Tag Archives: business process

How small business’ can raise prices without alienating clients

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Most small business owners often underbid their services to better attract sales.  Once established, they take too long to raise their prices.  The fear is that they will lose their current client base, and therefore lose money.  How can small businesses raise prices without alienating or losing clients.
Some of the more effective methods for small business’ to raise prices without alienating are:

1) Announce price raise well in advance, as well as the reason for new rates.  Include additional benefits to them that you are being added in your descriptions.  You can also offer a “lite” version at the original price – so not to loose any clients

2) Offer “Grandfathering-in” at original price for a limited time.  Anyone purchasing the service before that date will get it at the original price.  Offer a loyalty program such that clients that continue with you (either via a retainer, or subscription membership) will remain at the original price for 1-year.  Any break in service will revert to new price.  Any new clients entering after XXX date will pay the new higher rate.  This entices ‘on the fence’ customers some incentive to purchase ‘now’.

3) Offer a Club Membership Subscription – such that a reasonable membership fee will guarantee the original price as long as they are members in good-standing.

4) Offer a referral program that allows the customer to get compensated for bringing in new-paying clients.  Anyone bringing in new paying customers  get the original rate as well as the new customer.

5) Offer an advertising program that allows customers with their own facebook social media,  newsletters, blogs and websites receive the product/service at the original price.  Create a contract that requires the client to advertise XX times a quarter on their various social media wall, newsletters, blogs, and websites.  As long as they fulfill the advertisement contract, they pay the original rate.

Remember the goal of “price increases”:  You are increasing your rate to make more money.  If you can make more money doing other things, then you have been fairly compensated.  If you can reduce marketing costs or other overheads (allowing the customer to help with those tasks), then you can afford to compensate the client by giving them the original rate.

Giving the client options to stay at the original rate often eliminates the alienation feeling.  This way, the client is the one selecting the price they are willing to pay.

Create a campaign and marketing plan around your strategies. Use it as a catalyst event.

1) Make your “price change” announcement at least 3 months advance to encourage new clients to purchase at the lower prices.

2) Roll-out your loyalty programs and referral programs at least 2 month’s in advance.

3) Call (or visit) your high-influential, high volume  clients to discuss the price changes, the reason for them, the grandfather/membership plans, etc.  Allow your clients to choose how they want to participate.  This also allows you to give them a free membership or subscription to lock them into the lower rate.

4) One week before price change, remind folks that some of the discount offers will expire on the rate-change date.

5) Do a count-down a day before the event.  Make the price change an actual event.

How to attract the clients mostlikely to pay your price for your products and services

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How can small companies  reach the types of customers most likely to be willing to pay their  prices for their products and or services.
Individuals normally hang-out with folks that  are within 20% of their own salary range.  If we want to improve  our social-economic standing, we need to associate with the same income level  that we want to achieve.
We can use this knowledge in attracting the clients  that you want. 
1) Be clear and explicit in your target client  description.
    Include in your description: 
  • yearly income
  • type of neighborhoods they live
  • the size and price of the homes that they would   typically live in
  • types of hobbies
  • types of charity events
  • type of cars, boats, premier   service they use
  • type of transportation that they normally   use
  • type of events and meetings they attend
  • type of restaurants, parks, activities that they   take advantage of
  • type of magazines that they normally subscribe   
2) Then start networking and showing up at the same  places.
  • Volunteer at the charity events that   your target clients normally attend.  Pick a position that allows you to   connect and interact with your target client.  Don’t accept a position   that keeps you in the background. Since you are volunteering your   time,make sure that the ROI is to your advantage.
  • Become the program committee chairman at some of   the associations and events that they atend.  Being the program chairman   of these types of associations gives you an easy ice-breaker.  You can   then invite them to speak or attend these gathering as a way to introduce   yourself and your service.
  • Get in the position to invite some of your target   clients to speak or present at a special and prestigious event
  • Attend some open-houses of the type of homes they   would buy
  • Put on a free event in the club-house of their   neighborhood or resort/golf-club that they would normally attend
  • Get in the position to speak (or even just   introduce/MC) at some of the events and meetings that they normally   attend
  • Facilitate or organize the type of charity   event or catalyst event that they normally would attend.
  • Attend boat shows and car shows that they would   normally attend
  • Advertise in magazines that they would normally   purchase.
  • Write articles or columns in magazines or   electronic magazines that they normally read
  • Write “letters to editors” and comment on articles   that would interest your target client
3) Where ever you show up, make sure you are adding  value to the interchange
4) After you have built a relationship  with a few of your target market — ask for referrals. Even though  they may not need your services at this time, they may have friends and  neighbors that would be interested.  Remember, they will also hang-out with  folks that are in their same social-economic standing.

