Email

2/11/08 Originally presented at http://jeffpresents.com
Playing over iTunes right now:	Movies Jeff just saw (which is a mini-miracle with my daughter being 7 months old):	Jeff’s website of the week:
We’re Ready - Boston  (http://www.bandboston.com)–  I first bought the album “Third Stage” illegally in the Philippines when I was 17 years old.  It was a yellow tape with a xeroxed cover on it.  Since that time, I have bought the cd (legally) about a dozen times, giving it to friends and family.  As much as I love all of Boston’s stuff, this album is the ultimate memory trigger for me…with this song being the pinnacle.  My best friend and I cranked this as we drove around doing ”nothing” in high school.  That same buddy actually was able to set this song as the morning alarm, using his roommate’s thousand dollar stereo in college.  I played this album in my first apartment and I still play it today, trying to airband every possible instrument for my daughter.	Cloverfield & I Am Legend- (http://iamlegend.warnerbros.com & www.cloverfieldmovie.com) First off, I LOVE movies.  I always have.  Yes, I’m an avid reader, but there is something thrilling about the cinema to me… I actually dream in movie.  So, as for a “review” – Cloverfield was as clever a movie as I’ve seen since Memento or Sixth Sense.  It was a great idea and the ending was absolutely plausible.  The one question I wish they would have answered better was why the guy refused to put the camera down in the midst of chaos… As for I Am Legend, this also was a good movie.  Will Smith is as good as they come and the plot was engaging from start to finish.  I was surprised, but not disappointed, by the religious undertones near the end.	Happy Cow -http://www.happycow.net  Anytime Keena and I prepare to travel just about anywhere, we check this website first. It is a fantastic resource for healthy food, vegetarian cuisine, and even vegan fare. By the way…notice how FEW places are in and around Denver, CO. Watercourse (www.watercoursefoods.com) is one of the best choices in the country, but that’s about it for Colorado’s hub. What gives???
Email:  Does it amaze anyone else how little thought goes into email.  Specifically business email?  Companies use this tool for internal communication, external communication, client facing messages, and so much more, yet nobody feels the need to talk about effective use of this communication tool… What gives? A lot of websites and experts give great advice, top fifty mistake lists, etc.  So, rather than repeat what is already out there, let me put my own practical spin on it.  (I don’t care how you use the bcc field – it’s either appropriate or it’s not!)  What I do care about is how you communicate with this tool and how it makes you look. Here is what I mean… Do NOT “Reply All” when simply thanking someone for something.  Nothing fills up an inbox like unnecessary “thanks Bill” replies.  If you want to thank someone, do it privately.  If you want a boss-type to see it, just cc them! Just give me the message.  Do NOT ask me to search through a string of 10 emails to see what it is you’re talking about.  It makes you look lazy and incompetent. Easy with the forwards.  I like a good joke as much as anyone, but please take it easy with the forwarding of collective messages, jokes, funny pictures, etc.  If you send me more than 1 per month, you have too much time on your hands.  (By the way, that’s what your boss will think if s/he gets wind of all the forwards too…) Please read the entire message before asking questions.  I can’t count how many times somebody got their mind all a twitter with potential problems because they didn’t read all the way through a communication piece. Preview the email if it’s long.  If there are pieces for multiple departments or stakeholders, explain that in a quick, 2 sentence preview.  (It’s also helpful to give various parts of an email unique colors.) Enough with the receipts.  You should know…most people are given the option to send you a receipt or not and most people say, “NO” when asked.  Use that feature sparingly…like when you are delivering legal news or a financial statement.  Otherwise, let it go. Use some etiquette.  I realize occasionally there is a need for a super quick email, but would it kill you to use a greeting and a signature?  In most programs you can create an auto-signature, so it’s now just a greeting.  “Hi Susan” or “Hey Gang” doesn’t take that much out of you, does it?  And it looks so much more professional.  (By the way, bosses…I know this is a great “power” move.  Just giving direction with no “frills” makes you seem important and like you’re so busy that you don’t have time for trivialities.  At least it seems that way to you…not to anyone else.) In the name of all that is holy, use a spell-check and read over any external emails for grammar.  Don’t look like a dufus because you misspelled something to a client.  Don’t look like a 12 year old because you can’t capitalize “I” when talking about yourself.  And don’t CAPITALIZE EVERY WORD because you don’t want to take the time to actually use proper grammar.  All of these things make you seem…well…stupid. Try to remember that emailed words have no paralanguage.  Have you ever received this kind of message: “What is this all about?”  Wow…is the sender mad?  Are they frustrated with me?  Do they simply not get it or are they confused?  A bit of context helps everyone online.  Stop sending me stuff that I don’t need.  What don’t I need?  If you want to really get ahead, you should already know that… The written word is sometimes as powerful an indicator of your ability as your ability itself.  Use your head when it comes to email and it can go a long way towards ensuring that your boss, your clients, and your co-workers think you have something important to offer.