It’s Time for March Madness

Came across this Bloomberg article today about March Madness fueling employees’ productivity:

I tend to agree. If employees bond over office pools and brackets’ success, why should companies cry “foul” if their staff take a timeout to enjoy the madness? Camaraderie is a known morale and productivity-booster, so if participating in the annual pool or watching a few minutes of a game makes coming to work more fun, I say go for it. It’s a win-win!



Getting Motivated on a Soggy Monday

cloudsToday I am blah-gging. Not blogging. Blah-gging. I, along with many it seems, have the Monday blahs. It’s been chilly and rainy all day, after a weekend that saw 60 mph wind gusts, thunderstorms, even snow in some places. Opening Day at Yankee Stadium? Ain’t happening today. Happy Spring…

Okay. Enough venting. So what to do when you’re a professional writer and you’re just not feeling it? Here are my top tips for staying motivated and lifting the clouds:

1. Martini in the Morning – No, I don’t mean drink a martini before Noon. I’m referring to the Internet radio station that cranks out lively tunes from classic crooners like Frank Sinatra and Tony Bennett. Listening to these playlists is sure to put some pep in your pen and brighten up your day.

2.  #Connect – Before getting lost in Microsoft Word, try traveling the Twitterverse for awhile. Not only will you catch up on the latest news, chuckles and trending topics, it’ll give you a chance to shout-out your tweeps and see what they’ve been up to. And who knows? You may even find your next topic to write about.

3. Fuel your Productivity – If you’re aiming to complete your next great story, get into the groove with outside projects that will help build momentum and boost your productivity. Blogging is quite useful (hey, that’s what I’m doing right now!), since it organizes your thoughts and gets your creative juices flowing. Catching up on emails is another favorite of mine. Whether you’re reaching out to story contacts or cleaning out your inbox, the sense of accomplishment you feel can help trigger more motivation, inspiring you to gets those magical words out to make your story shine.

Going Up?

Does this scenario sound familiar? It’s the start of the work day, you have your coffee in hand, and you board the elevator. You’re tired, you just endured a long commute, and you know you have a busy day ahead. MadMenElevatorScene

When you’re confined to a small place with other human beings, it requires a special type of etiquette to keep the ride pleasant and moving.

First off, maintain a quiet tone. It’s early, people are tired. Speak softly and it’s bound to be appreciated by those around you.

Secondly, if you’re feeling chatty, stick to a topic that easy, breezy. To master the small talk, pick a topic that’s simple and appropriate during your ascent. You can’t go wrong with the weather. “Wow, can you believe how beautiful the weekend was? Did you get outdoors?”

No one wants to discuss work topics before they reach their desk. Be courteous and give colleagues a chance to settle in at their computers before jumping on them first thing in the morning.

Finally, take notice of your fellow riders. If they give one-word answers and don’t fully make contact, chances are they don’t wish to engage in friendly banter. A simple smile and “good morning” are plenty. And if things get a little crowded, always step aside to let people off.

The morning commute doesn’t end when you enter your office building; it ends when you step off the elevator.  

The art of email writing

If there’s one form of communication that people bitch about, it’s email. Messages flood our inbox and reading each one can be time-consuming, yet alone responding to them. Before you know it, you have one big email chain.

With such a large volume of messages, how do you ensure that yours get read? It’s all in the writing. If you want to persuade someone to do something (in my case, it usually involves an interview for an article), you need to come up with an effective method to get the response you need. Here’s how.

1. Subject line – In your subject line, you need to get to the point. If it’s an interview for a newsletter article, I state that right up front. With time being a factor for many, I usually like to add the word “quick” – such as, “Need a quick quote for the newsletter”. If it’s something that won’t take long, make that clear so people realize the action won’t take up too much of their time.

2. Tone – Always maintain a pleasant tone. Even if a person hasn’t gotten back to you after two attempts, remain persistent and polite. If you use phrases, like “Following up”, people will know you’ve contacted them before and that they need to respond. Reiterate that your meeting (or other action) will only take up a little bit of their time. Ending the email with, “I look forward to hearing from you,” is again, a subtle way of reminding the person that you’re awaiting a response. Throwing in a “Best wishes”, “Kind regards” or “Cheers” is always a plus. Sometimes signing an email with only your name can be a bit impersonal.

