What would you do when your e-mail backfires?

In today’s world, almost everyone communicates through e-mails, SMS, or twitter. While these communication channels have made it faster and easier to convey our messages, it took out the human element from the communication. Thus, sometimes our messages are interpreted differently. Hence, we need to make sure that our messages are conveyed to the right people, and their interpretation of that message is same as our interpretation of the same message.

If we fail to recognize this then we can end up in a big trouble. For example: In one of my MBA class, I work with a group of four people. One day, I wrote an e-mail to my group regarding some work assignment. And I used one of my team mate’s name (say Mr. X) as an example to ‘not do something’. Since, I knew him from my other classes and we had close friendship; I thought he will understand my humor behind this analogy. But that e-mail backfired on me. On the other day, Mr. X wrote me a long e-mail explaining, how I offended him. And how he is unhappy about that e-mail.

Obviously, I took corrective action to explain my situation and apologized to him for any unintended behavior from my side. That’s where I got an idea about this blog. I hope, my suggestions in this blog helps you in better communicating with your peers through e-mails, SMS and Twitter. Following are few tips that I would recommend you to follow:

Use of smilies: If you are trying to be humorous in your e-mail then use smilies after your statement. Smilies will go a long way in explaining your stand behind that statement. In my situation, if I would have used a smilie after providing a bad example of Mr. X, nothing would have happened. Mr. X would have understood my message and he would have considered that message, as humorous instead of offensive.

Proof read your e-mail: Make sure that you proof read your message, before you send it to someone. If it is a message about ‘corrective action’, then please proof read it thrice (if possible). E-mails about ‘corrective actions’ are already very sensitive, and you don’t want to overcomplicate it by sending unclear messages. Also, try to put yourself in to the shoes of the reader, and read the e-mail again. Don’t send any e-mails that will offend you, if you were on the other side of the spectrum.

Ask for feedback: Always ask for the feedback. You can use wordings like – “Let me know, if you need anything else from my side”. Feedback mechanism will not only make sure that your message is conveyed properly but also provide an opportunity for the receiver to provide their feedback. Since, I always use this mechanism in my e-mails, Mr. X felt comfortable enough to confront me regarding my e-mail. This gave me an opportunity to explain my position. Thus, don’t ever forget to ask for feedback.

Apologize for miscommunication: In the worst case scenario (like me), never hesitate to apologize. Few words of apologies go a long way. Don’t just apologize by writing something like “Sorry” in your response. Write a brief e-mail regarding your statement, and explain how he/she might have misinterpreted that. This will give you an opportunity to explain yourself and strengthen your relationship with the receiver of that e-mail.

I hope, these tips will help you to better communicate with your team. And if you have any better suggestions, then please feel free to share it with me. Thanks. – Bhavin Gandhi

Lead your brand, in the world of social media

Lot of people might argue, but I feel that we are currently on the verge of a major paradigm shift. With the help of the Internet and new communication tools like - Facebook, Twitter, blogs and LinkedIn – we are changing the way, how we communicate with each other. Social media is completely changing the way we used to interact with each other. Maybe that’s the only reason why, we trust product’s reviews on - Facebook, Twitter and Yelp - more than on an advertisement seen on TV.

[caption id="attachment_89" align="alignleft" width="102" caption="Twitter"][/caption]

One might ask - What if our communication ways are changing? What does that have to do with Leadership? In fact that has to do with only - Leadership. After all, what is Leadership? Isn’t Leadership – leading changes? Isn’t leadership about envisioning the future? If you are not yet convinced, then let me ask you one question – “Do you think that your customers are not talking about your products on these social media platforms?” In fact, YouTube became the second largest search engine after Google, and approximately 25% of YouTube videos contain product reviews.

[caption id="attachment_93" align="alignright" width="150" caption="YouTube"][/caption]

So, the question is – how can we lead this change? How can we use social media as a tool to improve our business? The answer is very simple. Just do what you would do in a normal situation. You just need to expand your horizon. I agree that social media is the fastest growing communication platform out there, but it’s just a platform. You still need to stick to your basics, and if your basics are strong enough then you can leverage this platform in favor of your business. Following are few tactics that will help you create “positive brand awareness” through social media:

1.       Be Present: For monitoring any kind of customer feedback through social media, you need to be on social media. So, create your account on few biggest social media platforms like - LinkedIn, Facebook, Twitter, YouTube, etc.

2.       Be vigilant: Continuously monitor social media. And find out what people are talking about your company/organization. With lot of free tools available out there like – “Google Alert”, it is not that difficult to be vigilant.

3.       Be quick in your response: In platforms like Twitter and Facebook, information is growing faster than ever. Thus, you need to be quick in responding to your customer’s positive/negative feedback. I would recommend you to have dedicated resources for this.

4.       Have your blog: This is the key element. Most of the times, your customers don’t find ways to tell about your products to the world. And that’s why they talk about your products on YouTube, Facebook or Twitter. If you would have given them some kind of platform to raise their voice, then they would rather blog on that website. The beauty of this idea is – you can control your feedback.

I hope this information proves to be helpful in some way. I am always eager to know your ideas too. So, feel free to comment on my blog.

Thanks – Bhavin Gandhi