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“We can do it ourselves.” and 5 other communication myths debunked

May 12, 2017Lori Rohrbach

If you work in communications, you’ve probably gotten questions about the need for a communications budget. It’s understandable – clients want to know they’re spending wisely. But some want to understand why they should pay for communications at all. After all, can’t they just do it themselves?

Here are 5 common communication myths, and why there are better ways to help clients achieve their goals.

  1. “We told people that already.”

Sure you did. But your target audience has probably forgotten. Or they never heard it in the first place. Or they’re confused about what it means. One of the tenets of good communications is that people need to hear things multiple times, and often through various means – print, electronic and especially in-person – before they really understand what you’re trying to tell them. So set aside your concerns and Repeat, Repeat, Repeat.

  1. “Don’t change a single word.”

The author has worked hard on her speech, slides, script or annual letter and feels understandable pride of ownership. And our job as communicators is to help our clients’ true voice come through. But it’s up to us to vet the copy with a seasoned eye, to ensure they’re saying what they intend. By insisting that nothing be changed, the opportunity to improve those words or – at the very least – prevent unintentional errors or confusion due to convoluted language, is lost.

  1. “Our audience understands these terms – there’s no need to explain them.”

You may be writing for a technical audience, but there are a lot of other constituents who may be reading your material too – many of whom have only a passing knowledge of the specific topic, and want to learn more. For example, they could be potential customers who understand their own process, but not the minute details of the technology you’re trying to sell them.

Make sure your content is as clear and simple as possible. Define technical or industry terms that can confuse or turn off readers. Those who want to delve deeper will ask for more.

  1. “We just need a brochure.”

Clients who come asking for “just a brochure, sell sheet or other marketing piece” to give to customers often are positive they need only that – or they’re limited by budget so they must scrimp. Before saying yes, help your client think strategically to determine the target audience, what they need to know and the best tool for the job. Often, after a conversation about specific goals, clients leave not with plans for a brochure, but an understanding of the most effective tactics for the job, and a workable plan to deliver them.

  1. And, finally: “We can communicate ourselves – we don’t need to hire someone.”

Anyone who has watched a home improvement show where experts are called in to fix “Do it Yourself” (DIY) mistakes understand the need to hire the right people to do the job right the first time. The same is true for communication, especially as the size of your business grows. Sure, your clients are communicating with their employees every day, but when it comes time to launch a new product or restructure a function or organization, clients need to focus on their own core competencies.

It’s far better – and easier — to work with communicators who have the expertise to implement and manage a plan to support the business strategy. You’ll get better bottom-line results AND avoid expensive and potentially embarrassing stumbles from the DIY approach that seemed so cost-effective at the outset.

 

Author: Kristina Schurr

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Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

 

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

 

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources.  Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

 

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

 

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

 

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

 

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

 

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

 

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

 

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

 

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

 

 

Author: Erin Alderfer

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