Hidden Opportunities & Sweating the Small Stuff

small-door-1130644_640In June of 2012, a group of volunteers gathered at Placer High School in Auburn, California. They had assembled to repaint the school’s weight room, a facility that hadn’t received any TLC in decades. But as they began the process of emptying the room and prepping the walls, they made an incredible discovery.

Situated on one of the interior walls was a small screen door. Barely big enough to crawl through, the door sported a padlock and peeking through the screen revealed only darkness. Several alumni were familiar with this door – it had been there for as long as any of them could remember – but no one had any idea where it led or what was inside. Curiosity got the better of the group and the decision was quickly made to remove the lock and find out.

The exploration reveled a make-shift bomb shelter dating back to the days of the Cuban Missile Crisis. In the midst of nuclear tension between the USA and the USSR, similar shelters had been funded by the Civil Defense Department. The nuclear fallout never came and they were mostly dismantled to make way for more pressing needs. This one, however, was still fully stocked. There was medicine, food rations, paper supplies, and even bagged water. All was perfectly preserved, having been forgotten by those who created it.

Day after day, people walked by that door, never realizing what waited on the other side.

It seems amazing that something like this could go undiscovered for so long. Yet every day, we walk by corners of our own homes and workplaces without giving them a second thought. Who knows what we’d find if we’d just take the initiative to look?

Think about your daily routine. As you make your way from the car into your office, what areas lie just outside of observation? What would you see if you approached from a different direction or used another entrance? What aspects of your business’ appearance go ignored simply because they aren’t part of your typical route? Sometimes things go unnoticed despite being right under our noses.

I once visited the men’s room of a bank branch and found the sink faucet handle laying to the side. There was no way for me to turn on the water and wash my hands. I mentioned it to the manager and she thanked me for bringing it to her attention. She said “We’re all women working here, so we never go into that restroom. Guess we ought to check it out once in a while” Who knows how long that faucet had been broken?

Customer service author/consultant Dennis Snow says “everything speaks.” In a time when just about every business struggles to differentiate themselves form the competition, it’s often the details that make the biggest difference. Those who choose to excel at the little things are the ones who win. It pays to look at things from a different perspective once in a while.

There may not be a hidden room waiting to be discovered in your building; but I bet there are areas that you haven’t given any thought to in quite a while. Identifying them, and addressing them, could be just enough to lift you above the competition in your customer’s mind. Perhaps it’s time to do a little exploring.

Inner Space: What Your Desk Tells Other People About You

desk
This is my creative corner.

He called it the “writing box.”

It had a surface area roughly the size of a laptop computer, but was deep enough to house a drawer for paper, pen, and ink. Designed by Thomas Jefferson while a delegate to the 1776 Continental Congress, this portable work space would serve him well. It’s where he wrote the Declaration of Independence – and it’s where he would draft many important documents over the next 50 years. That simple box now occupies a place of honor in the Smithsonian.

You may not have designed your current desk or work space, but there’s no doubt that important work takes place there. Significant decisions are made, agreements are signed, and innovative ideas are born. Think about the lives you have been influenced from the few inches of real estate you occupy from nine to five. Imagine the lives you’ve yet to touch. Yet, most of us take our desks for granted.

According to psychologist Sam Gosling, the way you arrange and decorate your workspace can reveal insights into your personality. In his book, Snoop: What Your Stuff Says About You, Gosling shares some basic assumptions that customers and coworkers are likely to make simply by observing your desk.

For instance, a well-organized desk communicates dependability and punctuality. While some argue that a messy desk is a sign of creativity, Gosling says it usually sends a negative signal. He suggests you keep things tidy and showcase your personality in other, less obtrusive ways.

One way to accomplish this is by decorating your workspace with unusual or original pieces that hold significance for you. If you avoid cluttering up the space while displaying one or two personal items that communicate an open, innovative spirit, others will be drawn to you. They are likely to see you as someone who can solve problems in new and different ways.

Interestingly, Gosling advises we stay away from displaying inspirational quotes. These are clichéd and often used by people who are highly stressed as a means to calm their anxiety. Instead, seek to create an inviting space – one that encourages communication and collaboration. An open door, a comfortable, and even a candy jar can serve to foster relationships. The goal is to appear open and approachable.

Ultimately, you want a desk that allows you to do your best work. That involves balance. Create a space that inspires you, promotes efficient activity, and intrigues those you want to partner with. Pay attention to organizational policies, but give it some thought. Like other aspects of your appearance, your work surface shouldn’t be left to chance.

