Imitation is the sincerest form of flattery. But it's not the most effective form of communication! Too often I hear (or read) folks who seem to be "channeling" a way of speaking, whether that of an individual or an industry. And channeling someone else's ideas or thought patterns will never change the world.
We've all admired writers, speakers, and storytellers whose distinct personal style made a real impact on both their audience and their material. It's easy to fall into mimicry, imagining that the mannerisms that work so well for them will surely benefit our own message. Not so! Like an accomplished musician, skillful communicators can credit many different influences to their style, but influence will only get you so far.
Be fresh. Be genuine. Figure out what you have to say, believe in it with everything you have, and then send it out there. You and your audience will both reap the rewards.
Tuesday, July 13, 2010
Thursday, July 8, 2010
How to write an effective letter
Once upon a time--a very different time--people relied on letters almost exclusively as a method of communication. Whether you wanted to stay in touch with family or friends, do business, or create a country, letters were the way to do it. The Declaration of Independence is, in essence, a letter; and before it was ever drafted dozens of other letters flew back and forth between the founding fathers expressing the need for a new country.
Obviously this is no longer the case. But the advent of e-mail, the telephone, video chat, texting, social networking sites, and all the other communications options we now have access to hasn't changed our dependence on the ability to write a good, clear letter. Whether you send it over e-mail, put it in a Facebook message, fax it, or break it down and Tweet it, the need for structure, clarity, and style is still there. Here are six key elements to a well-crafted letter:
Preparation. Before you begin, take the time to establish clearly for yourself what your objective is for your letter. Don't wade in with a general idea, only to be pulled under by a tide of digressions and needless information. What is your motive for contacting this person? What information does he or she need from you in order to explain your motive? What roadblocks do you think might keep the recipient from understanding this information, and how should they be addressed (if at all)? Finally, what do you want him or her to do as a result of receiving the information? Once you know the answers to these questions, you're ready to begin on the letter itself.
Introduction. We're all busy. With the exception of your closest friends and family members, you should always remember that your recipient wants to know why you're writing as quickly and in as few words as possible. Depending on how complicated your subject matter is and how long your missive, this can be a paragraph, a sentence, or even just a phrase like, "Regarding our conversation yesterday on next year's expansion plan..." Open with a friendly greeting if you feel the need to establish tone, but once that's done, get your objective out there ASAP and move on. (Note: this is especially important for cover letters associated with resumes.)
Support or background information. This is pretty self-explanatory. Just remember to be as concise as possible when presenting the details or background needed. Make sure that all information presented is essential to your objective; anything extra will weaken your message and make it less likely that your recipient will read the entire letter.
Response to possible opposition. Letters (apart from family newsletters) are meant to get your recipient to do something. When you ask someone to do something, nine times out of ten you know that there may be certain roadblocks or personal objections that stand in the way of their doing so. It's important to address these in your message; it's even more important that you do so in a positive way. Don't strengthen your recipient's objection by voicing it for him or her ("I know you may think that this would not be cost-effective..."). Focus instead on the benefits of doing what you ask ("This will be a good value because...").
Request. Now that you've made your case, and drawn special attention to the areas of your case that you think your recipient needs to hear pointed out, it's time to ask for your objective. Don't ever make your case and then leave the recipient's next step up to him or her. Even if you're not sure what the next step should be, ask to discuss it further or ask the recipient to come up with a solution. Look on this portion of your message as closing a sale. Good sales people are taught from day one that if you don't ask, you won't receive.
Conclusion. Like the introduction, your conclusion should be as short as possible. Your purpose is only to thank your recipient for their time, and express that you look forward to their response, giving any applicable deadlines. Don't weaken your letter's structure by going back over ground you've already covered. If your letter is informal--for example, an e-mail continuing an established conversation with someone you already know--all the conclusion you need is to sign your name; your request can stand alone.
So there you have it. There are a lot of nifty tips and tricks for each aspect, of course, but these six points are the basic framework for any solid letter. Happy writing!
Obviously this is no longer the case. But the advent of e-mail, the telephone, video chat, texting, social networking sites, and all the other communications options we now have access to hasn't changed our dependence on the ability to write a good, clear letter. Whether you send it over e-mail, put it in a Facebook message, fax it, or break it down and Tweet it, the need for structure, clarity, and style is still there. Here are six key elements to a well-crafted letter:
Preparation. Before you begin, take the time to establish clearly for yourself what your objective is for your letter. Don't wade in with a general idea, only to be pulled under by a tide of digressions and needless information. What is your motive for contacting this person? What information does he or she need from you in order to explain your motive? What roadblocks do you think might keep the recipient from understanding this information, and how should they be addressed (if at all)? Finally, what do you want him or her to do as a result of receiving the information? Once you know the answers to these questions, you're ready to begin on the letter itself.
