‘Reply All’ and Other E-mail Mistakes to Avoid

‘Reply All’ and Other E-mail Mistakes to Avoid

Ah, e-mail, making work life easier since the 90’s – but when you spend your whole day sending e-mail after e-mail, it kind of gets easy to overlook some mistakes. You don’t want to be made fun of by your officemates because you forgot to spell-check or because you accidentally sent a joke e-mail to your entire company, now do you? Not to worry, we’re here to remind you of some e-mail mistakes you should make a point to avoid.

1. Unforgettable Subject Lines
When writing e-mail drafts, it’s fun to think of creative subject lines, but there are times when we forget to re-edit the subject line and end up sending e-mails with things like “SO AS I TOLD YOU A MILLION TIMES BEFORE –“ or “Please let this be the last e-mail I ever send this person”. Remember: the subject is the first thing your recipient reads, so make sure it leaves a good impression of you.

2. Forgetting Attachments
Have you ever had that dream where you go to work or school and look down only to realize you’re still in your pajamas or worse, your underwear? Forgetting to attach files is basically the e-mail equivalent of that. Make life easier for you by making sure you have the word ‘attach’ in your message as most e-mail services will remind you that you haven’t attached anything or even better, attach your files BEFORE writing your message.

3. “To Whom It May Concern”
Basically, this means you haven’t done your homework. With the internet helping us access as much information as we can, there’s no reason for you not to know who you’re sending an e-mail to. This also makes the e-mail sound so generic.

4. Reply to All
Unless you’re the CEO or some high executive in your company, it’s best not to ever press ‘Reply to All’. No matter what intention (i.e. congratulating a winning team or even responding to a “Send to All” e-mail), it’s probably best not to open yourself to the kind of ridicule that a “Reply to All” could bring.

Make sure you double or triple check every important e-mail you send as well-constructed e-mail shows confidence, and proficiency. Learn the Powers of confidence at JRP.

Aug 27_Blog 3

Liked or Respected?

“Would you rather be liked or respected?” It’s a weird question to be asked, because it’s really silly to think that it’s impossible to be a leader that’s respected and liked as a person. You don’t have to be Miranda Priestly, respected but absolutely feared to the point where she’s referred to as a devil, nor should you be like Michael Scott, who is nice enough as a person, but isn’t a great boss. Here are a few things to remember to balance being respected and liked:

1. Don’t seek to be liked.
Remember not to avoid situations just so you’re liked.

2. Take time to know your people.
Understand that friendship doesn’t happen right away.

3. Be confident but humble.
Be self-assured, but share the limelight with your team.

4. Be open-minded.
Consider other views, and then weigh in.

5. Don’t let your pet peeves get in the way.
Focus on other’s needs rather than your own personal preferences.

6. Encourage diversity.
Don’t create clones.

7. Put yourself in the line with your team.
“Work it out for yourselves!” shouldn’t be in your vocabulary.

8. Seek excellence, not perfection.
Be reasonable, and make room for forgiveness when mistakes happen.

9. Provide empathy.
Attend to your team’s human needs, not just their employee needs.

10. Encourage innovation.
Change is scary, but necessary. Give your team the courage when change happens.

Being likeable alone limits you as a boss, and being respected alone is a very isolated way to live. Learn more at John Robert Powers.

Aug 22_Blog 2

Bond, Team Bond

If you want your team to be happy and engaged, simply providing them with free food, bean bags, or gym membership discounts isn’t going to cut it. Sure, those things help but what really gets a team going even in the worst of times is a good employee-employer relationship. So, here are a few tips to strengthen the employee-employer bond, as well as the employee-employee bond:

1. Non-work Life Discussions
Don’t end with the cliché, “What did you do this weekend?” but rather ask them about their interests, their families, any new shows they’d like to recommend, etc. It’s these kinds of questions that help you understand your team on a more personal level, and make sense of their actions and preferences.

2. Interesting Activities
Even the best teams can benefit from some team bonding activities. Try to stay away from activities that everyone has already tried and get your team to experience some unique bonding experiences like: game board night, a round of archery tag or attend an art workshop bonding, etc.

3. Group Dinners
While big activities are a great way to bond, having a constant, casual activities like dinners or coffee out with your team solidify your their engagement with one another. Having a conducive place for them to relax with you, and each other ensures a relationship that no longer relies on work to exist.

Make sure that teamwork truly works and be a more confident leader at John Robert Powers.


The Tell Off

Managing your people is already a difficult enough act, even if your people are working well. It becomes doubly difficult then, when employees make mistakes that you just can’t ignore. Although the act of reprimanding someone is never, ever fun, it is necessary for your employees to do better and to keep them from making the same mistakes again in the future. We’re here to help you find the best way to tell off your employees.

1. Tell them now.
While it’s tempting to wait a bit before reprimanding your employees, it’s probably best for you to do it ASAP so they can fix their mistakes quickly, and with minimal damage. The same goes for praising your employees—if they do something great, tell them right away!

2. Write down exactly what you want to say.
Write down all the things you need to cover with your employees beforehand. So, when you actually get to the tell off, you don’t stray too far off the topic or bring in previous mistakes that have already been addressed.

3. Help out.
Make sure you offer help in correcting your employees’ mistakes. As their boss, you would know better and your guidance is of great help to them. It also makes them feel safer to ask help from you in the future in the event that they’re uncertain about something they’re doing.

4. Keep things private.
Lastly, make sure that you do the tell off in private. Nothing is worse than having to be told off in front of other people. Even such a minor rebuke in front of others can have negative effects on people.

When your employees know what needs to be done, it’s good news for everyone. Learn more at John Robert Powers.

July 25 Blog Visual

Introduce Yourself (No Way!) Introduce Yourself (Okay!)

Networking is a challenging skill in any world of business. Learning how and when to properly introduce yourself is necessary if you want to improve your career. However, it can also be really difficult (and terrifying). So, we’re here to help you figure out, when, where, and how to properly introduce yourself in various social settings:

• Through E-Mail
We’ve all had to send an e-mail to someone we’ve never met face-to-face, and it can be tricky then to properly introduce yourself through a screen. Simply put, just remember to explain who you are (My name is…), how you got the other’s e-mail address, and your reason for writing.

• The Business Card
While business cards are important, using ONLY your business card to introduce yourself at any type of event, is irresponsible. Introduce yourself first; make that eye contact and let them know who you are and why you’re at this meeting or event and THEN give your business card.

• At An Interview
When you’re at an interview, you’ll want to keep your introduction brief, but extensive enough to highlight aspects of your career, accomplishments and interests that align with the company you’re applying for.

• In A Meeting
If it’s your first time to meet a client, it’s probably best to let your boss or colleague introduce you first. Once that’s done, make sure to let the client know why you’re at the meeting so they know that you have something to contribute.

Introducing yourself is crucial. It could make or break your career! So, remember to introduce yourself with confidence and learn the Art of the Pitch at JRP.