comments like “That sounds like fun” or “Wow, what a great life!”

My friend Esther, a designer and marketing coach, and I were discussing this recently. We commented that folks think that we sleep in, work in our pajamas, watch television all day and nap when we feel like it.

I wish.

If I’m Working in My Jammies, It Must Be 4:00 in the Morning!

First, I don’t sleep in unless I’ve had an extremely late night working. If I work in my pajamas, it means it’s either very late at night or very early in the morning. I don’t watch much television because I genuinely believe it turns your gray matter to mush and squashes your creativity.

And naps? A luxury at best, but sometimes necessary to allow the creative process to flourish.

I run my business like other business owners. I market, I manage administrative duties, I do the work for clients and hit my deadlines. And  I get the work done whether I feel creative or not.

Imagine what would happen if your boss gave you a project and you replied, “Oh, sorry. I’m just not feeling it right now.” Your boss wouldn’t be happy. Neither would my bosses (a.k.a. clients).

Power Through It

Creativity is like a muscle. The more you exercise it, the stronger it gets. Do I believe I’m more creative than you? Nope. I believe everyone is creative, but some of us exercise our muscles more often than others. Toned creative muscles mean you can access your creative juices quickly and effortlessly.

The first step can be the most important part of the creative process. Action lures creativity from its hiding place and gives it a chance to flourish, whether you’re feeling it or not.

If you’re serious about being creative, personally or professionally, make a commitment for 15 minutes a day. Put aside distractions, set the timer and get moving!

Take that first step. Let go. Create. Revel in the refreshment you experience. After just a few workouts, you’ll be toning up and eagerly anticipating that 15 minutes, every day. Have fun!

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Posted in creativity, habits, personal development, personal growth

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We’ve All Been Demoted by Facebook

Posted on March 2011 | 2 Comments

In January, I took a 21-day sabbatical from my personal Facebook page. Even though I figured it’d be hard to disconnect, I knew I needed a change. I was getting a little too dependent on the mindless scanning that Facebook offers me. It’s like a technological sedative for the brain.

While I was relieved to be disconnected, I experienced an information blackhole that meant I didn’t know what was going on in people’s lives. Even the “big news” passed me by. The strange thing was, I didn’t mind that much.

The Good Ol’ Days

Do you remember how communication worked before social networking came along? When good news like an engagement occurred, you notified your “tiers” of friends. Tier 1 friends (your closest friends) got the news in-person or via phone; Tier 2 friends received an email; and Tier 3 friends got the news through a passing conversation with a mutual friend.

I was telling my friend Liz that with social networking, it seems we’re all in Tier 3 now. She replied, “Yep. We’ve all been demoted by Facebook.” Well-said.

But I’ve accepted my demotion with dignity and a stiff upper lip. I’ve accepted that my limited time on Facebook means I’ll have less information on what you made for dinner or how you’re feeling at any particular moment. I’ve accepted that I won’t be the first to know your big news unless you make the effort to tell me directly. I’ve also accepted that I’m okay with all that.

For me, even 10 minutes of real, live conversation is richer and sweeter than any communication involving screens or keyboards. I will sacrifice knowing everything going on in your life for just a few minutes of one-on-one conversation with you. Shelby in Steel Magnolias states it beautifully:

“I would rather have 30 minutes of wonderful than a lifetime of nothing special.”

Here’s wishing you 30+ minutes of “wonderful” this week! As always, your comments are welcomed.

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Posted in communication, social media, social networking

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How Much Time Does It Take?

Posted on February 2011 | Leave a comment

In a previous post I stated that when I think I can do everything, I end up feeling overwhelmed and scattered. That’s why I created my list of Seven Super-Rewarding Daily Habits to help keep me at my best physically, mentally, spiritually and emotionally.

Recently, my friend Joan made a great observation. I was blathering on about how I’m being productive but not getting everything done. She pointed out that if I’m being productive, I am getting things done. I “took a moment.”

Duh.