Where does ‘hackling’ fit in today’s digital world?

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Where does ‘hackling’ fit in today’s digital world?

This is Laura Lee Rose, a business and efficiency coach that specializes in professional development, time management, project management and work-life balance strategies.  In my Professional Development Toolkit package , I go into professional development and real-world IT topics in detail. If you are interested in more training in these areas, get signed up

In business – a successful business person acknowledges the consumer trends/human behavior and adjusts.

A business and finance expert Kevin Price of Price of Business recently asked me the following question:
It seems that in recent years people have become less communicative in spite of all the tools available to interact with others. Or do those tools — smart phones, tablets, etc., make people become weaker in communications? In particular, it seems people have a hard time communicating about deals; they no longer have the skill to negotiate prices (hackle).  Haven they fallen off the face of the earth?

I have a theory about the statement: “people now have a hard time communicating about deals”.  It’s an auxiliary to the “supply and demand” rule.  People are more inclined to hackle or negotiate when there is a “one-of-a-kind” item of their desire.  For instance, if you find your dream home and you are convinced that there isn’t another house in the right neighborhood, near the proper schools, with the right lawn-size, etc. you are more apt to take the time to go back-n-forth on the price.

But, if there is an over-abundance of supply, people will just go elsewhere for an item of similar content.

In today’s digital and internet world, there are a wealth of ebays, craiglists, amazon.com, and various other e-commerce sellers on the internet.  There are also free apps that does the price and feature comparisons for you.  Therefore, instead of taking the time to negotiate and hackle, people tend to walk off and search the internet for a better offer. Most buyers now have an overabundance of suppliers at their finger tips. They no longer feel the need or pressure to negotiate for a better price, because they understand the abundance of world-wide sellers. Buyers are no longer restricted to local retail shops because they have the global market at their command.  Even the conventional ‘brick and mortar” shops understand the need for website and online ordering.

This switches the responsibility for the sale back onto the seller. Because of the abundance of the global competition he faces, it is the seller that needs to make the greater effort for the sale. It is the seller that needs to make the offer more attractive by offering additional training, onsite installation, local support, no shipping costs or delivery charges, personal support etc.  It is the seller that needs to improve their interpersonal communication skills.

Today is it the business owner that needs to better convey their differentials to the buyer. It is the business owner that needs to set themselves apart from the pack. It is the business owner that needs to take better advantage of the digital and internet bargaining propositions.

Once again, it is not the tool’s fault. The tools are simply impacting the way people do business. And successful businesses recognize the impact of tools on human nature and adjusts to the new consumer MO.

In my Professional Toolkit, I provide worksheet, templates and guidance on how to accomplish these things.    In my Book of Answers: Companion piece to the Professional Toolkit, I have 100 work-life scenarios like the above.  The scenarios show how to accomplish your goals in similar situation.
For more information on how to get this toolkit or the “Book of Answers”, please contact:

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

Guiding employees on when to use the phone

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Guiding employees on when to use the phone

This is Laura Lee Rose, a business and efficiency coach that specializes in professional development, time management, project management and work-life balance strategies.  In my Professional Development Toolkit package , I go into professional development and real-world IT topics in detail. If you are interested in more training in these areas, get signed up
Many workers prefer to communicate by email, IM or text over using the phone, because it’s more efficient. But there are times when it is better to pick up the phone, because it is a sensitive situation. What are the professional situations when it imperative to talk by phone or in person, rather than by email? And how can managers and company owners train teams that are often more comfortable with digital conversations to judge when they need to talk–so they can get better results for the business? Does it ever make sense to have a formal or informal policy guiding employees on this?

