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Fight Meeting Blues Maranda Gibson

Fight Meeting Blues

It's something that we all have experienced and we all dread: the really long meeting that goes nowhere and gets nothing done. Why do these meetings happen? Who organizes them? How do they sleep at night? If I was to hazard a guess, I would think that these meetings aren't really for productivity, but to impress someone's boss. In any case, if you have the power and ability, please thwart long, useless meetings and replace them with something that will help, rather than hurt.

Two articles brought this important subject to my attention. One was from Harvard Business Publishing, and the other from the SmallBizResource blog. Some suggestion for more effective meetings can be found in both articles. For example, a great way to keep meetings short and on-point is the "stand-up" meeting. For this kind of meeting, you will not need chairs. Have your people literally stand around the conference table for the duration of the meeting. This will ensure that people keep their responses short and help to progress the agenda to a quick finish.

A big tip for short effective meetings is to not have a meeting. That's right, if you can accomplish the work through phone calls, conference calls, emails, or even text messages, don't call a meeting. This is the same principle behind abolishing weekly meetings, progress meetings, and other such get-togethers that only exist because someone thought it would be good for "synergy" -- or what you - if everyone met at a regular time. The reoccurring meeting guarantees two things: time will be wasted because there aren't enough items to cover, and someone will be frantically creating something at the last minute to look productive for the meeting.

Your caveat for meetings should be "less is more." This means shorter time lengths of course, but also smaller groups of attendees. With fewer participants, people will be less likely to snooze or cruise through a meeting. You will be able to notice the more quiet attendees and ask for their input. When everyone works together, you get better results. However, more people talking encourages digressions and other time-wasters. To stay in control, identify a digression and write it down. Promise everyone that it will be the star of another meeting - if they so choose - and move on. Also, don't be afraid to politely cut-off long-winded monologue speakers.

Video conferences aren't as real as, say, shaking someone's hand, but they are very effective when replacing unnecessary meetings. For a good, efficient meeting, get the two or three people that are actually needed into a video conference. They don't have to leave their desks - or wherever they are - and you can conduct your business efficiently. And if you need more insurance that the video conference won't go long, have everyone pull back from their webcams and stand for the entire meeting.

Posted by George Page, Communication Specialist

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Great Uses for AccuConference Toll Free Maranda Gibson

Documentation could be the single most important word in business right now. Who did you talk to? What did you talk about? What conclusions did you come to and how did you reach those? Web and video conferencing haven't just increased in popularity and power due to the struggling economy and increased travel expenses., A lot of corporations have turned to conference calling as a means of being able to document. Pretty much every company offers call recording, and a recording is a document to prove what happened in a conference call. When you're not having a conference call but still need documentation of a conversation, you can do that through your AccuConference Toll Free number. By using it as a fax machine, you can keep PDFs of incoming faxes stored in your email inbox. Listed below are some situations where this would be a great tool for you to use, both for personal and business uses.

  1. One of the first things that came to mind was how this could be useful with online bill pay, which most of us use. When you pay online, you receive a confirmation number, which companies rely on you to write down. It's a good system but it doesn't always work, and as I've said before, having a back-up plan is one of the smartest things you can do. These confirmation numbers are stored in the companies' databases, and many companies are nice enough to fax you a copy of the confirmation if you ask. By using your AccuConference Toll Free number as the fax, you're going to get that confirmation into your email inbox as a PDF. If you follow the steps here, you can label them and file them away so that you always have a copy - . Not just the number you wrote down on the invoice but the actual fax that is dated and has their companies fax number on it. That way if you ever did have a problem with the payment posting or being correctly applied to the account, you have an almost foolproof back-up just a click or two away.
  2. If you're already using the call notes feature to keep your toll free accounts organized, then email notification is a great supplement for storing information coming from clients. If you have a client who's faxing you agreements or proposals, you can create a folder for that client and change the name of the subject line to (for example) “Steve, Proposal for Company X” and file it away under the “Steve” folder.
  3. If those client agreements are ever changed, create subfolders in these main folders for changes like “Steve, Company X, 11/15/08, price changed”. Using this feature allows you to have the most updated agreement, quote, or whatever is being discussed in the one place you're sure to find it: your email.
  4. Fax yourself. Sounds crazy doesn't it? It's really not. Send yourself important documents that one of these days might face the fury of moving, age, water, you name it. Send yourself your birth certificates, wedding licenses, social security cards, driver's licenses, or anything you think could be useful. In the event that these originals got burned, destroyed, ripped, whatever, at least you would have a place to start.
  5. Lawyers love paperwork, we all know that. Renaming subject lines not only works for the lawyers, but also you as a client. If you're buying a piece of property, there is going to be a lot of papers flying around and you're going to want to keep it all. So have it faxed to you, and again, rename it and file it. If you are handling multiple projects at once create folders to store each set of documents. As a law professional, you can do this for your clients who are sending in wills, settlements, subpoenas, and even payment agreements.

