How perfect should your spelling be?
We are all under pressure from time constraints and reality often dictates that speed of response is more important than getting it right. Just getting it done has become the focus. Increasingly though, we seem to be using time management and our reliance on mobile devices as an excuse for poor spelling and/or grammar.
Many mobile devices have an automatic line at the bottom of emails saying “sent from my xxx device”. You can remove this or you can modify it, as in a recent example I received which had added “…please forgive any grammatical or spelling errors”.
If you look carefully enough (and I have a friend who does), you can find errors in even the most expensive and highly maintained websites, and you can certainly find them in the news and TV media (where people like editors are paid to check). I’m the first to admit my spelling and grammar are not perfect, but I do try hard to make sure I check things or have someone else check them, particularly in a business context. It probably doesn’t matter if your texts or emails to your family or friends are not correctly spelled or use poor grammar, but if it’s a response to someone you have (or want to have) a professional relationship with, then maybe it’s not acceptable.
So where is the line? Many people in business still look unfavourably on bad spelling or grammar. If you’ve taken the time to respond on your mobile device (when by definition you are probably “out and about”) then perhaps you should also take the time to make sure it is right. If it’s not critical to respond immediately, why not leave it until you have the time to properly compose and check your reply.
Commit to good business etiquette
I first posted this “pledge to business etiquette” a couple of years ago, but it is still very relevant! It’s a nice way to think about the way you act in business situations. Thanks to the SmartCompany website and author Emily Ross.
- I will not be late for meetings.
- If being late is unavoidable, I will make a short, genuine apology and get on with it. I will not make long-winded excuses.
- I will use my phone, tablet or other devices in a considerate manner.
- I will not tweet and talk simultaneously.
- I am capable of turning off electronic devices or at least switching them to silent mode.
- I will respond to emails in a timely, courteous way.
- I will resist the urge to use emoticons.
- I will RSVP.
- I will introduce people in social situations.
- I will pay attention to a person’s name when I am being introduced and make an effort to memorise it.
- I will not guess how many months pregnant women are.
- I will not make assumptions about someone’s sexuality or ethnicity.
- I will not act in an overly familiar way with new acquaintances, new clients and potential new investors – and will avoid discussing sex, politics, religion.
- I am capable of listening to a presentation/keynote address without looking at my iPhone, iPad, smart phone, tablet or Blackberry.
- I will eat, sneeze, entertain clients and behave in a culturally sensitive and professional manner at all times.
Some of these are more important than others, but all in all, they are a solid foundation for behaving appropriately.
Continuous Learning
“Life is a continue learning process. Each day presents an opportunity for learning.” ― Lailah Gifty Akita
Do you have a formal learning plan? For example, if you are a CPA (Accountant) you must clock up 40 hours learning a year, every year to keep your accreditation. While you may not have a formal learning plan, many of us do things each day like listen to a podcast, watch something on YouTube or search the internet for a snippet of information – this all is learning. So why not make learning a habit and subscribe to some of the fantastic Podcasts that are available.
How do you get to a podcast?
If you have an Apple device accessing podcasts is easy. You just need to find the Podcast app, install it, and then search for interesting podcasts to listen to.
Here are some useful links to help you access podcasts on your device:
http://www.abc.net.au/technology/techexplained/articles/2011/04/11/3158206.htm
http://www.androidcentral.com/top-5-best-podcast-apps-android#slide3
Changing the subject
Ever get
frustrated by email messages with vague or generic subject lines? I once had a colleague who would use “From Mary” as the subject line of every email. This wasn’t helpful because, of course, her sender email already told me it was from her – what I wanted to know was what it was about!
It is particularly frustrating if you need to keep these emails for later reference. If you use Outlook however, there is a solution. Did you know you can edit the subject line of received emails? With the email open simply click in the subject line and type the new subject. When you close the email you’ll be asked if you want to save the changes you’ve made. Just click yes and your new subject line is saved. Then you can file the message knowing it will be easy to locate when required.
In some versions of Outlook you can even change the content of received messages and save those changes. I must caution against this in certain professions or circumstances. If you ever need to rely on the email as evidence it may be complicated if you have made changes. In these circumstances it would be good practice to leave the original subject line and add your own to it, rather than replacing it entirely. In the example above I would leave the original and add my specifics as “ From Mary – re client requirements XYZ Co”.