Come up with a “proper communication escalation chart” for your department similar to the below
Convey a proper communication escalation chart: (make your own specific to your technology)
1) Post card or snail mail
2) newsletter or bulk email
3) terse, brief text, chat or instance message
4) personal or individual email
5) phone call
6) in-person visit or face-to-face meeting (can be video meeting as well)
Outline the goal of the communiqué
For instance. The goal isn’t to send them a message and cross it off your list. The goal is to make sure they understand the information or message. It’s not sufficient to send something. You also need to validate that they received it, read it, and understood it. If your message had action items, you also need to verify that they have accepted the assignment. Telling someone they need to do something is only a small percentage of the challenge. You also need to make sure they received the message, understood it, and accepts the responsibility. Communication isn’t just a two-way street. It’s a high-traffic two-way street.
Guide them to use your communication scale appropriately. Some examples:
1) Match or escalate the communication style of your client.
For instance, if your client calls you – you call them back (do not respond with a communication style of a lesser urgency). That is disrespectful.
2) Limit text and instance messages for confirmation of meetings or facts. Do not use terse, brief communication for general information, directives or conversation.
3) If you don’t understand their text or email, escalate — call them or visit them for an interactive conversation. Anything below the phone-call communication style is not an effective communication style for clarifying details. It needs to be quick and interactive. The longer you delay in getting the proper understanding, the more risk that the other person is moving forward on mis-information.
4) Apologize in person-to-person communication style (anything higher than a phone call); then follow-up with either a letter, gift or email. But the apology needs to be in person and sincere. It illustrates the proper urgency and respect you feel in correcting the problem.
5) When there is a miscommunication – escalate the communication style. If your text was mis-interpreted, send an individual email. If your email was unclear, pick up the phone. If your phone message was unclear – visit in person.
6) If you didn’t get all the information that you needed or are not getting a response – escalate the communication style. If their email didn’t give you all the details that you needed to complete the job for them – pick up the phone. If a phone call didn’t capture everything – schedule a face-to-face meeting to bang-out the details and get consensus before starting the job. Have the client sign-off on the specifications as well.
If they are not responding to your email, don’t keep sending them email. Go up the escalation scale. Their email may not be working. Same with phone messages, etc. Remember, the goal isn’t to send them the message. Your goal is to validate that they received and accepted the information.
7) Document everything and give your client a copy or link to the minutes, agreements, specifications, etc. Follow-up with a phone call or message, that you sent them an important email with the details. Ask them to contact you back if they did not get it OR if they have any questions. Do everything that you can think of to validate they received your message, understand it, and agree with the actions prescribed.
8) Include deadlines for a response in your correspondences and communiqués. When leaving a message, include all the mandatory information to get to the next step. For instance, if you are on a deadline and need a certain piece of information from this person – avoid leaving vague and ambiguous messages like: “Call me”. This type of vague message might get you a return call on the weekend.
Instead, leave more detail message like: “Joe, this is Jane. I’m working on the X project and I need the input/output parameters regarding your featureY to complete the proposal. I need this information by Wednesday morning. I will be at the office number (xxx-xxxx) until 5:00pm and at home (xxx-xxxx) after 7:00pm. You call me as late as you want. “
You can also text him that he has an urgent voice message; “Joe -please listen to the voice mail that I left as soon as reasonably possible”.
If you are in the same location — just visit his office, leave a message with his assistant, etc. Illustrate and match the appropriate urgency through the method of contact your choose.
9) Get into the habit of using your Vacation or Office-Hours auto-responders and notifications.
Publicize when you are available and when you are not available in advance. Explain, in advance, why you are not answering the phone or responding to email during specific blocks of time. Make use of auto-responders to publicize when you will be able to answer their questions. In your auto-responders, announce your preferred method of communication (by phone, by text, by email, etc).
10) Recommend employees create a communication plan for each of their clients.
Everyone will have a different and preferred way to communication. The better you understand the best way to reach your clients and co-workers, the more successful you will be. Encourage your employees to create a simple communication plans for all their clients and significant co-workers, executives and managers. Include their numbers, emails, and preferred communication method. Include different categories such as:
a) how would they like general information (i.e. status reports in newsletters, on website, some lower communication method)
b) how would they like to be notified of action items (i.e. personal email with deadline in subject line)
c) how would they like to find out about problems or stop-production issues (i.e. by phone call with your solutions)

