How you communicate can say as much about you as what you communicate.

For example, you may have noticed that people often fall into either one of two contact categories – e-mail or voicemail.  You would do well to find out which one that new client or manager prefers as soon as possible.  Your lines of communication will be that much more secure.

Yet when it comes to e-mail, voicemail, Instant Messaging and even Twitter, there are traps waiting for you.  The way you use these vehicles on a day-to-day basis can be particularly revealing.

Here are some best practices – reminders for some, news for other – to keep in mind.  Don’t worry – they’ve all been field tested:

• You say goodbye and I say hello – It’s a typical scenario: Someone sends you an Instant Message at exactly the wrong time.  Sure, it’s nice to get an unexpected missive from a friend once in a while.  But IM’s can arrive just when you don’t have time to engage with them.  And the sender doesn’t know when to get off.  If the IM conversation needs to go on for more than five or ten minutes, call.  And if someone writes that they’re in the middle of something, let them get to it.

• In cyberspace, everyone can hear you scream – Everyone can tell how you really feel when you dash off that e-mail/IM/Tweet response to something (or someone) that really bugs you.  Write the e-mail if you must, but save it as a draft and read it again later.  Better yet, delete it and start anew.  The ancillary to this is the e-mail written so quickly that it becomes the electronic variation of bad handwriting.  No one will know what it means, so it wastes everyone’s time and says “I’m too busy to care.”  Not a good message.  Take your time, use spell check and review before you send.

• It’s all personal – On a subliminal level, hearing your voice say that you can’t come to the phone right now tells me that you will get back to me.  Hearing your assistant or a “standard greeting” tell me you can’t come to the phone says something else entirely.  Seriously, is it that hard to set up a voicemail greeting using your voice?  Set it up once, keep it brief and you’ve demonstrated a personal touch that speaks well of you.

• Can we change the subject, please? – By now we’ve had e-mail long enough to know that in a long e-mail series, the topic will change.  So either stop replying and start anew or change the subject line to reflect your current topic.  Be specific in the subject line (e.g., “Statistics on sales for October”) rather than general (e.g., “Information requested”) to make it easier to scan and identify.  And like the IM conversations mentioned above, if the series threatens to go on for more four rounds, pick up the phone.

• “Mr. Watson, come here, I want to see you” – Alexander Graham Bell had just spilled battery acid on himself when he made that first telephone call.  Not all of your voicemails are quite so urgent.  Don’t mark them as such unless it’s truly vital.  When every voicemail is special, then no voicemail is special.

I could go on but now it’s your turn.  What are your best practices?

Contributed by: Frank McGee
Writer, trainer, coach

Last week I was fortunate enough to be asked to speak at the first Chicago Social Media Breakfast. SMB has been in existence in other cities since 2007 but this was the first one in here in the Windy City. The event was separated into different groups with specific topics to discuss. My group was focused on social media and personal branding in regards to the job search and career advancement.

As marketers we are seeing a wholesale change in how companies engage in communication with their clients and consumers. In addition, the ways we as individuals communicate are also changing dramatically. I think for the most part marketers (especially in the last year) are really starting to grasp the enormous changes going on within their space.

What has continued to be a struggle for people is telling the difference between “blowing your horn” in regards to your talents/expertise and “communicating your passion” to a wider audience than your existing personal/professional network. The ability to help people and in turn receive recommendation has never been more important.  It’s a very organic way of self development which also can help you gain recognition and ultimately a new job, a promotion or new business for your organization.

My Top 5 Takeaways from our group discussions were:

1)      “The golden rule” treat others the way you would like to be treated. This will ultimately be something that will come back around to you.

2)      When networking on LinkedIn or other sites don’t “ask for a job” use the tools available to create awareness for your expertise to gain a larger network of targeted individuals for potential career placement and/or advancement.

3)      Use social media to create an integrated marketing campaign around a helpful blog post you have written (become a resource). This is a post I wrote describing an initiative I created here at Paladin: 

       Paladins Marketing Ninja guide: The 30 Minute Challenge

4)      Don’t close yourself off to just blogging, Facebook, Twitter and LinkedIn. One of the attendee’s was discussing his use of Tumblr something I am going to attempt to utilize.

5)      Nothing replaces face to face contact. Definitely get out from behind your computer and regularly get out to coffee meetings, association evening events and luncheons. This is a post I wrote regarding networking events in Chicago: Paladins Galaxy Guide to Networking in Chicago

 We are all hearing the constant chatter (no pun intended) around social media. Some of the discussions are valid and some of are based upon lack of understanding and experience. My recommendation is to continue to share openly with each other and pay it forward. It’s a great community we have here in Chicago and I’m excited to attend future Social Media Breakfast’s!

In a recent Newsweek article, Sarah Kliff advises that if you want your children to eat their vegetables, simply “rename them” (the vegetables, not the kids).  She explained that “When researchers told kindergarteners they were eating ‘X-ray vision carrots’ rather than plain old vegetables, the kids ate 50 percent more”.

X-ray vision carrots?  That, ladies and gentlemen, is called marketing.

The buzzsaw of toddler protest against foods that have even a trace of nutritional integrity is something I’ve experienced first hand.  A few weeks ago, I found myself in just such a impasse as I tried to explain to my three-year old why he should eat his cucumbers.  None of my erudite rationalizations swayed him.  If anything, he dug his heels in.

