Inside this Issue:

Simple Tips to Reduce Email Clutter
Effective use of email is critical in this age of information overload.  You need to be sure your email isn’t adding to the problem.

Improve Your Presentations
With a few adjustments, you can eliminate the yawns from your presentations and ensure that your message gets across.

Simple Tips to Reduce Email Clutter

Effective use of email is critical in this age of information overload.  You need to be sure your email isn’t adding to the problem.

We are all looking for ways to deal with our information overload.  Being more effective with the emails we send is something we can all do.  Here are tips gleaned from professional communicators:

1.  Think ahead.  Know why you are sending the email and what you want it to accomplish.  Make your subject line count by putting the topic and the action you need right there.  Although you shouldn’t say it is urgent unless it really is, be clear when you need a response right away.  And if you don’t need a response, say that too.  Here are a couple of examples.
Subject:  Angry customer (need response today)
Subject:  News item of interest (no response needed)

2.  Call for action.  Lots of people view their email through an auto-preview setting which shows the first couple of lines of the message.  So use that to put your call for action right up front in the first sentence.  Say what you want and who you need it from right there.  “FYI,” “All, please respond,” “Need you approval immediately to proceed…”

3.  Be brief, be clear.  Keep the message body short and make it easy to understand.

• Set your spell checker and grammar checker to work automatically before your message goes out.
• Limit your text. Three paragraphs is plenty in the email body.
• Help the reader focus.  Use bullets.

4.  Be time-specific.  If your need is urgent, give the  date and time you need a response.  For urgent situations, always follow up with a phone call in case the email goes to Never-Never Land like socks in the dryer.

5.  Be reachable.  Always include a signature block with your name and contact information so people can get in touch with you.  

6.  Limit your attachments.  Put your chart or graph right in the message.  If you are sending a large attachment, be sure you tell your reader in the body of your message what the attachment is about and what you need them to do.  If you attachment is 3MB, only send it to the people who absolutely can’t get it from a shared drive (and include directions on how to get it).

7.  Stop the e-clutter.

• If this is your third email about the same subject, it’s time for the personal touch.  Go to the person’s office, or call them on the phone.  The issue is too complex or too misunderstood for email.
• Here’s one everybody hates.  Don’t confuse “Reply” and “Reply to All.”
• We want to be courteous, but say “Thanks” in the hallway.  Unless it adds value, don’t send those courtesy responses.
• Sad but true…cute cartoons and special fonts  increase file size and slow down email.

8.  Think quality, not quantity.  You’ll be more successful if you answer fewer emails effectively than all emails carelessly.

9.  It’s not personal!  Don’t send angry email.  Think first.  Keep your tone professional.  If you need to, write a draft to help you cool off.  Wait a bit and then edit out the emotion.  Remember, the “Forward” option is just a click away...and your words can be out to the world.

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Improve Your Presentations

With a few adjustments, you can eliminate the yawns from your presentations and ensure that your message gets across

According to an article by writer Jeff Wuorio (“It’s a Great Tool When Used Effectively”), PowerPoint can either be a wonderful or terrible thing. It all depends on how you use it. Here is a list of pointers for using PowerPoint so that you can be both provocative and persuasive, Wuorio says.

• Make sure your material is compelling. It’s good to keep in mind that people are coming to hear you speak, not just to look at slides. Your slides should support what you are saying, not be the focal point of the presentation.
  
• Stay simple. Don’t fall in love with all the gadgets available to you. Use them if they will enhance what you’re saying, but the best policy is usually to stay simple, using graphics like charts that are easy to read and understand.
  
  
• Even though numbers can elucidate your point, don’t go crazy with numbers. Minimize the numbers in your slides. Don’t overwhelm your audience with too many facts and figures.
  
  
• Don’t just read what’s up on the screen to your audience. That’s a big mistake. What you want to do is augment and discuss what’s on your screen.
  
  
• Time your remarks. Give your audience a chance to read the screen, and then make your remarks. Don’t talk on top of your slides.
  
  
• Give it a rest. A blank screen every now and again can deliver a much-needed break.
  
  
• Use color.  Make sure you have lots of contrast so that screen reading is easy and the emotion of what you want to convey is achieved. Guide to Powerpoint, Prentice Hall Advanced Business Communication Series, cautions there are colors to avoid:
• Crayola colors like fire engine red and lime green make your materials look unprofessional.
• Opposing colors on the color wheel, e.g., red and green, clash and seem to vibrate on the screen
• Pale colors with their lack of contrast look washed out and are hard to read.
  
  
• Don’t just use PowerPoint images.  Import your own.
  
  
• Distribute handouts AFTER your presentation. You don’t want to be talking to people while they’re reading your conclusions.
  
  
• Edit with a heavy hand. If there’s something you thought was a good idea but is actually unclear or unappealing, kill it.

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