 

I talk more about this in my Professional Development Toolkit at https://www.lauraleerose.com/it-professional-development-toolkit/

 

In my Professional Toolkit, I provide worksheet, templates and guidance on how to accomplish these things.    In my Book of Answers: Companion piece to the Professional Toolkit, I have 100 work-life scenarios like the above.  The scenarios show how to accomplish your goals in similar situation.
For more information on how to get this toolkit or the “Book of Answers”, please contact:

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

Try it and let me know what you think.

Just released: A NEW professional resource from Laura Lee Rose!

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Advice for Managing Mediocre Employees

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Advice for Managing Mediocre Employees

This is Laura Lee Rose, a business and efficiency coach that specializes in professional development, time management, project management and work-life balance strategies.  In my Professional Development Toolkit package , I go into professional development and real-world IT topics in detail. If you are interested in more training in these areas, get signed up

Mediocre employees are the most frustrating because they’re the ones who aren’t bad enough to reprimand, but they’re far from
being superstars either.  What are some tips for motivating the mediocre?

Well – my recommendation is to simply eliminate “Mediocre Employees”.
Step 1: The most efficient method is to set your job performance criteria such that you are pleased with everyone that meets those criteria. The performance criteria need to be directly tied to the company’s vision, mission, and goals. Those that fall below those performance criteria are ‘below expectations’ and are eventually placed on a PIP (performance improvement plan).
Clearly outline the company’s business goals. Then each department executives clearly outline their individual performance business commitments (PBC – or things they are responsible for doing) to meet the company’s business goals (which are appropriate and directly connected to their department). Then each manager below each department outlines their PBC for their role/responsibilities/department — what will achieve and accomplish their upper managements’ business goal. Then each employee writes their PBC that supports and accomplish their manager’s PBC. These PBC’s are then detailed into SMART goals (Specific, Measurable, Achievable, Realistic, and Time-bound goals). SMART goals have very tangibly and visible results (either your passed or failed on your goals).
If you and your team have done your job in clearly articulating and supporting your quality objectives and performance business expectations, then even those that merely meet your expectations (average employees) – are still doing acceptable work in helping the company reach it’s goal — because – after all — you have defined your quality standards and business commitments. If you are not satisfied with their work – then chances are that you have not clearly or effectively conveyed your expectations and business goals. Remember – if you are ‘wishy-washy’ on your expectations, you will get ‘wishy-washy’ performances.
My Professional Development Toolkit DVD discusses all of this in more detail. Contact LauraRose@RoseCoaching.info for more information on how to get this kit.
Step 2: Make an effort to match the employee’s career goals, skills and passions with the right job or role. If the role/responsibilities are aligned with what the employee wants to accomplish in the long run, the employee will be inspired and can’t help themselves from doing a terrific job. It’s more of a calling for them than a job.
Conduct frequent one-on-one meetings with your employees to discover their career goals, skills and passions. Direct them to roles and responsibilities that align the employee with both their goals and your company’s business goals. Show them the career path and required skill-set that they need to acquire to achieve their career goals. This might mean a change of departments. This might mean some additional certification and training. But this might also mean that they end up leaving the company because (through these one-on-one meetings) the employee realizes that their career goals do not match the company’s path.
My Professional Development Toolkit DVD discusses all of this in more detail. Contact LauraRose@RoseCoaching.info for more information on how to get this kit.
Step 3) Make the employee fully responsible for their own career. It’s not the manager or company’s responsibility that the employee has a satisfying work-life balance. It’s not the manager or company’s responsibility that the employee is happy at their job. It’s not the manager or company’s responsibility that the employee gets along with his/her coworkers or managers. It’s the employee’s profession; it’s the employee’s career. The manager or company can do is to support the employee in their career goals (through frequent one-on-one meetings with their employees). But the manager or company isn’t responsible for the employee’s career. The employee needs to take full ownership of designing their own career and life.
My Professional Development Toolkit DVD discusses all of this in more detail. Contact LauraRose@RoseCoaching.info for more information on how to get this kit.

