With hybrid work environments becoming the rule, not the exception, it’s time for a reminder about what’s appropriate to put in writing. The informality of email and digital channels permits communications to be fast, funny, and even sarcastic. Most of us would never take this approach in a formal letter or document.
Content shared via email, texts, or through team collaboration channels like Slack, Microsoft Teams, or Google Chat, can become problematic in litigation, particularly if it involves an employment situation. There are countless stories of people who thought their business emails were private. They’re not. They may be discoverable if relevant in a lawsuit.
Here are five tips to ensure a quick and “harmless” message doesn’t become a future problem.
1. Choose the correct channel. Would a call or an in-person meeting be better? Emails can be forwarded to individuals they were never intended for and anyone with a smartphone can take a screenshot.
2. Watch your tone. Email is eternal. Business communications should be appropriate, safe for work, and inoffensive. Don’t write anything that you’d be uncomfortable with others reading. Including your grandmother.
3. Is it clear? Read it over. Could anything be misconstrued or taken out of context? If you enter litigation, your intent will be analyzed closely by the other side.
4. Don’t begin or continue an argument. If someone shares incorrect information, it’s OK to clarify and provide the facts, but don’t debate or argue through email.
5. Avoid irony, sarcasm, and exaggeration. A message dashed off in a hurry often falls into this category. So does humor. But these are exactly the communications that can be problematic if a lawsuit occurs.
The office setting may have changed, but the risk has not. It’s even more important now to raise awareness about appropriate workplace communications so everyone understands what’s at stake.
Exhibiting at a trade show is a great way to get some face to face time with potential customers. Recently our company attended a national conference and trade show in Las Vegas. It was our fourth consecutive year exhibiting at this trade show and many of the same companies we see every year were in attendance. Some of the exhibitors always do a fantastic job, while others are missing the potential to maximize their ROI.
Here are six best practices that that you can use when preparing for and attending your company’s next trade show:
Start preparing well in advance. Getting a jump on your trade show prep is vital. Send out a preconference email to the list of attendees, map out your show strategy with your exhibit team, create product/service sales sheets, take care of any printing needs for handouts and schedule equipment and promotional item shipping.
Make sure your messages are clear and consistent. The most common question I get at trade shows is “So what do you guys do?” Each member of your sales team should be able to give a 30 second response to this question. Determine how you want to promote your company, create an elevator speech, and make sure everyone is on the same page.
Keep the messaging on your display and signage short and readable. Trade show participants move through the exhibit floor pretty quickly. All of your signage should be easily readable from the front of your booth. One mistake that I often notice is when exhibitors cram too much information onto their signage or use fonts that are too small. Provide just enough information to make attendees stop and ask questions.
Always provide giveaways. Who doesn’t like free stuff? Providing a giveaway will draw more traffic to your booth and is a great conversation starter. Always include your company logo or name on the product. It will remind potential customers of your interaction when they visited your booth after the conference.
Stay active on social media. Most conferences will promote a hashtag to use throughout the event. Post photos, give updates, announce speaking sessions and promote your booth number using the conference hashtag. This is a great way to drive engagement. Don’t forget to post a thank you to everyone who stopped by your booth after the conference.
Schedule a post conference wrap up meeting. It’s important to get feedback from your team while the conference is fresh on their minds. What worked, what didn’t work? What questions did the attendees have? What were your strongest leads and what are the next steps for contacting these potential customers? All of this information will give you a head start when planning your next trade show.
If you’re like us, you’re always looking for ways to get your message across in a new, unique, and interesting way. One communication channel that you might not have considered is video. Video is fast becoming the preferred channel for internal audiences because it’s the way we all consume information. Some news outlets have moved exclusively to video content and most include a video with any written content they publish. Today’s workforce has become accustomed to learning and acquiring information through video content.
Many of your colleagues are visual learners and video content helps simplify complex information and drives engagement when you communicate your message. Think about it. Which is more appealing– an email memo from the CEO or a quick 3-5 minute video where he or she speaks directly to your employees?
Research shows that people remember more of what they see and hear than what they read. Video grabs your attention and is more engaging than plain text. Seizing and retaining your audience’s attention is crucial. When you have their attention, they’ll retain the message.