Introduction. We're all busy. With the exception of your closest friends and family members, you should always remember that your recipient wants to know why you're writing as quickly and in as few words as possible. Depending on how complicated your subject matter is and how long your missive, this can be a paragraph, a sentence, or even just a phrase like, "Regarding our conversation yesterday on next year's expansion plan..." Open with a friendly greeting if you feel the need to establish tone, but once that's done, get your objective out there ASAP and move on. (Note: this is especially important for cover letters associated with resumes.)
Support or background information. This is pretty self-explanatory. Just remember to be as concise as possible when presenting the details or background needed. Make sure that all information presented is essential to your objective; anything extra will weaken your message and make it less likely that your recipient will read the entire letter.
Response to possible opposition. Letters (apart from family newsletters) are meant to get your recipient to do something. When you ask someone to do something, nine times out of ten you know that there may be certain roadblocks or personal objections that stand in the way of their doing so. It's important to address these in your message; it's even more important that you do so in a positive way. Don't strengthen your recipient's objection by voicing it for him or her ("I know you may think that this would not be cost-effective..."). Focus instead on the benefits of doing what you ask ("This will be a good value because...").
Request. Now that you've made your case, and drawn special attention to the areas of your case that you think your recipient needs to hear pointed out, it's time to ask for your objective. Don't ever make your case and then leave the recipient's next step up to him or her. Even if you're not sure what the next step should be, ask to discuss it further or ask the recipient to come up with a solution. Look on this portion of your message as closing a sale. Good sales people are taught from day one that if you don't ask, you won't receive.
Conclusion. Like the introduction, your conclusion should be as short as possible. Your purpose is only to thank your recipient for their time, and express that you look forward to their response, giving any applicable deadlines. Don't weaken your letter's structure by going back over ground you've already covered. If your letter is informal--for example, an e-mail continuing an established conversation with someone you already know--all the conclusion you need is to sign your name; your request can stand alone.
So there you have it. There are a lot of nifty tips and tricks for each aspect, of course, but these six points are the basic framework for any solid letter. Happy writing!
Monday, July 5, 2010
Talking To Yourself
During the last few days, I've been thinking a lot on the subject of self-awareness. When coaching a new client--no matter what I'm doing for that person--the first step I take is to identify that client's unique goals, values, and priorities. This is vital, as all advice or recommendations I make will be geared toward furthering these. But I've learned that I'm not the only one who needs this initial establishment of voice. Often it's the most valuable part of the entire coaching session for the client.
You see, I work to help clarify and refine how people describe themselves and their services, value, and knowledge to other people, whether this means a prospective employer, a customer, or an employee. But before this can happen, the client must identify how she describes these things to herself. Every other communication will rest on this. We must know why we do what we do, why we're the best candidate for a project or position, why our offerings and skills are the very best.
How do you talk to yourself about...yourself? When coaching a job seeker, I explain that immediately defending something that you think is a negative is a huge red flag to interviewers. You must instead focus on the positive while frankly accepting the perceived negative (which, more often than not, is a blessing in disguise). Let me tell you, YOU are much more perceptive than any interviewer when it comes to this particular trick! You know when you're scrambling to cover a perceived problem. You don't like it. And you can rest assured that this will come out when you deal with others, as well.
So I advise you to watch what you say to yourself, before you open your mouth and address anyone else. Come to terms with whatever's bugging you, whatever you see as your weakness. Find a way in which this thing can serve as an asset. If you need help doing this, get it! Appreciate your strengths fully; don't wait for someone else to tell you why you're good. You know better than they do, if you let yourself. Learn to be your own best representative to yourself first and foremost. It will pay off in the end, I promise.
You see, I work to help clarify and refine how people describe themselves and their services, value, and knowledge to other people, whether this means a prospective employer, a customer, or an employee. But before this can happen, the client must identify how she describes these things to herself. Every other communication will rest on this. We must know why we do what we do, why we're the best candidate for a project or position, why our offerings and skills are the very best.
How do you talk to yourself about...yourself? When coaching a job seeker, I explain that immediately defending something that you think is a negative is a huge red flag to interviewers. You must instead focus on the positive while frankly accepting the perceived negative (which, more often than not, is a blessing in disguise). Let me tell you, YOU are much more perceptive than any interviewer when it comes to this particular trick! You know when you're scrambling to cover a perceived problem. You don't like it. And you can rest assured that this will come out when you deal with others, as well.
So I advise you to watch what you say to yourself, before you open your mouth and address anyone else. Come to terms with whatever's bugging you, whatever you see as your weakness. Find a way in which this thing can serve as an asset. If you need help doing this, get it! Appreciate your strengths fully; don't wait for someone else to tell you why you're good. You know better than they do, if you let yourself. Learn to be your own best representative to yourself first and foremost. It will pay off in the end, I promise.
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