She’s absolutely right. I am completing tasks and projects after going through my Assess-Decide-Do process, so that’s working…for the most part. (I haven’t perfected it yet and occasionally fall back into “doing-without-thinking” mode.  But I’m getting better!) Still, why do I feel I’m being unproductive?

Because I’m underestimating the time a task takes.

Honestly, I don’t understand this. I can create project estimates for clients quite easily and accurately. I’ve always been pretty good at it. If I can do that, why can’t I do it for my daily activities? It gets down to one word:

Attention.

I’m just not paying enough attention. I pay a ton of attention to project estimates, because money is involved for both the client and me. But when it comes to my time, I believe I’ve been too flippant with it. Now you’re thinking, “But Michelle, if time is money…” Yeah, I know.

The issue with underestimating my time is that it puts me behind. Then, at the end of the day, a lot of tasks are left undone. And that is what makes me feel unproductive.

The solution:

  1. I’ll be more mindful when making my daily lists. This alone could remedy at least 80 percent of the issue!
  2. Initially, I’ll add extra time for each task until I improve my estimating abilities.
  3. I’ll keep a separate list of five-, 10- or 15-minute tasks that I can fit in if I overestimate and have a few minutes to spare.

That’s all I can think of right now. Can you think of any others? Please leave a comment – I would appreciate your help!

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Posted in habits, personal development, personal growth, time

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The Quiet Response to Being Spammed By Someone You Know

Posted on February 2011 | 5 Comments

A colleague and I recently conducted an informal survey on spam. Everyone communicated they knew that spam was “unsolicited, bulk email.” But only a handful of people knew that spam includes being put on an email list without permission by someone you know.

Many survey respondents were annoyed to be put on a list without permission, but most said they just unsubscribed if they weren’t interested in it.

Sure, we all go to networking events, exchange cards then start receiving the unexpected newsletter or sales announcement. But giving someone a business card is not giving permission to be added to a mailing list. Period.

WHAT PEOPLE SAY BEHIND YOUR BACK

You may think, “Oh, it’s just part of doing business” or “No one pays attention to that anymore.” But trust me:  People are paying attention. They’re just not going to tell you to your face.

For example, one respondent said when he gets spammed by someone he knows, he immediately unsubscribes and tells the sender he didn’t request to be on the email list.

Then, if he actually needs the product or service, he’ll buy it…from the spammer’s competitor!

See what I mean about people not telling you to your face?

MY SUBCONSCIOUS RESPONSE

A woman spammed me last year. I nicely explained that putting someone on a newsletter list without permission was spam, and she seemed okay about accepting the clarification.

Last month, she spammed me again with the same newsletter. I wrote her once again and told her I didn’t request it. Did she respond? Nope.

So how did I respond?

I bought the same coaching service from her competitor. Since then, I’ve also referred said-competitor to nearly a dozen people asking me for referrals. Basically, her behavior established a new client and fan…for her competitor.

I wasn’t aware I did this until I read the survey results. When people knowingly spam me, they leave a bad impression. I feel uncomfortable buying from or referring them. Subconsciously, I think it gets down to one question:

Why would I do business with someone who engages in questionable practices?

I enjoy doing business with people who value honesty, integrity and character. These people consistently treat individuals with respect and kindness. They are concerned with quality — not quantity — when it comes to email subscribers, Facebook friends and more.

Look, I realize people don’t “get” basic etiquette anymore. I know many of you didn’t even realize you’ve been spamming people. (If you’ve been doing this, please stop. Now.)

I also know that there are many folks who know exactly what they’re doing, but they continue to do it anyway. They believe they’re getting away with something. These spammers don’t realize they’re creating a dangerously offensive reputation that encourages potential customers to quietly buy from their competitors.

Remember, spam is also defined as Junk Mail. Do you really want to be known for putting “junk” out there?

I’m just saying…

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Posted in communication, spam

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Discover Joy in Your Daily Habits

Posted on January 2011 | Leave a comment

This is the last post in a series based on Living the 80/20 Way by Richard Koch.