What does your desk, your cubicle, or your service window say about you? Does it send the right kind of message, or could it use a make-over? Sometimes all it takes is a small change to create a space that changes the way you approach your work. And given the amount of time we spend in such a small environment; shouldn’t we maximize its potential?

My desk may never find its way to the Smithsonian, but it has great significance to me. I’ve done great work here. I’ve had incredible conversations. I’ve created things that I’ll forever be proud of. By no means am I finished yet.

Put the Law of Attraction to Work for Your Business

puffer_nest
Photo by Y. Okata

In 1995, divers off the coast of Japan reported a strange underwater anomaly. They’d found a large, circular design in the sand of the seabed. Approximately 6 feet in diameter, the mysterious circle included an outer ring of clearly defined sand ridges that pointed toward the center. The center of the circle was flat and consisted of finer sand particles than the outer ring. Furthermore, fragments of shell and coral decorated the peaks of the outer ridges.

 

Nothing like this had ever been seen before. It was if someone had created a temporary work of art for the divers to find. However, there was no trace of human intervention. There was no sign claiming credit for the work. And after only a few days, the current had returned the sea floor to its undisturbed state.

Other divers soon reported additional “mystery circles” scattered around the sea floor in the same general area. For almost 20 years, the origin of these underwater works of art remained just that – a mystery. Finally, in 2011, the artist was caught in the act. His name was Torquigener Albomaculosus. That’s the name scientists gave to a new species of pufferfish. Just five inches long, it’s the male who’s responsible for creating what we now know to be a nest.

Working almost endlessly for about 10 days, the male pufferfish creates the intricate circle to attract a mate. The outer ridges with coral and shell bling catch the eye of potential females. The soft sand in the center provides a safe place for eggs to hatch. It’s an incredible display of architecture and design, being both functional and attractive at the same time.

If only such attention were paid to the average workplace. If only more businesses realized the importance that both form and function play in attracting customers. You may recall that most customers rely on their perception of your business from the outside in determining whether or not to take the next step. Those that make the choice to venture inside should be rewarded with an environment that invites them to stay, do business with you, and make the decision to come back.

Most of us take great care to maintain our home so that it functions properly. Routine care is necessary to keep the various parts working. Beyond that, we also make choices in terms of layout, furnishings, colors, and amenities that express our personality. Visiting my home would give you a pretty good sense of who I am as an individual. Pretty quickly you’d start to piece together the types of things I value and that perception would lead you to expect a certain type of behavior. As much as I work to shape my environment, it also shapes me.

The workplace is our second home. It, too, should reflect the values we hold. Our offices and meeting rooms and lobbies communicate who we are and what we believe in. What kind of message is your work environment delivering? Does it match the story you tell your customers and prospects, or is there a conflict? Are people drawn to do business with you because of your work environment, or does it drive them away?

Take this quick assessment and see how your surroundings rate. Sitting right where you are, make note of what you see:

  • Stains on the carpet or upholstery
  • Faded or chipped paint
  • Outdated or damaged furnishings
  • Cobwebs or dirty windows
  • Clutter or distracting décor
  • Missing or confusing signage
  • Strange or unpleasant smells
  • Evidence of insects or rodents
  • Empty or abandoned workstations
  • Evidence of the back office intruding into customer sightlines

Odds are, you’ll check at least one box (if you’re honest). You may even be surprised at what you see. We’re just not used to looking at things from the customer’s perspective. We’ve grown so accustomed to our surroundings that we can’t see what’s right under our nose. But it’s amazing what you find once you go looking for it. Take off your jaded employee glasses and see things from a new perspective.

Now that you’ve addressed some of the shortcomings, take another look. What tweaks can you make to improve things just a bit? Maybe it’s rearranging some furniture or changing up the lighting. Perhaps you need to add some personality.

Get creative. View your workplace the way Torquigener Albomaculosus views his nest. Spend a little time fixing up the place to attract someone new. Approach it as if that’s the only marketing tool at your disposal. You may just wind up creating a work of art.

4 Ways to Boost Your Business Curb Appeal

house-2113824_640We recently had our first really warm weekend out here in Lubbock, Texas. My entire family spent the better part of it outside, weeding and tidying things up in anticipation of spring. As we worked, my wife I got to reminiscing about our first house. At only 1,100 square feet or so, it wasn’t much to look at. It was a starter home in a new subdivision and the amenities were pretty sparse.

I can remember our first attempts at landscaping. As a new home, the outside was bare and we were desperate to make it as homey and inviting as possible. Two things stood in our way, however. We were broke and we knew nothing about landscaping. For our home to have any curb appeal, we had to get creative.