Here are some options to consider when implementing videos into your Internal Communications strategy:
Online training videos or tutorials
Monthly or quarterly updates from your leaders
Announcement videos for new programs or initiatives
Recognition videos for company milestones or exemplary achievements
Employee interviews and testimonials
Videos of companywide events, such a community service day or group activity
Now you might be thinking, “I’m not a technical person” or “That would be too difficult to implement,” but it really isn’t. New technology has simplified video creation, editing and sharing to the point where anyone can do it.
Keep your videos short with a clear message. There are really no limits or restrictions to how you incorporate video content into your company’s communication plan. Think outside the box and see what ideas you can come up with.
The term bridezilla is not flattering but can be accurate.
Recently Courtney Duffy, a grad student at Dartmouth, booked a JetBlue weekend flight to her friend Alex’s wedding. (She was one of the bridesmaids). When the bride found out Courtney couldn’t stay through Monday, she emailed her and asked her to step aside and to mail her the garment so a replacement bridesmaid could wear it.
Courtney posted the exchange on Twitter with a plea to JetBlue to refund her airfare. They did that and more. In four hours, they posted this on Twitter:
“Hey Courtney, we’ve been thinking. The jumpsuit may have been borrowed, but we’ll bring the (Jet)Blue. When you’re ready to patch things up, we’d like to help make your old friendship feel like a new. A future girls’ weekend is on us.”
The story just begs for a follow up. Will Courtney and Alex reconnect as BFFs? Can they find a replacement bridesmaid in time (and can she fit in Alex’s jumpsuit)?
The clear winner is JetBlue. Here’s why:
They monitored social media channels and responded quickly
They delivered on the customer’s request for a refund
They showed the brands’ personality. Encouraging the former pals to reunite for a girls’ weekend is an unexpected and positive twist to the story.
The go-fast, digital era we’re living in requires businesses to pay attention to social media channels and act quickly. It’s a PR game changer. JetBlue was able to respond within a few hours to Courtney’s challenge and sweeten the deal. That nimble response reveals their social media team is empowered to act. In many businesses, in the time it took for internal approvals, the opportunity would have vanished, and so would the PR benefit.
One day last week I parked in front of a white, mid-sized car. Not brand new, not a luxury brand, just a car you might not notice. Except I did. Because it had long, black eyelashes on the headlights.
As it turns out, you can buy car eyelashes for less than $30. It’s an inexpensive way to share a little flair. If you’re looking, you’ll notice the countless ways drivers personalize their rides, from snazzy rims to monogramed window stickers.
The takeaway here is not the growth in auto accessory sales, but the ever-increasing desire for self-expression. Your business can harness that powerful trend by creating communications channels that encourage collaboration and involvement.
To be relevant, internal communications has to invite and ignite employees to share their opinions and personality. Once internal communications was top-down: we’ll tell you what you need to know. As internal communications evolved, communication improved with employee surveys, town halls and feedback sessions. Think about this: How often does anyone actually ask a question at a town hall session?
Involvement communications is a fancy term for connecting with individuals, not groups. It’s about creating ways for your colleagues to participate. Here are three excellent ways to start:
· Social media—Invite employees to share what they love about your company as brand ambassadors. Create a hashtag and use it on Twitter, Instagram and Facebook. Share the guidelines on how to use it and promote it internally. Then watch how they share what they love about your business. You’ll be amazed how quickly it’s adopted. Want some good examples? Go to #AdobeLife, #LifeatIHG or #ToBeAPartner.
· Online forums–Create an online forum on your company’s intranet and solicit ideas for building engagement and productivity or saving money. Enterprise networks like Yammer, tibbr, or Chatter create a channel to collaborate, share insights and new ideas.
· Involvement events—Create events that let them share their passions. Chili cook-offs, photo contests, or service days are simple, inexpensive ways to bring teams together to build community. Ask for selfies and share the day through communication channels.
Want more ideas on how to bring your internal communications to life? Let’s connect: email@example.com
An incident this week strengthened my opinion that social media has a purpose beyond Kim Kardashian’s latest selfie or Taylor Swift’s love life. Used effectively, social media should become a plank in every internal communications strategy.
On October 5, the management of Here to Serve Restaurants in Atlanta announced that their ten restaurants would close immediately, putting 1,000 people out of work while the company explores reorganization. No notice, no severance, no return date.