3. What’s in it for them? – As with most things in life, people want to know “what’s in it for me?”. In the case of newsletter/intranet articles I write for clients, many pieces typically highlight a particular program or employee. Everyone loves to be recognized for noteworthy achievements so that’s the chord I strike when reaching out to people. I let them know that they’ll be spotlighted for exemplary work and ten times out of ten, they call me to arrange an interview.

4. Less is more – Busy schedules and shortened attention spans are always a challenge so be sure to keep email messages short and sweet. Summarize your main points in a short paragraph, offering the opportunity to speak on the phone or in person to discuss further.

5. Proofread before sending – My golden rule of email writing is to proofread all messages before hitting the send button. Even the slightest typo can indicate a lack of attention to detail. Treat your emails like regular documents. Make sure they’re error-free and that the sentences flow. People will be more likely to respond to you quickly if your emails are well-written and typo-free.

6. Add a personal touch, if necessary – I recently had to send a mass email to 15 different people inside an organization. Do you know how many people responded to my initial email? Zero. So I re-sent it a few days later (2-3 days is usually an effective rule for a gentle prod). I reminded them that the end of the month was nearing and I needed the information as soon as possible. Including a date is often a good wake-up call for people because it gets them thinking in terms of a deadline. As a result, I started to get some responses. However, there were still a few people who owed me a reply. The solution? Email each individually, and voila, I got my remaining responses. If you opt for one-to-one communication, it adds a direct, personal touch, vs. a group email which many may tend to ignore.

7. Name-drop – Want a surefire way to get a fast email reply? CC supervisors and executives if the situation calls for it. If your contact sees that a boss is awaiting a critical piece of information, include the boss in the correspondence. That way, your message carries more weight. Plus, you’ll be creating a paper trail that shows that you did everything on your end to obtain the information needed.

8. Give thanks – Follow what your Mom taught you: always say “thank you.” Seems like a no-brainer, but during a busy work day when you’re writing multiple emails, the possibility of forgetting to say “thank you” exists. Sometimes adding an exclamation mark is also a good idea – it shows added appreciation and increases your chances of a quick response.

9. To smiley-face, or not to smiley-face? – Ah, the smiley face. Equally loved and hated by many. So is it too cheesy to include in corporate correspondence? Generally, yes. However, it depends on how closely you work with the person you’re contacting. If it’s a colleague you know very well needing an extra prod to do something, feel free to include a smiley face if you feel it’ll soften the blow of bugging the person multiple times. Obviously, if you’re emailing a higher-up, leave the smiley-face to your personal Facebook messages in the evening!  🙂 – Sorry, couldn’t resist using a smiley face here!

10. Timing is everything – Finally, if you’re sending an important email, make note of the best time of day to send it. Since Monday mornings tend to be hectic, wait till early afternoon if possible. I find Tuesdays and Wednesdays to be an excellent time to send emails since by then, many will have gotten caught up. Friday mornings are also favorable since people tend to be more relaxed the day before the weekend.

Follow these words of advice and you’re sure to see results!

It’s beginning to look a lot like…

Christmas. Thanksgivingkah. Yes, the holidays are here. And for freelancers, it’s particularly interesting. What to do when you don’t have an office party to call your own?

I like the Freelancers Union’s approach to this – on December 9th, they’re holding an Unoffice Holiday Party in New York, giving freelancers and independent business owners a chance to mingle in one place. You can be sure I’ll be there; I’m even bringing a friend.

As a freelancer over the years, I’ve been pretty lucky, though. My friends tend to invite me to their office parties as an honorary employee. And of course, there’s usually a client luncheon or party; those are always nice, too.

When it comes to gifts, it’s mandatory to remember the agencies/clients who continually give you work. Even if business was lean this year, a pretty card can’t hurt, or a bottle of wine, box of chocolates. While most consider this to be common sense and good etiquette, you’d be surprised how many people forget that a bit of thanks goes a long way. A Director friend of mine was shocked a couple of years ago when she didn’t receive one bottle of wine from her freelance editors. That’s a no-no.

To conclude: always acknowledge the companies that help you pay your bills and put food on the table. 

Happy Thanksgiving! Image