The usual Monday morning meeting ended and the communications
team was dispersed to go about planning their
work and working their plan. It was the same message as in
previous meetings: do more with less. Everyone is touched
by the economic down turn. We can’t be wasting time or killing
time. We need to keep pace with real time. Here are a few
reminders of how we might be able to make the most of our
time . . . whether we’re working for an employer or freelancing:
• Think “electronically.” Pay bills, buy postage and shipping,
contact donors and vendors, buy groceries, and
even order lunch on line and have it delivered or
waiting for pick up at the restaurant. There is an endless
list of things that can be done when we let our fingers
do the walking.
• Be a person of “few words.” Try to get your point across
in as few words as possible when writing letters, memos, newsletters and other methods of communication.
(For some of us this is more difficult than for others!)
This may require practice and can be carried over to
verbal communication.
• Manage interruptions. If the phone rings and the caller
says, “got a minute,” make sure it’s understood that a
minute is a short conversation. If you know someone wants one-on-one time with you, go to his or her
office. It’s easier to get up and leave than it is to walk
someone to the door of your office when you want to
end the meeting. When a visitor comes to your office,
and if it’s appropriate, walk to the door to say hello and
step outside to hold your conversation. Close your
door if you don’t want to be disturbed.
• Be an active listener. Pay attention! It’s best to grasp the
message the first time around by paying attention, paraphrasing the message, and asking if your interpretation
of the message is accurate. This works in reverse
as well by asking to have your message repeated in the
listener’s own words.
• Accept the services of others (beyond team members,
staff, volunteers, etc.). Once you find a consultant, a car
rental source, air and ground transportation, a designer
and/or printer, personal banker, personal shopper or
other service provider, continue to build rapport by
accepting both expertise and a relationship that will
eliminate explaining things like preferences each time
there’s a connection.
• Make use of a highlighter pen when reading printed
pieces. Highlight material that you may have to revisit so that you’re not rereading the entire piece.