By the next morning, the word spread through the Atlanta restaurant community. Social media became a life raft for impacted employees to connect with restaurants that were hiring. Open positions for back of house and front of house roles appeared on Twitter, trending under #H2H2WORK. Here’s just a sample:
“Lots of ATL resto folks are out of jobs today due to the H2S closings. Resto group—post your opps and I’ll retweet. #H2S2WORK” @ATL_Events
“H2H2WORK come get some fried chicken @WhiteOakAtlanta. We got enough for at least 15 of y’all.” @ChefTRichards
“As much as it hurts to see @H2SRestaurants going away, it’s awesome to see the #ATL food community coming together #H2H2WORK” @Christopherbw
The Giving Kitchen, a restaurant community non-profit, established a fund for Here to Serve employees and there were online job fairs on Facebook.
Think about this: These efforts mobilized within 24 hours of the announcement. Atlanta restaurants belong to a geographically dispersed community with none of the traditional internal communications vehicles (emails, town halls, presentation decks). Yet the response was fast and effective.
Ask yourself these questions:
1. Is your social media plan established and robust? Would your employees go to your social platforms for information or in a crisis? Have you marketed your social media channels to internal audiences?
2. If you have an existing Crisis Communications plan, when was the last time you tested or updated it?
3. Does everyone with accountability in the plan understand their role? If there are new hires in key roles, do they know their responsibilities in a crisis?
You can bet that nearly 100% of your employees have access to their phones. Build internal traffic to your social media sites and then use social in your internal communication strategy.
Almost a year ago, Major League Soccer announced its landmark decision that saw Atlanta, Ga., a city that hardly screams “soccer passion,” as the host of its next expansion franchise. With the new club starting from scratch, I wrote last year that this would be a case study for any business owner interested in brand building.
The club, led by Owner Arthur Blank and General Manager Darren Eagles (who has experience in the English Premier League), has enlisted the help of the city’s main soccer support group, Terminus Legion, to involve the fans in the club’s formative stage. It’s a wise move, which I’ll explain later, but first here’s some background on what’s happened.
Terminus Legion conducted a multi-stage poll that was open to the public for voting on the team name. The group posted regular updates, were quick to respond to voters with questions (I was one), and finally posted a comprehensive results summary. From the onset, Terminus Legion made it clear that their poll was not the end all be all, but would give the owners and club leaders a thorough insight into what the fans wanted or didn’t want. In short, the club created an open channel for dialogue with the public.
The fact that the club is not just open for fan input, but actively soliciting it is a great omen. They are engaging a market to which they will be selling a product. Getting the market involved with the vision and direction of the club will give the fans ownership and a vested interest. Fans that feel this way will do more than just buy tickets — they will actively market the club 24/7 talking with their friends and colleagues.
Engaging someone else, whether it’s a colleague, a business partner, or even your sales target empowers those people. It gives them a sense of purpose. It inspires them. It makes them proud. And in the end, from a business owner’s perspective, it increases profits. Colleagues that are engaged with their work are going to be more productive. Period.
The Atlanta MLS team continues to be a great case study for business owners. How this team — in essence, its own company — operates is more public than what we’d normally get to see. Not only that, but you’re seeing it run by one of the most successful businessman in recent years. Be ready to take notes along with me, because class is in session.
It’s 30 seconds of sheer torment for a good cause that went viral. I personally know at least 20 people who took the ALS Ice Bucket challenge. And I watched every one of their videos on FaceBook. Every one of them.
Neighbors, friends, family. Each video had its own personality, its own setting, its own rules. No professionally developed script, no fancy camera work, no sizzle reel. Just a bucket of ice, a cell phone camera, and a willing participant.
As of September 22nd, the ALS Foundation reported receiving $115 million for the cause as a result of the challenge, with literally millions of people participating.
The shocking part of this phenomenon is that so many people wanted to dump an ice bucket over their heads. Imagine harnessing the same kind of energy to rally employees around a good cause! Picking a cause that’s worthwhile and challenging employees to a fun, easy activity is a great (and inexpensive!) opportunity to bring the personality and culture of your business to life and support teamwork.
So why was the Ice Bucket Challenge a game so many wanted to be part of?
In a recent Forbes article about the science behind the success of the challenge, contributor Rick Smith identified three traits that make ideas go viral:
“…Big ideas get noticed; Selfless ideas inspire action; Simple ideas write us into the story. Understand how to make your ideas big, selfless and simple and you will be able to control growth.”