As you can see, this is just a place to start. Even if you're not a lawyer, a habitual online bill payer, or a salesman, just keeping important documents on file is a great idea. You never know when someone's going to ask you to see a birth certificate or when that new puppy is going to go exploring while you're at work and find that folder full of documents.

But there would be a lot of really nice confetti to celebrate the fact that you were smart enough to store the documents in your email.

How Communication Can Make You Money Maranda Gibson

Social media. It's the buzzword for 2008. Bloggers with book deals, Twitter recaps of presidential debates and appearances, Facebook groups set up to discuss a particular product launch, teleconferences by marketing gurus discussing that latest sales strategy. It's all a form of communication that could be very effective for your business. So how do you use any of it to make money?

1. Are you trying to build a buzz? If you're an author, a blog discussing your writing career might work. You can get a fan page on Facebook, where people can ask you questions and talk about your book. Stephenie Meyer's book Twilight (the movie hits theaters this month) has 343,643 fans right now. The page boasts interviews with Meyer and the cast of the movie, discussion forums, and trailers, movie pictures and promos, you name it.

2. Are you an expert trying to build a platform? A teleconference can be a great place to meet potential clients and to give away some great teaser content, such as marketing in a slow economy, how to sell more effectively, even tips on becoming a career coach. You can advertise your conference using Facebook or Twitter, allow people to twitter your call, and then post a recording for download in exchange for email addresses.

3. Do you want to broadcast your expertise into different social media worlds? Your blog can be a great vehicle to showcase your knowledge base. Also link your blog to Facebook so that when you update with a new post, it automatically is updated on Facebook. Start a Facebook group and ask readers of your blog to join. Group members can join a discussion forum to talk about issues you've posted about. One writer currently hosts an Atlanta-based blog on finding good deals and her Facebook group has garnered her hundreds of new readers. She posts deals on her Twitter feed, Facebook status, and on her blog.

4. Do you want to complement your publicity department's work on your product? Any of these tools can work for you. A teleconference where you discuss your newest launch, a blog where you can upload YouTube Videos, or Facebook can host and remind people of upcoming events you'll be at, and Twitter can become a blaster of quick spurts of information as things come up.

5. Do you have doubts about social media? It is pretty new, and yet we've seen evidence that it can invigorate campaigns quite effectively. President-elect Barack Obama harnessed the power of social media to his advantage this year. Voters on both sides used Facebook to remind people to vote, debated policy ideas via Twitter, and even live-blogged the debates. If you're not sure where to start, try one thing at a time. It's fun and you just might surprise yourself at what you can create.

How Not To Communicate Change to Your Employees Maranda Gibson

The layoffs and the bankruptcies are clogging the national and local news these days. It's affecting more and more people as real estate, construction, and retail markets tighten for this final quarter of the year and move into an unknown 2009.

As a business owner, how do you communicate these changes to your employees? If you find yourself doing one of these things, it's time to shape up your communication skills.

1. You don't really talk about the economy, as there's work to be done. Nope. That's not a great approach. Sticking your head in the sand doesn't leave you with much to see. Your employees are looking to you to decide their future and the least you could do is to keep up on current happenings in your industry and run some numbers with your accounting department. Then call a meeting and talk about it.

2. You keep promising that nothing drastic will happen, but you just laid someone off this week. It definitely shakes the faith of your employees and it may affect your relationships with key client/customers. If you say one thing and do another, your employees may start to disregard everything you say. Far better to communicate change as a process your employees (and your clients) can track with.

3. No one knows what will happen next year, so we'll just wait it out and see. Again, why aren't you strategizing and putting forward possible plans and scenarios in case things get bigger or smaller, the economy stops completely or regains its footing? Isn't that a leader's job? If you communicate that you're thinking about these issues, wouldn't that be better all around?