We started reading and looking at pictures in the magazines at home improvement stores. We asked friends and neighbors for advice. Mostly, we just drove around the fancier neighborhoods for inspiration. We gathered cast-off bricks from construction sites to use as edging for flower beds. We planted cuttings provided by family members and rescue plants that others had thrown away. We did what we could with what we had.

A lot of businesses could use some curb appeal. The results of a consumer survey by Omnibus shows that 95% of the time, a business’ exterior appearance influences the decision to shop there. 67% of those responding to the survey said that they had decided not to visit a particular store based solely on what they saw from the outside. I would hate to think that a potential customer chose a competitor over me simply because of what they saw from the parking lot.

Of course, many businesses find themselves in the same position that Susan I were in as newlyweds. They simply don’t have the budget to hire a landscaping company or other professional to come and make the necessary improvements. The desire may be there, but the means aren’t. Like us, they need to get creative.

Here are some quick ideas I thought of to make your location a bit more attractive from the outside.

1. Get trashy. Do the employees entering your building step right over trash in the parking lot or around the entrance? Maybe they feel this is someone else’s job, but it isn’t. Sure, they pick up their own trash should it slip out of their hand, but someone else’s? I don’t think so. This kind of thinking isn’t healthy. We spend too much of our time at work to shrug off this responsibility.

At Disney World, every employee – from the CEO down – is expected to pick up any trash they come across. In the Boy Scouts, we believe in leaving a campsite better than we found it. That means we train young men in our organization to pick up the trash (any trash) instead of passing it by. Sprucing up an exterior space doesn’t get any more basic than this.

2. Park it. Have you ever passed by a business with an empty parking lot and wondered “Are they even open?” People don’t necessarily like to be the first, or the only, customers to walk inside an establishment. Yet an empty parking lot sends the signal that you’re either closed or not very popular. Neither is good for attracting business.

Bartenders are trained to put a couple of their own bills in the tip jar. It sends an unconscious signal to customers that they should also be tipping. If your location suffers from spotty traffic, you might consider having an employee or two park in the customer area as an indication that you are indeed open for business. That subtle hint might be all a prospect needs to prompt a visit.

3. Sign up. Does your exterior signage serve to invite people inside? It should. Some small businesses use this technique to great advantage. They advertise a special of the day, promote a new product, or just display a funny line designed to showcase their personality. All provide a reason to come inside.

If you have an electronic marquee available, use it. If you don’t, go analog. Think outside the four walls of the building. A white board on an easel can be used outside to catch the eye of passersby. I once helped a guy at Home Depot load some plywood into his truck. He told me he was making a large chalkboard (they make paint for that) to sit outside his storefront. I can think of a lot of ways to use something like that.

4. Go green. Nothing attracts attention like nice landscaping. Some greenery breaks up boring walls and make a building feel settled. Colorful flowers beg for a closer look. Both make a commercial location feel more approachable. And you don’t have to break the bank to get there.

While thinking about this week’s article, I read about a small business located in an office park without any landscaping. Everywhere you look, there was concrete and asphalt. The employees each brought a potted plant of their own and they were grouped by the front door. Each employee took pride in their contribution and made sure it was watered and cared for. People started walking inside just to comment on the flowers. They usually wound up buying something too.

Maybe these ideas appeal to you, maybe they don’t. My intention this week isn’t to advocate a specific action for you to take. It’s to make a point, and that is: You don’t have to break the bank to add curb appeal. You just have to care enough to act. Don’t let the absence of a huge landscaping budget keep you from doing what you can to improve the look of your workplace. If you won’t do it for the customer, do it for yourself. Like the clothes we wear, the environment we work in affects the way we approach our job. Why not take a step or two to improve that environment?

Addressing the curb appeal of our first home was an adventure.  We made a lot of mistakes, but we learned a lot and made some memories. We also attracted the attention of our neighborhood association. They came to visit us one day to talk about our front yard. It seems we’d created quite the buzz with our creative approach – so much so that we’d won first place in the inaugural neighborhood landscaping contest.

What Goes Around Comes Around: Why You Should Give First

adventure-1807524_640In December of 1974, Phillip Kunz and his wife sat down to write their annual Christmas cards. To some people, they wrote short notes. Other cards included a family photograph. Each envelope included their return address in the upper left hand corner. The Kuntz’s mailed hundreds of Christmas cards that year – most of them to complete strangers.

At the time, Kunz was employed as a sociologist with Brigham Young University. The 600 cards he mailed to people he had never met were part of an experiment. Their names were pulled at random from the phone books of nearby towns. “It was just, you know, a shot in the dark,” he said. He simply wanted to know what would happen.