 

In my Professional Toolkit, I provide worksheet, templates and guidance on how to accomplish these things.    In my Book of Answers: Companion piece to the Professional Toolkit, I have 100 work-life scenarios like the above.  The scenarios show how to accomplish your goals in similar situation.
For more information on how to get this toolkit or the “Book of Answers”, please contact:

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

Try it and let me know what you think.

Radio interview with Kevin Price and the Price of Business

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In a recent Price of Business radio show interview (http://youtu.be/xmeP6m0dfnY) Kevin Price asked me a few questions regarding “What’s going on with communication?” This is a quick follow-up to that segment.  We didn’t really get into how change our behavior when met with difficult clients that fail to return calls or essentially “drop out of sight”.
If the seller is getting frustrated on how people are just leaving them hanging — it’s easier to change your (the seller in this example) MO than the buyer’s MO.
Some quick things the seller can do:
1) Write up a binder (a promise to sign a contract) before the buyer stops communicating.
Having the buyers signature and contact information on something – often pressures them to call you back to tell you that you are no longer interested.
2) Set timelines and deadlines on when the this particular deal will expire. Request a small deposit to hold this particular deal for a certain length of time. After that time, the price would go to the regular rate. This adds a level of urgency in the buyer’s mind.
3) Give them a free 14-day trial – using their credit card or payment information. If they like the product or service, the credit card gets charged after 14 days. But the buyer needs to contact them in some way to discontinue the service.
4) Follow-up and call them back after a few days of “no communication”. The seller takes on the responsibility for the follow-up. It takes two to “stop communicating”. But this means that the seller needs to consistently collect contact information during their initial conversation. If the seller allows the buyer to walk off without giving them any contact information – the seller didn’t do their job properly. Consistently gathering contact information allows the seller to not only follow-up with the buyer, but present them with other offers, newsletters, coupons, and other announcements.
5) Before you leave your client, realize that they will probably be shopping around for a better deal. That’s the arena that we are now living in – with the overabundance of internet and e-commerce sales. Buyers have the global market at their finger tips. So, simply state: “Hey, buddy. I realize that you will probably be shopping around for other deals. If you find a better offer, please give me the opportunity to match or better it. Please call me back and allow me to try to match or better it.
In general – if you are frustrated with someone else’s behavior, there are often things you can change in your behavior to offset their behavior.

Video of the previous interview:

Should I Give Discounts?

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Should I Give Discounts?

IT Professional Development Series

By Laura Lee Rose

 

Hello, this is Laura Lee Rose – author of TimePeace: Making peace with time – and I am a business and efficiency coach that specializes in time management, project management and work-life balance strategies.  Steve Wynkoop and I talk a lot about designing and managing our professional careers on a weekly interview on SSWUG TV. One recent question popped up last week, regarding providing discounts for start-up companies and nonprofits.

 

A student asked:

I have been approached by non-profits as well as other small start-up companies to give them a discount on my products and services. Should I give them a discount?