4. You walk around bemoaning the loss of sales, but don't communicate how it can be fixed. Employees will wonder why the company isn't doing a major sales push or why you seem immobilized by the situation and can't move forward. Employees will begin to second-guess your leadership. It would be better to gather teams and prepare to combat lack of sales with extreme effort from everyone, most importantly, you.

5. You repeat everything the media squawks from television, radio, and Internet.
Your job is to communicate your company's message and goals at all times. If you only repeat what you hear from a media who can only spell out doom and gloom, your communication plans have been vanquished. Don't waste time repeating others' predictions. Make your own, inspire your team, and get to work.

Handout Tips Maranda Gibson

Presentations, conferences, and meetings almost always have handouts. These can be as simple as a one-page agenda, or as complex as a fifty-page workbook. Regardless, handouts help to guide your audience through your presentation, understand your message better, and give them something to take away from the meeting… literally.

It's easy to simply make copies of your notes and pass them around the room, but this really isn't the best. If your notes are sparse, the handout is pretty much useless. If your notes consist of your entire speech in bullet points, then what is the point of listening to you? Take a look at three good tips for handouts from The Power of Reflection.

First, encourage your participants to take notes by leaving large spaces for them. Make sure every page has a header, section titles, and page numbers. Refer to where you're at by saying the page number and titles. Though don't make the mistake of making your "master" copy be different from theirs. Finally, if you have more than one booklet or stapled stack of material, color-code each to make it easier for your participants to pick up the right one.

Handouts aren't limited to face-to-face conferences. You can distribute pretty much anything, even if you are hosting a webinar. Email your handouts to your participants to print out before the conference call. You could also setup a downloadable version and simply send the link. If you are hosting a web conference, most likely all of your participants are in front of their computers. Blast email handouts to participants during the conference, or have a link ready that you can put into the chat.

Even if it's a virtual meeting, you're not as constrained as you think. Don't forget to include handouts in your presentations and your participants will appreciate it. One more thing to think about: you can probably have donuts and coffee delivered most anywhere…. just a thought.

Posted by George Page, Communication Specialist

Turn Your 800 Forwarding Number Into a Filing System Maranda Gibson

Talking about lean management last week was just a brief overview. Part of being lean is about eliminating clutter. We all know the cliché "out of sight and out of mind," and what is more out of sight than the file cabinets in your office. Have you looked in them lately? Some people are completely dedicated to keep those cabinets organized and well taken care of and some offices…well, let's just say you would have better luck trying to figure out what the original content of that plastic container in the back of the refrigerator is.

One of the best ways to clear up some of this clutter is to e-file your documents rather than printing them out and putting them in files. One of the easiest ways to do this is to take your 800 forwarding number and incorporate it into all of your daily activities. Not only can you forward that number to another, but you can also use it as a fax machine. The program will recognize what's a fax and what's a phone call and route it accordingly.

You will get an email notification that you have received an incoming fax, with that fax attached as a PDF file. If you're one of those people who opens the PDF and presses the print key automatically, slow down and rethink what you're doing. Old habits die hard, I understand, but technology is one of those things that can live forever if you embrace it.

What does all this 800 forwarding/email notification mumbo jumbo mean to you? Well, here's the thing: by changing the subject lines in those email notifications, you can help keep faxes organized and eliminate that big file cabinet. Wouldn't that be nice?

So how do you do it?

  1. When you get an email fax notification, double-click it to open it.
  2. Highlight the subject text.
  3. Type in what you would like it to say
  4. Close the email and click "Yes" when prompted if you would like to save the file.
  5. Your new subject line will now be displayed.

When you're trying to go leaner and greener in your office, this is a great tool. By defining the subject lines and creating subfolders for storage, you can not only e-store all the new information coming in, but actually fax existing paper copied information to your 800 number and store those in your email as well.

There are some other added benefits to treating your faxes this way. By storing them in your email you, in essence, have an original copy always ready to go. It's going to have the date and time on it as well as the inbound number that it was faxed from. There's always a copy that is not going to be damaged, torn, ripped, turning yellow and peeling up at the edges from age. Also, the US EPA states that the average office worker uses 10,000 sheets of copy paper a year, so imagine the amount of money your office will save by making this an office mandate and not just a personal choice.

PS: Did you know that your 800 forwarding number is already a fax machine? Print your 800 number on your business cards as a fax number with no additional steps required.

Posted by Maranda Gibson, Account Specialist

Dust off the Snowboards Maranda Gibson


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