A few days later, Kunz got his answer. A Christmas card from one of the random strangers appeared in his mailbox. Then another showed up, and another. Soon he was receiving around a dozen cards each day. Some people sent photos of their own, while others took the time to write expressions of friendship. A few included letters; page after page of updates on families he didn’t even know.

What Kunz had experienced was a phenomena called the Law of Reciprocity. It’s one of the unwritten rules that govern human interactions. This law says that we are obligated to repay a kindness that someone else shows to us. And this rule is universal – there’s not a culture on the planet that doesn’t subscribe to it.

From an early age, we are all trained to reciprocate when someone does something nice for us. When someone greets us in the hallway, we’re taught to say hello in return. If a door is held open for us, we seek to hold the next one open in return. It’s so ingrained in us, that we usually don’t even think about it. We just react.

Psychologist Robert Cialdini has done extensive research into the power of subtle triggers like this. He’s found that the law of reciprocation extends beyond our social interactions into business ones as well. For instance, he found that restaurant servers who provide a mint along with the check receive tips that are about 3% higher than those who just deliver the check. What he found particularly interesting was that a second mint, presented personally while looking the customer in the eye, sent tips “through the roof.” Those servers received 20% more in tips than their counterparts.

Cialdini’s research illuminates an interesting aspect of this law. Not only are we driven to repay a kindness that’s been extended to us, but our repayment tends to be exponentially higher than that which we received. Think about it, does a dinner mint really warrant a tip 20% larger than normal? Apparently, it does.

As a kid, I was told “It’s better to give than receive.” My parents said it, my grandparents did too. I heard it in Sunday school and from most of the people I trusted.

I didn’t understand that until I got older and found myself in a position to help out friends, family, and kids of my own. But it feels good to give. Various scientific studies have even confirmed the existence of the “helper’s high.” When we extend a kindness to someone else, our brains light up in the same regions that are activated when we receive a gift ourselves. And the effect is actually more intense than what we experience as a recipient.

Naturally, there’s a catch. In order for the law of reciprocity to kick in, the initial gift has to be perceived as genuine. The second we realize that the extra mint isn’t a sincere act on the part of our server, but rather a ploy to encourage larger tips, all bets are off. The gift actually works against you at this point. I’m likely to leave smaller tip (a lot smaller) than normal if I perceive the server is attempting to manipulate me.

But there’s more…

There’s another phenomenon at play here called the Halo Effect. When we take the initiative to offer a kind gesture, it naturally makes the recipient feel good. They not only appreciate the gift, but their view of the giver in that moment is extremely positive. The Halo Effect means that the positive impression we’ve made carries over to other actions we take. The initial act of kindness makes everything else we do appear that much more significant.

Let’s recap for a second:

  • Receiving a gift feels good.
  • Sincere giving feels better than receiving.
  • Receiving creates positive general feelings about the giver.
  • Receiving creates a sense of obligation to repay the giver.
  • The reciprocal benefit is likely to be of much greater value than what we gave.

What goes around, comes around – big time. Can you imagine the impact on our business if we’d all focus less on what we had to gain from a prospect or a customer, and put our focus on what have to offer them? I’m not talking about giving away the store here. Small acts of sincere kindness result in huge returns.

Why isn’t this our business model? Why aren’t we all giving more?

Get a Grip: Master the Handshake

handshake-1471563_640Technically, it’s called dexiosis. That’s the short ritual in which “two people grasp one of each other’s like hands,” typically the right ones. In most cases, it’s accompanied by a brief up and down movement of the grasped hands.

What we refer to as a handshake is thought to have originated in ancient Greece. Ruins from as far back as the 5th century BC show soldiers shaking hands. Scholars believe the gesture began as a way for two strangers to greet each other in peace. Extending your empty hand for a handshake proved you were unarmed, and therefore not an immediate threat.

These days, handshakes are used in a variety of situations beyond an initial greeting. They can take place when parties part ways, to offer congratulations for an achievement, to express gratitude, or to seal an agreement. Handshakes are a staple of business interactions.

Despite the common use of handshakes, there remains a great deal of confusion about them. How tight should I grip? How long should I hold the other person’s hand before letting go? Should women shake hands? Uncertainty has resulted in a plethora of unsatisfying, even gross, handshake exchanges.

If you’ve ever been on the receiving end of a dead fish, a clammy palm, or a bone-crusher, you know how easily handshakes can go wrong. Since a good handshake goes a long way toward making a great first impression, let’s clear up some misconceptions. Here are a few tips for delivering good handshakes.