I am not a big fan of devaluing your worth. Your time and effort is very valuable. And a non-profit or small business is not that different from any other business. They are still in the business to generate money. Non-profits may not focus on making a profit but they still have to budget for working expenses, they still pay their employees, still generate income (through sponsors and donations). Your service becomes a necessary expense for their company.

Having said that — I do see value in trade or bartering. For instance, you can give a discount in trade for advertisement in their newsletters, websites, and programs. If they provide a service that you can take advantage of – you can discount in trade for XX hours of their service.  If their client base matches your target market, you may have other opportunities for additional promotional opportunities.  For instance, you can arrange to become their sole vendor to their clients in your chosen product or service.

Example: Restaurant may want you to create a website for them. They are just starting out and are asking for a discount on your webdesign service. You have your own bills to pay and you want to attract clients that really value your time and expertise. You want to attract clients that are willing to pay you what you are really worth. On the other hand, you would like to see these people succeed. You can offer them a discount in exchange for:

1) A mention in their menu

2) A mention on their website (Website designed by: signature)

3) XX number of complimentary meals

If they want you on a retainer to maintain their website – you can include XX number of comp meals a month in addition to your discount price.

 

One warning: Do not accept barter for something that is not of value to you.  That’s comparable to giving your services away for free.  Make sure you continue to feel that your worth is being appreciated, by investigating alternative solutions that better meet your goals and success.

 

For example:  A business and success coach asks you to redesign and develop her new website at a discounted rate.  You don’t really need her coaching services and don’t see a fit at first.   But instead of dismissing it right away or giving the discount for free – you investigate a little more.  Asking the important who, what, where, when and how – about her business; you discover that her client base is other entrepreneurs in various fields.  Her primary focus is providing training to other start-ups and new business owners.  With this information, you design a barter, vendor and affiliation program with the following goals:

1)     Be the exclusive web-design vendor for her training classes, training DVDs, and promotions trade shows.

2)     Be prominently displayed and recommended on her website

3)     Be recommended to her clients as their website designer as they get started on their new business

4)     Be one of her speakers at her various trade shows, seminars and retreats

5)     Become an integral part of her support team and staff when guiding her clients through the deployment of their brand and websites.

If the above was not the case, it is recommended that you direct the life coach to someone else that could make use of her services.  This way, you will get the advantage of providing referrals and assistance to others (which puts you in good standing with both businesses).

 

In my IT Professional Development Toolkit, I go into the: who, what, where, when and how to accomplish all of the above. I also have a transferrable skill worksheet.  For more information about the toolkit, please contact

 

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

 

 

Or sign up for my weekly Time and Career Management Newsletter at: http://eepurl.com/cZ9_-/

Avoid the ‘Let’s do lunch’ dance

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This is Laura Lee Rose, a business and efficiency coach that specializes in professional development, time management, project management and work-life balance strategies.  In my Professional Development Toolkit package , I go into professional development and real-world IT topics in detail. If you are interested in more training in these areas, get signed up

Take this scenario:

  • Co-worker emails you: “Can we meet at the end of this week on this topic?”
  •         But in the email, the person does not suggest any date or time for this important meeting.  It’s just a quick one-liner with the above message.
  • You quickly email back:  “Of course”
  • You and your co-workers emails only took 10 seconds to initiate and respond, but nothing was really accomplished.  And no one took the responsibility for actually setting up the meeting.  Nothing really got accomplished here.  You are very busy and you feel that if he was the one requesting the meeting, he should be the one championing it.  He feels he is very busy and if it was important to you, you would push it.  Weeks go by without any progress and you both loose out.