In his book, Koch says that we’ll get more reward for less effort if we select a few excellent habits that keep us at our best. He suggests that practicing seven “super-rewarding” habits daily will offer extraordinary benefits, short-term and long-term.

The habits you choose are dependent on what’s important to you and the benefits you want to experience. They can range from generosity and gratitude to exercise and saving money. They’re based on what you value in your life.

I had to give my list a lot of thought. I have a tendency to take on too much, become scattered and feel overwhelmed. I somehow think I can do everything. At once. Then I wonder why I don’t accomplish anything.

To stop this tendency (or habit, if you will), I took my time evaluating my List of Seven. I wrote and re-wrote my list. I even tried out and replaced a couple of habits that weren’t effective.

The Benefits of a List that Works

Now, I’m comfortable with my List of Seven. They work for me. Every day. I’ve been practicing them for a couple of months and, even in the midst of a nasty allergy season, I still felt good. (In the past, I’ve been bedridden when the cedar descends on San Antonio!)

I’m also more focused, whether I’m having a conversation or performing a task. And it’s nice to feel energized again.

Because these are priorities, there’s always time for them. I used to complain about not having enough time to get everything done. Then I realized that I had plenty of time…for the things I valued.

applying the 80/20 rule

Below are my seven super-rewarding habits that keep me at my best physically, spiritually, emotionally and mentally.  Am I perfect every day? Nope, but that’s okay. We’re talking about the 80/20 rule, remember? As long as I practice them 80 percent of the time, I feel fantastic!

  • Sleep Well.
  • Meet God.
  • Be Mindful.
  • Move for 20+ minutes.
  • Connect with others for 20+ minutes.
  • Create for 20+ minutes.
  • Read for 1 hour.

What about you? Can you pick seven habits to help you enhance your life on a daily basis? Give it a try, and let me know what your List of Seven looks like!

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Posted in 80-20 rule, habits, personal development, personal growth

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Think More. Act Less. Be Lazy. Savor Life.

Posted on January 2011 | 1 Comment

This is the second in a series about focusing on your best 20%. Today’s post offers concepts on thinking more and acting less.

One of my favorite books is Living the 80-20 Way by Richard Koch. He observes that the ancient Greeks were the greatest civilization for a key reason:  They had slaves to work for them. All they did was sit around thinking, pondering, evaluating and assessing.  (Yeah, I’d be brilliant too if that’s what my day consisted of!)

But there’s merit to thinking before acting. Koch encourages a certain level of laziness (“lazy intelligence”) in order to focus and to be creative.

“A lazy person wants to do as little as possible and so concentrates only on the essentials….For most of us, the only way to create something new and valuable is to slow down, do fewer things, chill out.”

It gets down to doing what really matters. Getting rid of activities you don’t value. Focusing on embracing each moment rather than rushing through it. Because only then can we truly savor life. Or, as Thoreau states in Walden, “I wanted to live deep and suck out all the marrow of life.”

Natural Productivity and Life Management

Dragos Roua agrees with Koch’s idea of thinking things through. In November, I read his eBook Assess – Decide – Do:  Natural Productivity. In it, Roua presents a life management system. His premise is that we spend too much time “doing” so we can check things off our lists. But the real question is:  Are they the right things?

I’ve been using this system for a couple of months now and am experiencing more peace during my day. I was surprised at how easily I cleared activities off my schedule. Now, I’m only doing those things that truly matter to me, and it feels good. Very good.

Rather than just doing, why don’t we spend more quality time assessing whether or not these things are important to us? Then we can decide whether or not to do them. If we focus on doing the things we value, we increase our ability to live in our best 20%. That results in giving ourselves the gift of richer, more satisfying lives.

Your best 20% refreshes and energizes you – Why not spend as much time there as you can? Good luck in your efforts to think more and act less!

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Posted in 80-20 rule, personal development, personal growth, simplicity, Uncategorized

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