  1. Anyone can initiate a handshake but, as the business professional, you should make the effort to recognize the customer or prospect and make the first move.
  1. Start and end business conversations with a handshake. The first serves as a formal greeting and a sign of trust. The second indicates agreement and a mutually beneficial conclusion.
  1. Make sure your hands are clean and dry. If you are prone to cold or clammy hands, anticipate the need to address it before extending your hand.
  1. Face the person directly with your shoulders facing theirs. Don’t approach from the side or attempt to shake hands while on the move.
  1. Assume the right hand will be used. Someone who needs to use their left will let you know. I have a friend with a prosthetic right hand. He’s always the first to extend his hand (the left) so things aren’t awkward.
  1. Extend your hand and make full contact with the other person’s hand, aiming for web to web contact. Avoid grasping just the fingers.
  1. Use a firm grip. Squeezing too hard doesn’t make you appear powerful, just disrespectful. A limp hand comes across as timid or nervous.
  1. Give two or three pumps and loosen your grip to indicate you are ready to let go. Shaking for more than a few seconds is generally considered awkward.
  1. Maintain eye contact throughout the handshake. Don’t look over their shoulder or to the side. This is usually when a stranger offers their name, so pay attention.
  1. The same rules apply whether shaking hands with a man or woman. Treat everyone with the same level of respect and professionalism.

There are a lot of customs that have somehow fallen out of common business practice. It’s rare that you see someone holding the door for another, using courtesy words, or shaking hands. Sad as this may be, it provides an advantage for those of us seeking a competitive advantage over the competition. Making use of good business etiquette is an easy way to stand out from the crowd. Use the power of a good handshake to signal you’re someone worth doing business with.

Crack the Code: How to Design Emails People Want to Read

rotor-cipher-machine-1147801_640In 2011, an international team came together to try and decipher a manuscript written almost 300 years earlier. The document was penned in the 1730’s and contained 105 pages covered in Roman letters, mathematical symbols, shapes, and unrecognizable runes. There were no spaces to indicate word breaks. No previously known documents matched the style of writing and there was no key to help understand what they meant. The entire book was written in code.

It took months of heavy-duty computing and manual guess-work to finally crack the cypher. What the team revealed was the membership manual for a secret society called the Oculists. The book detailed some of their rituals and bylaws. This was a group of free-thinkers, people who challenged the established religious and political powers of the day. To protect themselves from persecution, they met in secret and communicated using complex codes.

I often receive emails that are written in what looks like Oculist code. You now the ones I’m talking about. You open them up, but close them after only a cursory glance. What you’ve seen is either a jumbled mess, or so hard to read, you quickly decide to move on to something easier to digest.

If you write many emails, and you do, this should worry you. We send emails with the expectation that they will be read and understood by the recipient. We don’t want our message to be a mystery. Yet, the way we design an email can make it seem more like a puzzle to be solved than a critical piece of business intel.

When people open an email and what they see looks more like an ancient coded manuscript than relevant information, they’ll click “close” (or even worse, “delete”). Your email needs to be easy on the eyes if you want people to read it. Start with these tips:

  • Stick to a single topic. Keep your emails focused. The more ground you try to cover in an email, the more you’ll have to write. And long emails are among the first pushed into the “read it later” category. That’s ok if your sharing information that’s not time-sensitive, but be honest – you’re looking for a quick turnaround when you hit send, aren’t you? Keep your message simple, and you’ll keep the email focused. When it comes email, focus is a good thing.
  • Keep the paragraphs short. When reading, our eyes seek out white space. White space lets our brain anticipate a break in the action and gives it a chance to rest. Smaller paragraphs are easier to process, which is what we want, right? We want the content to be understood, assimilated, and acted on. Small bites provide the reader an opportunity to absorb the information. When it comes to email, brevity is a good thing.
  • Use bullets, numbers, and pictures. When you find yourself needing to share a series of related items, break up the page to make it easier for scanners (like me) to find the important stuff quickly. Bullets help highlight key points. Numbered lists are great for illustrating a series of steps. Headings separate chunks of text into more manageable sections. Pictures, such as a computer screen shot, aid in recall. These techniques also add variety to the page. When it comes to email, variety is a good thing.
  • Choose the right font. There are somewhere in the neighborhood of 250 different fonts available for use in Microsoft Outlook. Most of them are horrible for email, including the default: Calibri. I’d never thought about the effect an email font has on readability until I sat down to write this article.