2nd scenario:

  •  You get into the following email on Monday:
  • Co-worker: “Can we meet at the end of this week on this topic?”
  •         But in the email, the person does not suggest any date or time for this important meeting.  It’s just a quick one-liner with the above message.
  • You email back:  “Of course.  I am available this week on Wednesday, Thursday and Friday between 9:00am and 11:30am.  Please pick a 30 minute slot that fits your schedule.  If none of those time slots are convenient, please send me 3 alternative dates and times – so that we can get this on our calendars.”
  •          Even though he is asking for the meeting, you are taking responsibility (able to respond to complete the task of setting up the meeting) for getting this in the calendar.  He had the opportunity to provide a handful of dates/times for the meeting that was convenient for him – but he didn’t do it.   Therefore, you provide various time blocks (that is convenient to you) to give your co-worker an opportunity to pick a time that fits in his schedule.  While you are waiting for his response, you feel somewhat restricted or in a holding pattern because you have essentially promised all those time slots for now.  But it also gives you some freedom  to schedule things around those time slots.
  • You get no response for two days.  Since you are very busy, you feel that you are in a holding pattern on this (because you could really use some of those time slots that you temporarily promised your co-worker).  You don’t want to resent your co-workers for not responding to you and you want to feel free to do what you want to do with your own time.  Therefore, you resend your previous response and also call him.   By calling him, you are escalating the request.  Because they are not at their desk, you leave a voice mail requesting them to respond to the email meeting request.
  • An hour later, you get an email from him stating: “I apologize I am so far behind this week. Can we perhaps shoot for next week? “
  •            The email still has no specific date or time for the meeting. There is still no closure to this. He did not match the urgency level of the communication.  This means, if someone calls you because you have not responded to them — you should match their urgency by calling them back.  Emailing back may be quicker for you – but it does very little to build that working relationship in a positive direction.  Emailing may be easier for you to send an excuse for not responding – but it does very little to build that working relationship in a positive direction.   Even though his email took him 10 seconds to write, it will doesn’t accomplish the goal of setting up a meeting and hurt his business reputation.
  • You respond: “Certainly.  Let’s meet on Monday, June 10 at 11:00am for 30 minutes.  The agenda will include: ……”
  •             At this point, you have given him ample opportunity to select a specific date/time of his convenience – and he continues to elect to leave it up to you.  You have given him ample opportunity to pick up the phone to rectify his delay in setting the meeting.  After all, he was the one that requested the meeting; he was the one that asked for it to be conducted ‘later this week’; he was the one that failed to respond with an explicit date/time and he was the one that postponed it to the following week.  Regardless of his professionalism, you need to keep a professional demeanor.  You are still working toward building a positive working relationship.  So, you take the responsibility (able to respond and complete the task) to set the meeting date,  the pace and agenda of the meeting.
  • Even though you did all you could do to help move this forward, it took 3 days of back-and-forth emails to accomplish this.

3rd scenario:

  • You need to setup a meeting with a co-worker
  • You email:  “I am excited about this upcoming project and really want to hear your thoughts on this topic.  Can we meet at the end of this week on this topic?  I am interested in discussing the following XYZ to accomplish <goal A> .  I know we both are very busy and expect this talk to take only 20-30 minutes.  I am available this week on Wednesday, Thursday and Friday between 9:00am and 11:30am.  Please pick a 30 minute slot that fits your schedule.  If none of those time slots are convenient, please send me 3 alternative dates and times – so that we can get this on our calendars.”
  •         You also call and leave a voice message that summarizes what you sent in an email.  In the voice message, you include the reason for the call, call back information, and your availability.  In the phone message, you show your personality and enthusiasm for this topic.  You emphasize that you are really looking forward to working with him on this.  You are friendly and enthusiastic.
  •         The email and the phone call took you about 5 minutes to do.
  • Your co-worker calls back relatively quickly: “Hey.  Thanks for your voice and email.  I was thinking the exact same thing. Great minds think alike. My boss it out of town this week, so I am pretty swamped.  But this is very important and I don’t want it to sit too long.  Are you available on Monday, June 10 at 11:00?
  •            You say, “Yes.  That’s a great time.  Do you think we can cover those topics in 30 minutes?”
  •             Your co-worker:  “Absolutely.  I’ve looked over the agenda and it looks like you have covered all the important highlights.  If we can’t fit them in, we can schedule another meeting before we exit that meeting.”
  •             You: “Sounds like a plan.  Talk to you Monday at 11:00am.  And thanks for taking your time on this.  I really appreciate it. “
  •             Your co-worker:  “Heck, no.  I appreciate you including me in this project.  It’s really the direction that I want to go.”
  •             This telephone conversation takes less than 5 minutes and builds rapport and a collaborative atmosphere. Within 30 minutes you and your co-worker have the meeting, the pace, the agenda all ironed out (versus the 3 days just doing it by email) and so much more.

