Tips for Effective Communication

Effective communication is essential to ones career growth. It includes both conveying messages clearly and receiving messages clearly from others. Communications skills help you when presenting a weekly report to your team, completing a sales call to a possible client, emailing your boss, or chatting with coworkers. Although each situation requires a unique approach, there are some general communication tips that apply to all types of audiences.

Tip #1: Know the topic you are discussing. If you are giving a speech to a large group of people, be sure you are familiar with the subject. Or if you are sending an email to your boss, be sure to understand what you are asking or discussing. Your audience can easily pick up on a lack of knowledge and will not value your communication if detected.

Tip #2: Know the audience. There is a big difference speaking to a work friend in the break room and discussing a deal with a customer. You want to adapt to the situation and match your communication to the level that is needed. Not to say you should change who you are but understand that what you know and do not know about the audience. Are they knowledgeable on the topic? Do they have cultural differences? What are their expectations from you? How much do they know about you? These are the types of questions you want to ask yourself before deciding on a communication technique.

Tip #3: Use the right communication channel. These include face to face, telephone, video conference, and written (email, letter, memo, etc). If you are discussing a confidential topic, you would want to be sure you use a method that reaches only a qualified audience. If you are reporting on a long, in depth subject, a phone call might not allow proper interaction. Maybe graphs or displays would work better in a face to face meeting.

Tip #4: Be to the point, positive, and polite. Do not ramble on about unnecessary information or personal references when they are not needed because the audience will become distracted. Reflect the news, even if bad news, in a positive light. If you begin speaking negatively, people tend to get their back up or become worried about the topic. They will then pay less attention to whatever else you have to discuss. And, always remember your manners, they go a long way. An audience will become more receptive if they are treated well and feel respected. Being rude will create an instant barrier that is tough to get through.

Tip #5: Listen. Communication is not just about you talking, it is receiving information and feedback from others. Whether you ask a question and the audience is answering, you send an email and the recipient I responding, or you are getting the opinion of others in a team meeting, be sure to listen fully. If you do not comprehend what they say, ask questions or for them to repeat it. Listening will help you clearly understand your audience so that they will clearly understand you.

Communication skills can be learned overtime through your experiences or you can take part in a communication skills training. Many businesses or organizations offer training to their employees or members so that they can present themselves effectively.

First-Time Owners Find Management Comes With Headaches

Wall Street Journal | Small Business By SARAH E. NEEDLEMAN – FEBRUARY 24, 2010

When Cameron Madill launched Synotac Design LLC in 2003, wiping away tears and giving pep talks wasn’t on his to-do list. But once he began hiring employees for his Web-site development firm two years later, he learned that dealing with people matters comes with the job.

“I was interested in building a company,” says Mr. Madill, a first-time business owner in Portland, Ore. “I never thought through that it meant I would have to hire people, terminate people and do all of the things associated with being a boss.”

It’s common for first-time entrepreneurs to overlook responsibilities tied to managing people when starting out, says Edward P. Marram, a senior lecturer of entrepreneurship at Babson College in Wellesley, Mass. With all the focus on selling a new product or service, “most don’t think about being a boss,” he says.

But at some point, business owners typically need help to grow, Mr. Marram says, and that means hiring staff, delegating responsibilities, and learning to be effective managers. For the inexperienced, those management duties can be challenging, depressing and sometimes plain awkward.

For instance, entrepreneur Lisa Morris last year had to deal with an employee who accidentally copied her on a highly graphic email to a hotel sales manager. “He was saying he’d do certain things to the person’s body for good rates,” recalls Ms. Morris, owner of Road Concierge Inc., a travel- and concierge-services firm in New York. “We’re all about servicing our clients, but not actually servicing them.”

Ms. Morris, who started her business in 2006, says she felt “really uncomfortable” scolding the employee for his behavior because ruling with an iron fist isn’t her style. “I don’t like to be very corporate,” she says, adding that she runs a casual office where employees’ pets are welcome.

Still, while it was clear that the email exchange wasn’t serious, nor was the recipient offended, Ms. Morris says she needed to stress that a repeat performance would be unacceptable. “I hate having to act like a mom,” she says. “But there are times when you can’t be nice. You’re the boss and you have to enforce policy.”

Many first-time business owners struggle with laying down the law because they are in fact former corporate employees who became entrepreneurs in part to escape rigid work environments. The worst situation, however, is having to tell an employee you can no longer keep them on board.

Sandy Sabean, co-owner of Womenkind, pictured center, meets with employees Lara Ngai, left, and Betsy Handwerker, right.