I’m switching to Verdana. The extra space between letters makes it easier on my eyes, even at a smaller font size (I’ve set mine at 10 point). Different fonts may look cool, but we’re not trying to be cool – we’re trying to be read and understood. Oh, while you’re at it, stick to black or dark blue for the font color. They’re the most readable. When it comes email, readability is a good thing.

  • Lose the background. Your message is the point of the email. Anything that doesn’t add to the message, distracts from it. This goes for colored backgrounds or patterns. All that extra fluff adds unnecessary weight to your email. You wouldn’t have a serious conversation with someone and intentionally invite a group of toddlers into the room would you? Allow your message the freedom it needs to be understood. When it comes to email, distractions are a bad thing.

Unless you’re writing the manual for a secret society, it’s best to keep your email formatted for easy reading. Or you could follow the Oculists and allow your message to remain a mystery for some adventurous sleuths to decipher. Just be ready to wait. It could take a few hundred years.

How to Keep Your Email Out of the Junk Yard

spam-964521_640Since January 1st, I have received more than 3,400 emails that have been classified as “junk.” That means every day, my email account automatically detects and quarantines somewhere in the neighborhood of 40 undesirable messages. And that doesn’t count the SPAM that slips by the filter or is caught by my ISP before it ever gets to my account.

The first iterations of what we call email looked very different. Back in the mid 1960’s an MIT program called MAILBOX allowed electronic messages to be placed on a single computer for the next user to find and read. As technology progressed, point to point connections (like the U.S. Department of Defense’s ARPANET) allowed two machines to communicate back and forth. It took the advent of computer networks before our modern concept of email to arrive.

Today, email is the default method of communication for organizations around the world. Just last month, 430 billion emails were sent world-wide. According to SenderBase, an email monitoring service, 86% of was junk. That’s 369 billion emails – an average of 13 billion per day – that we didn’t ask for and that hold no value for us as the recipient.

Of course, not all junk email can be classified as SPAM. There are plenty of legitimate emails from people we know that we mentally classify as junk. My inbox sees a constant flow of messages from people vying for my attention. Some of them have valuable things to say, others are a waste of time. The sheer volume of email is difficult to manage. I’m constantly working to prioritize what comes my way, sifting through the flood of information to find those bits that best deserve my attention.

As a sender of email, I’m fully aware that my audience fights this same battle. Whether I’m communicating to customers or coworkers, my message enters the same boxing ring as the others. I can’t take for granted that the emails I send will even be opened. Ultimately my goal is for them to be read and responded to as opposed to deleted and forgotten. To win this war of the Inbox, I need a strategy.

  • I need to send selectively. Email is scarily easy to use. That means we use it a lot. The volume is the first hurdle to overcome. So I try to be selective when using email as a communication medium. Here are a few cases when I feel email is the wrong answer:
    • When your entire message would fit in the subject line.
    • When your topic involves confidential or sensitive information.
    • When a phone call will do.
  • I need to pick the right audience. It’s tempting to include the world in your email message, but unless what you have to communicate has broad appeal, it pays to limit the number of names in the To: or Cc: section. If the message is directed toward me, my name should be on the To: line. If it’s important that I be informed, maybe I belong on the Cc: line. Other than that, I don’t need to be involved.
    • Don’t select Reply All unless everyone needs to see you response.
    • Don’t include someone as a Cc: as a form of name dropping or intimidation.
    • Don’t use the Bcc: field. Just don’t.
  • I need to use a good subject line. Once you’ve decided an email is appropriate, and identified the correct audience, the next battle you have to win is for attention. Your subject line is like the title of a magazine article or a newspaper headline. It should give me a sense of what the content involves and pique my interest so that I choose to read more.
    • Save funny or mysterious subject lines for non-work topics.
    • Communicate the purpose of the email clearly.
    • Make it easy to scan; stick to no more than 10 words.
  • I need to make the content worthy of the reader’s time. The last thing I want is for a reader to feel like I have wasted their time. What I send needs to be relevant, helpful, and/or necessary. If people view my communication as amateurish or unnecessary, then I lose credibility. I don’t want to do that.
    • Keep it short – shorter emails are read sooner and the information is retained longer.
    • Use the spelling and grammar check options. Please.
    • Periodically check for feedback to make sure your emails are having the desired impact.
  • I need to include a clear call to action. I often read emails and find myself wondering “What is it they want me to do?” Your email should communicate how the reader is supposed to react to the information. If you want the reader to take some particular action, tell them what it is.
    • List specific calls to action in the first paragraph.
    • Provide a time frame for response and/or next steps.
    • Allow adequate time for response – your readers already have jobs to do.