This email dance happens quite often between busy people.  Even though email seems a quick way to communicate – it’s often not the most efficient way of communicating and completing tasks.  Email often takes people days to accomplish the same thing that a phone call could accomplish it in 5 minutes.   Just because email seems convenient, it’s not always a productive way of communication.  Before you send an email, consider the following:

1) Have you included everything that the receiver  (not you, but the audience of your email) needs to accomplish your request.
Sending a quick one-liner:  “We should meet something this week”  is not providing all the necessary information for your audience to accomplish your request.

Leaving a voice mail: “Call me” is not providing all the necessary information for your audience to accomplish your request.
2) Have you emphasized the proper importance by your method of communication.
If someone is calling you because you failed to respond to their email – you need to match their level of urgency.  Do not disrespect them by quickly emailing a one-line excuse like “I am very busy.  Can we do this next week.”  Take the hit in person.  Call or even drop by their office (if you are located in the same place), to apologize for the mix-up.  People don’t normally loose their reputation on a mistake.  They loose their reputation on how they react or respond to their mistakes.  If you go out of  your way to take responsibility for your actions and go beyond expectations on making amends – you actually will improve your professional reputation.

3) Combining communication methods is often the most efficient way to accomplish a task between team members.
Combining email and phone calls is a good combination to accomplish tasks.
Combining phone calls (with an email summary of what occurred on the phone) and face-to-face meetings (with email summary of the meeting minutes) is a good combination when possible.
Combining email, phone calls, face-to-face meetings is a great combination when possible.

Bottom line: Combining communication methods and providing enough information in your communication saves time.

In my Professional Toolkit, I provide worksheet, templates and guidance on how to accomplish these things.    In my Book of Answers: Companion piece to the Professional Toolkit, I have 100 work-life scenarios like the above.  The scenarios show how to accomplish your goals in similar situation.
For more information on how to get this toolkit or the “Book of Answers”, please contact:

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

Try it and let me know what you think.

What should job hunters highlight for a contract job?

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This is Laura Lee Rose, a business and efficiency coach that specializes in professional development, time management, project management and work-life balance strategies.  In my Professional Development Toolkit package , I go into professional development and real-world IT topics in detail. If you are interested in more training in these areas, get signed up

What special steps do job hunters need to take if a company is contracting?

If a company is looking to hire contract consultants, their main focus is to make sure the candidate will hit the ground running. People are normally searching for contracts because:
1) They are behind in their delivery schedule and are looking to quickly make-up the time with additional resources with no need for training or learning-curve costs.
2) They don’t have the expertise in-house to accomplish the task – and do not have the time or budget to training in-house expertise
3) They discovered an unexpected need for an additional resource with a certain skill sets and they don’t have any available people at this time.
In all three cases, the contractor will have a limited time to produce. Therefore, they need to emphasize that they have the ability to produce at the get-go. Therefore, in your resume, highlight past products and services that are comparable to the current position needs. Illustrate the design to market speed rate of your past contracts. Include satisfied client testimonials on your professionalism and productivity.
In my Professional Toolkit, I provide worksheet, templates and guidance on how to accomplish these things.  For more information on how to get this toolkit, please contact:

vConferenceOnline.com/Bits on the Wire, Inc.
6420 E. Broadway, Suite A300
Tucson, AZ 85710
520-760-2400 or (877) 853-9158
info@vconferenceonline.com

Try it and let me know what you think.