Mind Your Ps and Qs When Sending Out Business Communications

Building a brand requires a lot of work and consistency in every single way you communicate to the public.  I’ve said this over and over in previous blog posts, but I want to reinforce this one more time.  The brand that you develop for your company is the unique vision that the public has of you.

The way you communicate with your customers is absolutely vital in developing that positive impression.  Think about all the levels of communication you distribute throughout the day.  You post on your business Facebook wall, you send out emails to current clients and to prospects, you send out email newsletters.  Have you ever given much thought as to how your communication sounds and looks?  In this blog I want to give you some tips on how to improve your electronic communication.

Let’s start with emails. 

How many emails do you send in a day?  Probably more than you'd like to, right?  Here are some of things you need to consider before sending your next email:

1.       Grammar and Spelling – One of my biggest pet peeves is poor grammar and spelling.  Spell check is there as a guide to help you correct mistakes on the fly.  However, you can’t fully rely on it.  If you don’t know the difference between there, their, and they’re or to, too, and two, please find a dictionary to get it right!  Spelling is also vitally important when it comes to spelling someone’s name.  Please double and triple check the spelling before sending out the email.  It's just respectful.

2.       Tone – Sometimes in written forms of communication, the tone you intend to project doesn’t quite get across the way you wanted it to.  When composing emails, especially emails that you might be all fired up about, write it but don’t send it right away.  Go back to it a short while later (after you've cooled off!) to re-read it and adjust it accordingly.  The last thing you want to do is to inadvertently make somebody angry.

3.       Spam – I get emails sent to my main business email address all the time from companies all over the world claiming to be an expert who can help me with my business.  If I need an SEO expert or a graphic design artist, I’m not going to contact some guy in Cambodia!!  So, make sure the emails you send are going to people who actually want them, to people who have specifically opted in to receive your content.

4.       Timing – Don’t bombard people with tons of emails on a daily basis.  Just because they have opted-in to receive emails from you doesn’t mean you can fill their inboxes with info.  Sometimes you might have an urgent situation that needs to be dealt with.  Picking up the phone and calling that person is going to be a lot more effective than sending them an email every 20 minutes until they respond!!  That goes back to the spam point made earlier.  Too much of a good thing is not good.

Social Media:

Social media is extremely important to your company image.  But of course it’s different from emails and newsletters.  Posting on Facebook is a great way to interact with customers.  But just remember that whatever you put on Facebook is there forever.  It’s great to get into a discussion, even a debate, but before you post anything, please take a moment to think before you type.  Then after you’ve typed it and before you hit “Comment”, please read it a few times to make sure it makes sense, your tone is appropriate and things are spelled correctly.

Be sure to create a business Facebook page and post content on there that is valuable to your audience.  Also, remember that you are an extension of your business, so even though you may be posting business appropriate stuff on your business page your personal page needs to reflect a positive image too.  Like I said earlier, once it's out there, it's out there forever.

Now, Twitter is a whole other ballgame.  Like text messaging, you only have 140 characters to get your point across.  Twitter is also a great way to interact with customers.  However, when you're adding @ and # to your messages, the message can sometimes sound a little odd.  Please proofread it before you hit ‘Tweet’ to make sure it makes sense.  And although you can (and should) post to Twitter more often than other social media sites, don't post stuff just for the sake of posting it.  Make sure it's something actually valuable to your audience.  If it isn't, after awhile they won't read your posts any more or they'll just 'unfollow' you altogether.

Linkedin is a social media site that allows you to connect with other professionals, showcase your expertise, and search for job opportunities.  This is not where you need to tell the world about your weekend plans or what you made for dinner.  Your objectives here are very different than on other social media sites, so take that into consideration when you're posting on there.  Consider the audience and what they want to see.

All I’m saying here is that you need to keep in mind what kind of image you are trying to project.  So, the key takeaways I want you to get from this post are: 

• Be consistent, but not spammy. 
• Consider your audience and your objectives.
• Proofread.  Then proofread again.  And again.
• Keep your professional image in mind with everything you write and post.

The last thing you want is for your potential customers to get the impression that either you don’t know how to spell or that you’re too lazy to take the time to correct it.  Not quite the impression you want to leave in a prospects mind!

Social Media Communication - How to Make it Work for You

This past weekend was our high school reunion.   As part of the celebrations we had the honour of a performance by two of our alumni, Don and Dave Carroll, also known as Sons of Maxwell.

I’ve known Dave personally since our high school days so I always look forward to getting a chance to talk to him whenever he and Don come home.  This year, I didn’t have a chance to talk to him because he was so busy selling his new book, aptly called “United Breaks Guitars”.  Dave’s musical career got an unexpected boost in 2009 when communication between him and United Airlines prompted him to communicate in a new and different way.  This story has been told thousands of times, but I’ll just do a quick recap.  In 2008, Don and Dave and their band mates were travelling to Nebraska for a performance via United Airlines.  United Airlines subsequently broke Dave’s beloved Taylor guitar but refused to help him in any way.  After months of arguing with them, he did what he know how to do best.  He wrote a song.  In fact he wrote 3 songs.  He produced a video for the first one and put it on Youtube.  Not expecting much to happen with it, he was shocked to see how quickly the video (which incidentally had been produced on an almost non-existent budget) was gaining attention.  With the promise to United Airlines that he would write 3 songs, Dave wrote and produced the final 2 songs and posted them on Youtube within several months of the original video.  Since that time, the videos have had 12,310,382 hits, 1,533,940 hits and 533,663 hits respectively.  For the whole story in Dave’s words, visit his website at http://www.davecarrollmusic.com/music/ubg/story/.

Youtube is the most widely used search engine in the world.  Owned by Google, Youtube generates in excess of 2 billion hits every day!!  So, you can only image how Youtube videos can have an impact on your business.  Of course, a lot of Youtube videos are funny animals or babies doing silly things, kind of like “America’s Funniest Home Videos”.  And you do hear of the occasional “discovery” like Justin Bieber, but that’s very rare.  However, it really is possible to use Youtube along with other social media to create a buzz around your company. 

The key to using social media is remembering that you are still communicating with customers.  Social media is not a one-way street.  Our current generation uses social media and text messaging to communicate.  A generation ago, it was the telephone.  Before that it was written letters and telegrams. I’m sure I’m going to offend some people here by saying this, so I apologize in advance.  But here’s my opinion on people who say they are “social media experts”.  That is like saying you’re a “telephone expert”.   Social media is a form of communication and you need to have proper etiquette in that forum the same way you do on the telephone. 

So, when using social media,

·         Be polite
·         Develop 2-way dialogue with your customers and communicate regularly but not to the point of being a pest.  Nobody wants to get overloaded with stuff online the same way people don’t want to get a hundred phone calls from you in a week. 
·         Use appropriate social media sites.  There are so many sites out there but if your customers aren’t using them, why bother?
·         Allow people to get to know you. Show your personality. Dave’s videos show his personality.  Let your personality come through and you too will build a fan base of your own.

We may not all have the YouTube success that Dave Carroll has had, but that doesn’t mean social media won’t work for your business.  Follow the tips I’ve given you and watch your fanbase grow too.