When texting came on the scene, many took it as a sign that email was on the way out. Something tells me we’ll be managing our inboxes for a while longer. Make sure your emails get read – design them to be appropriate, informative, and welcomed. SPAM belongs in a can.

What’s in a Name? The Importance of Being Known

handshake-2056023_640Last Monday, I accompanied my son Alex on a visit to Lubbock Christian University. Alex is a junior and LCU is one of the colleges he is considering attending after graduation. Periodically, the school will host what’s known as “Chap Day,” a structured introduction to the university’s programs, facilities, and faculty for high school juniors and seniors. “Chap,” by the way, is short for chaparral (a roadrunner) which is the school’s mascot.

Arriving on campus, I could tell Alex was a little anxious. He’s an introvert by nature and doesn’t feel all that comfortable around strangers or in new, unfamiliar environments. His shoulders were tense and he spoke in a low tone, almost a whisper. He trailed behind me as we left the car and headed toward the designated check-in location.

We rounded a corner and headed toward a table situated outside the Welcome Center. Several college students were on-hand to greet visitors and usher them to the correct place. As we approached the table, I heard someone call out “Hey, Alex!” I looked up to see a member of our church’s college class. He works with the high school kids as well, and knew us.

I shot a glance over at Alex and noticed a complete change in his appearance. His shoulders had relaxed. His head was up and his eyes sparkled. A smile spread across his face, and he now walked ahead of me – moving forward to shake hands. In a split second, Alex’s entire demeanor had changed. He had been recognized. He had been called by name.

Oxytocin is a hormone produced by the hypothalamus of the brain. It is commonly referred to as the “love hormone” because it’s a key player in the formation of close relationships. Production ramps up when we interact with lovers, our children, and pets. As we learn to trust and appreciate others, oxytocin kicks in to help us form friendships and alliances.

Research has also shown that oxytocin plays a role in our primal “fight or flight” response. When entering a safe environment (or one in which our brain believes it is safe) oxytocin production increases. This relaxes our muscles and increases our confidence. We can trust those around us and let down our guard. But in an unfamiliar situation (one which our brain does not recognize as safe), oxytocin production drops. Our eyes and ears strain to detect danger. Our muscles tense in anticipation of defending ourselves.

In 2006, Dennis Carmody and Michael Lewis published a study in which they revealed that simply hearing your own name increases the production of oxytocin. By studying the fMRI (functional magnetic resonance imaging) scans of volunteers, they were able to determine that very specific parts of the brain respond to the sound of one’s own name. These parts of the brain are associated with identity and aren’t activated by hearing someone else’s name. Even under sedation, people will respond to the sound of their name.

Last week, I wrote about the power of words and how our brains process the words we hear. The left side of the brain interprets the meaning, or the definition, of words. The right side processes the feelings associated with those same words. When we hear our name, that third part of the brain reserved for identity is activated as well. When Alex heard his name being called, his brain instantly worked through a sophisticated process of analysis:

Left brain:           “That’s my name. Someone is addressing me.”

Right brain:        “That’s my name. Someone is glad to see me.”

Identity center: “That’s my name. Someone knows me.”

Is it any wonder that experts in sales, customer service, and leadership often mention the use of someone’s name as an important aspect of success? In his book How to Win Friends and Influence People, Dale Carnegie put it this way: “Remember that a person’s name is, to that person, the sweetest and most important sound in any language.”

When someone hears their name, there is an immediate, physical response. Calling someone by name communicates that you are someone to be trusted, someone to be confided in, and someone to be listened to. When you use someone’s name, you are calling up their very identity – their sense of self – and saying “I know you.” We can’t help but respond. When we are called by name, when we are known, it taps into our primal need for belonging.

Of course, you already know this, don’t you? I don’t have to sell you on the importance of using people’s names. If you’re like me, the big issue is actually remembering their name in the first place. You can’t use it if you can’t remember it. Fortunately, Mr. Carnegie also gave us a system for remembering names:

  1. Impression. The initial step is to focus on the name when you first hear it. You have to concentrate. You have to listen. Make sure you hear the name correctly, even if it means asking your customer to repeat it. Also make note of any distinguishing facial characteristics. The idea is to connect the name with the face and imprint this identity on your brain.
  2. Repetition. Step two is to immediately repeat the name. Just like memorizing a phone number, the more you repeat it, the more you’ll create a memory. Start by saying it back to the customer. Instead of “It’s nice to meet you,” say “It’s nice to meet you, Mr. Voland.” Find opportunities to use the name once or twice during the ensuing interaction as well. Don’t overdo it, but remember that each time you repeat the name you are improving your own recall while simultaneously creating good feelings in your customer’s mind.
  3. Association. Finally, paint a mental picture of the person doing something that will help you remember their name in the future. This mental picture should involve motion and be something memorable. If you want to remember Ms. Baker, you could envision her falling face first into a cake she just baked, for example. The stronger this mental picture is, the more likely you are to recall it (and the associated name) the next time your customer walks in.