“You feel terrible,” says Sandy Sabean, co-owner of Womenkind LLC, a New York marketing-communications firm with five employees. Last year, she says, she laid off two workers for the first time after the company lost a bid. “When you have to let someone out on the street under those circumstances it’s hard,” she says. “It’s sad.”

Gary Hewing, co-owner of Bert Martinez Communications LLC, a sales- and business-training firm in Houston and Scottsdale, Ariz, says it’s just as rough to fire someone for poor performance. “You know they’ll have a tough time finding a job and that you’re giving this person the last check they may have for months,” he says. “It’s extremely difficult. I do not appreciate that aspect of the job.”

Some inexperienced entrepreneurs are caught off guard by just how significant a role a boss plays within a small company.

Mr. Madill, whose Web-design firm has eight employees, learned that lesson about three years ago when a worker who was hired to do miscellaneous tasks refused to take on a new assignment and subsequently offered her resignation.

A self-described pushover, Mr. Madill agree to let her stay on the company payroll for the next six weeks while she searched for a new employer. “She helped build the company,” he says. “You feel some loyalty to your first few hires.”

But the decision drew resentment from the rest of the company’s staff, says Mr. Madill, particularly because the uncompromising employee did little work from that point on. “It led to an unbelievably toxic atmosphere,” he says. And when the problem worker was finally gone, things changed dramatically. “Productivity suddenly increased,” he says. “You would’ve thought we hired a person the day she left.”

Mr. Madill says he since changed his outlook on business leadership thanks to the advice of counselors at Accelerator, a nationwide support organization for early-stage entrepreneurs. Other support groups small businesses can turn to for advice include Young Entrepreneur, Energizing Young Entrepreneurs and SCORE.

Now Mr. Madill believes that as a business owner, “you only have an obligation to make (your employees) successful to the extent that they give more back to the company,” he says. “And if someone doesn’t understand that, it’s not your responsibility to educate them.”

Write to Sarah E. Needleman at sarah.needleman@wsj.com

Overcoming Fears in Business

“Your greatest obstacle to success is yourself, it’s fear of failure”.
~Bert Martinez

Every new or struggling business owner wants to know how to manage their fears, particularly nowadays. Check out this list of easy ways to overcome your fears:
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You have to keep in mind that a large number of successful business were started during economic downturns, it drives out your competition and forces business owners to concentrate on keeping cost down and creating a leaner, meaner, more efficient business.
Thank you,
Justin Pesta
Vanguard Financial LLC
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As a recovering alcoholic, I have found that most fear is unfounded and grounded in my brain from childhood. Let me prove a point. Picture yourself hanging from a branch and I ask you to look down. Now I ask you, “How far off the ground are you?” Most people would say anywhere from 20 feet to miles. The point is that you are probably only 2-3 feet off the ground as an adult but your brain still recalls your childhood experiences. Getting over fear requires a strong belief in faith and that no one wants us to fail. Even the odds are against succeeding, who cares? Someone has to win. It might as well as be you.

Jeffrey Taylor
4844 E Andora Dr
Scottsdale, AZ 85254
http://booksbyjeffreytaylor.com
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I have started several high tech businesses in both Atlanta and Silicon Valley. Each time, there was fear and doubt. No amount of education, training, preparation or research will remove the lingering doubt…real entrepreneurs know and come to respect fear of failure. However, fear has to be used wisely and not left to run amok.

Here is the process I have used that seemed to help me overcome fear – I am also counseled other entrepreneurs on this over the years. First, when I am conceiving an idea for a business, I try to see if I can become emotionally involved in the idea – does it excite me, do I think it is something that will benefit people – do some good. This is very important and is the fuel for many entrepreneurs. Second, as I move into the data gathering mode, I attempt to remain completely neutral on the concept – really trying to listen as I do my research (both primary and secondary). I attempt to hear all points of view, get as much hard data as I can and apply as much rigor to the process as possible. Finally, in the final phase, before any commitment is taken on my part, I try to KILL THE IDEA. I spend quite a bit of time in this phase – asking people hard questions, going back over all of my data, seeking counsel from wise friends and business associates – asking them to please help me STOP NOW before I waste money and time. If at the end of this process (and there is no time limit – but as quickly as possible), I am still excited about the idea (or some variety thereof), I will proceed to the strategy development/development/implementation modes. I will also proceed without fear. My experience has taught me that fear has its place in the entrepreneurial process but not once the entrepreneur has made the commitment to move forward – fear at this point is a drag on the effort and hinders the chances of success. Fear is always “in the room”, so to speak but it is not “invited to the table”, once the decision to move forward has been made. Mental discipline and really understanding the entrepreneurial process is required.