Then I walked over to him, rolled up my sleeve, and showed him my muscle, and said, “You see this? This is why you should eat your cucumbers!”

The result?  Argument over. 

With one look at my flexed bicep, his objections evaporated instantly and he happily devoured his cucumber slices. 

It makes sense.  After all, who can argue with a flexed bicep? 

But I would submit that this too, is marketing.  The only difference is that the latter is a visual solution, while the former is a headline-driven solution.  Either way, it’s marketing.

News flash: if you’re a parent, you’re a full-time marketer.  And your end user is pretty fickle, so choose your marketing program carefully.

Smart people, like Professor David Just of Cornell University don’t call it marketing, he calls it Behavorial Economics.  Behavorial Economics is an academic field that studies the role of environmental factors in decision making.

So if you’re an advertising or marketing professional, you’re actually a behavorial economist.  Now go home and eat your X-ray vision carrots.

Carrots contain beta-carotene which is converted to vitamin A by the body, which forms a pigment called rhodopsin, which raisies the effectiveness of the light-sensitive area of the retina, which the eye needs to see in dim light. Maybe calling them "x-ray vision carrots" isn't such an exaggeration after all.

Take the red pill.

In fact, take it now before you really need it.  That’s the lesson I’ve learned about networking.

In The Matrix, our hero is given a choice: take a blue pill and continue on with his life or take the red pill and see life as it really is.  Of course, he takes the red pill (wouldn’t be much of a movie if he didn’t), the veil is lifted and he becomes aware of things that were always there but never seen.

Lately I’ve begun to build on my own network of friends and professional colleagues, coaxing it to take form, and develop.  Actually, I’m helping it grow.  The network was always there; I just never saw it.  Then I took the red pill.

It was April 2006 when I was first asked to join a friend’s network through LinkedIn.  Sounded like fun and a good way to stay in touch with people.  But I rarely looked at it.  The next request came in October 2007.  I was flattered someone would ask me to join a network and, yeah, I felt hip.

But it wasn’t until this past February that I began to build my network in earnest.  I had to; my role had been eliminated and along with so many others folks I was in the market for a new position.

As so many at Paladin attest, you’ve got to get out and network.  This may seem rather obvious but it isn’t something all of us do when we’re employed.  Of course, some roles – from sales to marketing to politics – require networking and maintaining relationships to achieve their goals.  Networking within the organization was key to my last role.

Many job descriptions, however, do not ask you to stay in touch with people who don’t directly affect you or your work.

Because so many people are new to this networking gig, it seemed like a good idea to ask some friends from my network what they have learned along the way.   This list is by no means comprehensive, but it is road tested:

• Get out of the house – My friend Buzz put it as a simple, Nike-esque rule: “You just gotta be out there!  Go out and go to things anytime you can.”

It’s okay, everybody’s doing it.  And by “it,” I mean looking for work.  Here’s the yin and the yang of it: We all know that this isn’t the best time in the history of humankind to be looking for work.  On the other hand, the stigma of being out of work isn’t what it used to be, not when so many people are in the same position.  There’s no shame in being unemployed but somehow it seems a little easier to say “I’m in transition” when the headlines are always talking about yet another round of lay offs.  Just ask all of those former headline writers.

• Don’t be so shy – Of course, once you’re out of the house you’ve got to meet people.  “People want to help,” as my friend Katherine put it, but don’t make it difficult for them.  Give them your personal marketing plan or your newly updated resume to review.  Suggest meeting for coffee so there’s an understanding that the meeting doesn’t have to last for hours.  (And note that just because you say “Let’s meet for coffee” doesn’t mean you need to drink coffee at every meeting – especially if you have several lined up in one day.  Trust me on this one.)

Job seekers and their friends might want to read this article in The New York Times that provides some suggestions for how to give and receive help.  “The most important corollary to this rule,” Katherine points out, “is to thank people for their time and respect their schedules.”

• Be prepared – It’s not just for Boy Scouts anymore.  “Never show up unprepared even for a quick networking meeting,” said Katherine.  “You have to do your research in advance, or you waste people’s time.”  This means knowing about your contact’s business and providing something for them to use (which can be as simple as meaningful article referrals, for example, suggests Leslie).

• Back to basics – It’s all about the prompt follow-up and the personalized, hand-written thank you notes.  Making sure to write down unique reminder information on business cards. (“No,” says Leslie, “you won’t remember who all those folks are when you’re sitting in front of your computer doing the follow-up.”)

• Don’t just do something, stand there – “A lot of people don’t know how to listen,” says Buzz.  It’s not that you just sit back and watch the show.  “If you ask somebody for help, shut up and listen!  Don’t ask for advice and then overwhelm someone with your expertise!”

Here’s a surprise: You’ve already started.  As I mentioned earlier, my network was always there.  Sure, it was a little fallow and needed some tending and weeding.  But at the risk of taking this gardening metaphor too far, let’s just say you’ve bought the land already; employed or not, you need to start tilling the soil.

At a meeting of job seekers I attended, one participant put the benefits of networking this way: “I’ve lived in Chicago for 20 years.  Now it seems like a small town.”

Take the red pill.

Contributed by: Frank McGee
Business writer, trainer, coach