As Chap Day progressed, Alex ran into other people who knew him and called him by name –students and professors. Later that night, he voiced his desire to attend LCU. When I asked why, he talked about the academic programs, the social clubs, and the proximity to home. Then he added. “Plus, I know a lot of people there.”

And they know you too, son. They know you too.


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How Language Affects Your Performance

people-1099804_640“Sticks and stones may break my bones, but words will never hurt me.” No doubt, you heard this phrase from your parents growing up. You may even have shared it with your own children in an attempt to sooth the pain caused by hurtful comments. It’s meant as a declaration of mental strength, a statement of an individual’s ability to rise above insult, and a belief that words hold no power.

What a load of crap.

The truth is, words do have power. The right ones, spoken by the right person, can hurt even worse than an actual physical assault. Of course, words can also heal; they can strengthen and encourage. It all depends on how they are used.

Like our posture and the way we dress, the way we use language helps other people determine our capability in serving them. Our speech patterns – the combination of words we select and the way we utter them – communicate a great deal about our belief system and the way we approach our work. Language is an incredibly important part of what makes us human, yet we pay so little attention to using it properly.

Dr. Sophie Scott is a “speech neurobiologist” with University College in London. Using a technique called functional magnetic resonance imaging, or fMRI, Dr. Scott has actually mapped the way our brains interpret language. When someone speaks, two different parts of the brain go to work. The left temporal lobe begins interpreting the actual words that are spoken. It takes sound and converts it into concepts and images that help understand the content being shared.

But the sound of our voice, what Dr. Scott calls the “melody,” is processed by the right side of the brain. This is where we interpret music, and it helps us determine the mood and intent of the speaker. This part of the brain functions to ascertain someone’s actual feelings – regardless of the words they use. It’s this dual processing power that allows us understand how we should respond when someone says “It’s nice to meet you,” while also realizing whether or not they actually mean it.

Think about how you greet someone. Does your voice carry the same inflection and energy when meeting a customer as they do when meeting a friend? The words might be the same, but the meaning is often completely different. If your pitch drops and the speech is monotone or rushed, that customer greeting probably comes off as insincere and obligatory. Your greeting could cause a customer to feel like an unwelcomed intrusion – the exact opposite of the intended effect.

Do you speak in full sentences, or in short, clipped fragments? For instance, do you say “I can help you,” or do you just announce “Next?” Do you ask “What name would you like on the account?” or do you spit out “Name?” Try saying those phrases out loud. I bet the tone of your voice changes as you shifted from full sentences to fragments. That’s because our choice of words has an impact on the way we say them. And the way we speak impacts the way customers feel.

A sincere, meaningful greeting helps put the customer in a cooperative state of mind. Continuing the interaction with engaging language ensures they maintain a positive impression of the encounter. You’re already talking to them; why not make the most of it by using language that enhances the experience as much as possible?

Here’s another reason to be more careful with your word choice. The words you use not only affect the mood of your customer; they affect your own mood as well. Remember, even as we speak, our ears are pick up those sounds. Our brains are interpreting the very words we say to process both the meaning and emotion behind them. When we say words like “No,” an fMRI scan shows a release of stress-related hormones. We become more anxious and irritable after hearing our own negativity. Long term exposure to the word “No,” even though we are the one saying it, can impact our appetite, sleep, and memory.

In fact, any kind of negative language has detrimental effects on our health. And the longer it goes on, the harder it is to stop. We find what we go looking for. Pessimists see everything as a problem. Optimists somehow seem to find more opportunities. It makes sense then, to consciously use positive language whenever possible.

But that’s not enough. It’s not enough to choose positive words over negative ones. We have to use positive language with much higher frequency to overcome the damage negativity causes. Our brains are geared to respond more strongly to negative inputs. Negative language triggers the primal fight-or-flight response, so we pay attention to it. Positive language doesn’t pose a threat, so it barely registers.

We have to change our tone, for our individual and collective good.

Let’s start today. Let’s declare a cultural revolution within the organization and commit to changing the way we speak to each other, our customers, and ourselves. Let’s commit to saying “Yes” instead of “No.” Let’s turn our language into a powerful force for good. What do you say?


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