Thank You and God Bless.

James D. Grady (Jim)
President/CEO
The Monticello Corporation
makers of The Paper Tiger software
Atlanta, GA
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“Once we drop from fear’s influence, a world of new possibilities emerges.”
Gayle A. Gregory – Author,
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Worry does not affect the outcome. And… nothing happens until you move. So, get a grip on your concerns, conduct the due diligence to determine whether your action is warranted, then take the initiative and move forward. The depression spawned many new movements in this country. Each entrepreneur needs to plan out his/her steps, then work the plan. This may be that person’s distinct contribution, so it is essential that they move.

www.Thrival.com

Paul O. Radde. Ph.D.
Thrival Systems(R)
DrPaul@Thrival.com
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I’m a small business owner, speaker, and author based in Conyers, Georgia. I started my business in 2004 after resigning from a full-time job as a web database developer. I didn’t know the first thing about starting a business or marketing it for that matter. I was very fearful but I didnt let the fear stop me. Instead, I let the fear drive me toward my goal by embracing it. Whenever I wanted to give up, I would read inspirational stories about other successful entrepreneurs who started with nothing and went on to be something such as Fred DeLuca, Truett Cathy, Michael Dell, and others. I also prayed to God a lot and built up my spiritual inner man so that I could not only have confidence in God but also in myself and my abilities. Lastly, I began associating with successful people which made me begin to visualize myself as successful. I began to develop the failure is not an option mantra.

Fear is a good thing but can become bad when we let it paralyze us and stop us from moving in the right direction. I hope that this can help other entrepreneurs as they battle with fear.
–
Lisa Sims
Author, Stretching A Dollar To Save And Make Thousands: An Entrepreneurs Guide To Doing More With Less
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“Do the thing you fear and the fear will disappear.”
David J. Schwartz, American Trainer Author of The Magic of Thinking Big
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During that time I have found ways to turn fear into my finest friend. My current best understanding, since this too is constantly evolving, comes in three parts.

1. Stop and pay attention to your thoughts and fearful thinking. This is called thought awareness. Slow down long enough to see what is really going on inside.

2. Let curiosity guide you. Get excited about learning everything you can about your fears. They stop you. They determine your success. They can be your friend and will teach you everything you need to know in order to engage life in a healthy and successful way.

3. Once seen, acknowledge your fears and limiting thoughts as aspects of who you are. Yes, the fears are present. Yes, they feel uncomfortable. Welcome them without agenda. Don’t play nice in order to get them to leave. Allow yourself to accept that they might stick around forever. Ugh! Yes, even that. Anything less than full acceptance of the fearful thoughts and beliefs empowers the fear and keeps it firmly in control.

We can distract ourselves with visions of a better life. We can envision letting go of the fear in innumerable ways. We can attempt to think only positive thoughts (great idea but impossible to put into practice). All of these tactics appear to work – and then the fear reappears in the same form or another. Or we can meet our fear once and for all, get to know it, and understand its real message. Fear is a gift that will help us heal all the ways we hold each other and ourselves as small. It has a lot to offer.

Gayle A. Gregory
Workplace Evolution, Common Sense for Uncommon Times
www.workplaceevolution.com

10.5 Biggest Mistakes to Avoid When Starting A Business

The following list is derived from my experience. Based on my actions and results I retired from corporate America at the age of 28. Filed bankruptcy at 30. I’ve been involved in several successful businesses and many unsuccessful ones too.

#1 – Never let your expenses exceed your sales. Yeah, I know that’s easy to say, because you say “Jeez, that makes perfect sense, if my expenses never exceed my sales then quite honestly I’m always going to have positive revenue. I’m always going to be in the profit. Wow. That’s fundamentally smart. But c’mon Bert, it doesn’t work that way in the world. Why? When we start out we don’t have any sales yet, and so our expenses have to exceed our sales on day one.” And you’re correct. That’s true, so I want you to have a concept, a goal or even a burning desire. That you will make those days the fewest number of days absolutely possible that your expenses are exceeding your sales.

#2 – Failing to collect the money or the receivables. Question – Should you really be extending credit to people? I don’t care what business your in retail, wholesale, hospitality, legal, or whatever. Selling is what you about not carrying receivables. Don’t extend credit, get paid now! Look fewer customers that have paid you 100% are way better than having more customers when some of them didn’t pay you at all. More cash, less stress – you don’t have to be real smart to do the math.