Big. In a culture of media and information overload, only the really big (ubiquitous) ideas gain any traction. Because there was a feel that everyone everywhere was watching someone dump an ice bucket over his head, a sense of shared experience grew up. Ask yourself how you can use your communications channels in creative ways to pump up enthusiasm and get everyone in on the game.
Selfless. Empathy stirs us to action when we see someone else doing something selfless. And there may be more selfish motives as well. Ever heard of “the audience effect?” That’s what neuro-scientists call that urge to donate or help out when someone else is looking. That’s why video and images of team members taking your challenge on social media, in your newsletter, on your message boards, are so important to getting everyone involved.
Simple. Asking people to do something that’s not too complicated increases participation. Simplicity also gives everyone the opportunity to make the activity their own and be creative if they want to be.
You may already have some great ideas for a cause-worthy employee challenge running around in your head. Here are some (maybe a little of corny) ideas to bounce off of:
A Throw Back Thursday contest where employees donate when they post their pics to the company intranet.
How about prizes for the biggest ‘80s hair or the widest bell-bottoms?
Everyone loves a most beautiful baby contest particularly when team members supply their own baby pictures.
You can probably think of a lot of ideas more relevant to your culture. Give us a buzz at Insight! We’d love to hear what you think and help you execute your big idea to boost employee engagement!
Social media is changing the way we communicate. We’re learning a new language with new phrases and symbols. Businesses are speaking directly, to larger audiences than ever before. With these new opportunities, you need to ask yourself a few questions. What should I share with my audience? What platforms should I use and how can I utilize those platforms? What should my social media strategy be?
When deciding what you want to share through social media, you must first establish a voice that is consistent with your company. What is the overall objective of your social media plan? Don’t blog, post or comment about legal matters at your company. Ensure that employee social media use complies with your company culture and ethics. Don’t use photos unless you have the rights to use them. It is very important that you trust the people who are in charge of controlling your social media because once something is posted into the public domain there is no turning back. If you’re not careful you could end up with a very public dilemma on your hands (e.g. US Airways this past week).
Facebook is the most used social media website in the world. Because of this, Facebook is a great place to start. Use Facebook to interact with your audience and share information. Encourage them to sign up for e-mail updates or contests. Ask your followers questions and track their feedback. Facebook can also be used as “home base” to promote your other social media platforms. One tip to consider when using Facebook is to keep posts short (80 characters or less), if your post is too long your audience will glance over it. A second tip is to consider the timing of your post. To get the most engagement from you post, post it between the hours of 8 pm-7 am and post on the weekends. At the time of this blog post, statistics show that posts made during these times will get the most engagement.
Twitter is another social media platform that you can use to your advantage. Again timing is a key factor when deciding when to post. Twitter “followers” are almost 20% more likely to engage with your tweets on weekends, yet only about 20% of brands tweet on weekends. Hashtags can be used like “campfires.” Users can search your hashtag to view what others users who have used your hashtag are saying.
A few companies that are excelling at social media include Zappos and Groupon. Both have found the value of using social media not only to sell, but to engage customers in conversation. They interact, collect feedback, and discover what their customers really want. Take some time to explore social media and find the right mix of platforms and tactic for your business.
In early 2012, we had the opportunity to work with DeKalb County, GA. on their “DeKalb Recycles” marketing campaign. After doing some situation analysis, DeKalb County had discovered that their recycling services were being underutilized by the community. Recycling varied anywhere from 5% to 56% participation in certain areas. The recycling program needed a jump start on a limited budget.
Our goals for the campaign were simple but very important. They included informing residents of the recycling program, educating them on why they should recycle and achieving a noticeable increase in participation in DeKalb’s recycling program. It was also vital that we put in place a sustainable foundation that could be built on over time.
In order to make the “DeKalb Recycles” campaign successful we explored some cost effective ways of promotion. We selected key audiences such as government employees, community organizations, schools, and local media to help us spread the word. Other tactics included social media and a DeKalb Recycles website that provided information about the program and how to sign up. Through these avenues we introduced the tagline Sort, Set, Save. Sort, Set, Save showed residents what could be recycled, how to sort these items, where to deliver their recyclables and how they were helping save their community. To eliminate the monetary barrier to joining the recycling program, we were able to eliminate the bin/bag fee. The idea was to ask non-recyclers “Why not give it a try?”
Within three months of the launch of “DeKalb Recycles,” DeKalb County had received over 4,000 new requests for recycling service. This number well exceeded our projected participation expectations. DeKalb Recycles was a success that continues today.