# 3 – Failing to take care of your employees. People have say that the customer is number 1 – right? Maybe not. Well who is taking care of your customers? Your employees handle quality and service and delivery? Well if you haven’t taken care of your employees, they’re probably not going to take care of your customers very well. It’s just that simple. It’s goes without saying that if you do take care of your employees, they will take care of your customers.

#4- Failing to take care of your customers. Real simple the easiest customer to get are existing customers. There is usually more profit in repeat customers than in new customers. A happy customer is a good customer a good customer refers more customers. Take care of your customers and they will take care of you.

#5 – Underestimating your competition. We can, no matter what business we’re in, we think of our competitor as dim-witted, we think of our competitor as incompetent. Remember this -our battle isn’t against them. It’s for the customer, not against our competitor. We don’t win by doing damage to the competitor. We’re not in a battle with him really. We’re in a battle for someone else. So quit thinking about the competitor and start thinking about your competitor’s customers.

#6 Inadequate capital – Now I’ve started business with no money because I had to but then you quickly come to realize that you do need money to operate. You do need capital to grow the company and get to the next level. And here are 2 rules you should remember about capital. And, just in case your not clear, capital is the money we need to fund the organization, to buy the inventory, to hire employees, to do all those things that we’re going to need to do. Well here’s are 2 rules you need to appreciate. Is that your expenses are going to be hirer than you anticipated and your revenue is going to be slower than you anticipated. Those two statements are true in 99.99% of every single business that has ever started. Well that’s what happens. It happens almost all the time. Because we are optimistic, if we weren’t optimist we wouldn’t have started a business. We over-projected what our revenues are. What I’m telling you as a practical, experienced businessman lower that number. Now if you beat, if you excel… wonderful! Find a place to spend it. But if you have shrunk it down, conservative in your projection then you might be safe.

#7 Underestimate the length of time to break even. The break even is a magic moment in the making of a business and if you don’t understand let me try to explain the concept to you. Break even is that magic point when you quit putting money into a company and the company is finally sufficient enough that it starts to pay for itself or is finally starts to pay you for having been there first.

# 8 Focusing on profits instead of on cash flow. Business people, when they first start out, they focus on profits instead of on cash flow. And I know this is going to sound like sacrilege to some people saying well,” aren’t we supposed to be all about profits? absolutely, and yes! And we want to get there as fast as we possibly can! But before we get there we have to make sure something else happens first, and that is that we always have positive cash flow. We always have enough money to pay the rent. We always have enough money to pay out employees. We always have enough money to buy more supplies, to do more marketing, that’s really crucial. That’s called cash flow. Profits will follow the cash flow I guarantee it. Now there’s a different in being profitable and having positive cash flow, you can be unprofitable where you’re actually losing a little bit of money but still have positive cash flow. I’m telling you when your first starting a business, if you have to pick between the two, now if you could have both of them, great go get both of them and that would be wonderful, but I also will tell you from experience getting both of them when your first starting out is really going to be complicated. You’re going to have to make a decision between the two. Pick cash flow when you’re first starting your business.

#9 Over estimating size of your market. Entrepreneurs are optimists and we tend to have this attitude that everyone is going to want to buy what we have – that just doesn’t sell. Get over it. Just come to understand that it’s not going to happen. So what you need to be able to do is think about Bottom Up Marketing. It isn’t how many potential, how many people are out there, it’s about what you can you really do. Bottom Up Marketing looks at your capacity. So if you’ve got 1 employee, 3 employees, 7 employees, that’s all you can handle. It doesn’t matter how many people might want your widget. You can’t handle it! So think coolly about the real size of your market and don’t ever estimate it because you can’t handle it right now. You only need enough market to handle the capacity you presently have, and if you can do that efficiently you will be profitable, and if your profitable you’ll be successful and if your successful you can grow the company again, and again, and again. Do a little research on “Bottom Up Marketing” and you have a better understanding of the concept

#10 No Advertising/Marketing plan. So how are you going to drive your sales through advertising or through sales people. You need to develop your marketing plan, you need to have enough capital to drive sales. I’ve seen to many times were entrepreneurs will invest all this money in equipment or to get the doors open only to discover they have no way to adequately drive sales.

#10.5 – Exit strategy. At one point, P.T. Barnum noticed that people were lingering too long at his exhibits. He posted signs indicating ” “This Way to the Egress”. Not knowing that “Egress” was another word for “Exit”, people followed the signs to what they assumed was a fascinating exhibit…and ended up outside. So what am I talking about? We should start a business that we can create and build something that we can sell, transfer, dispose of, or hand off to someone else. That should be a goal maybe the first goal as you begin to vision your successful business.

Remember . . . You Were Created to Succeed!