business advice | Words For Hire

5 Tips to Instantly Improve Your Communication Skills

September 1, 2010 by Karen Swim

This is the third post in a series on communications in the digital age. You can read Part I and Part II here and here.

I ran across a statistic at the HBR website that drives home the need for being able to communicate well. According to a recent survey of 120 blue-chip American companies poor writing costs businesses $3 billion a year to correct. This is the result of only two-thirds of employees being able to write well. Is poor communication costing you money? Are you spending time mitigating the fallout from a poorly written email? Are you being perceived as a poor leader because you are unable to convey clear expectations to your team? Have you been passed over for a promotion because of your communication style?

Great communicators rise to the top in corporations. It is a valued skill to be able to articulate ideas, messages and thoughts clearly and succinctly. This translates well in our personal lives as well. How many family disagreements arise from communication failures?

: Image by elycefeliz via Flickr

Communication IQ is comprised of the ability to:
• Clearly convey thoughts and emotions
• Listen actively
• Demonstrate empathy
• Recognize emotions
• Walk the talk
• Use conflict constructively by being solution focused
• Gain respect through ethical and respectful behavior

Source: Effective Communication & Communication IQ | eHow.com

Improving our communication intelligence is not as complex as it may seem. The tips below will help you instantly improve your communication.

Communicate to be understood. You can instantly improve your communication skills by focusing on the listener, rather than broadcasting a message or making a point.
Be attentive to the spaces between the words. We have the ability to say much more than the words we speak or write. If you’re angry, calm down before sending that “professional” email.
Two ears, one mouth. Listen twice as much as you speak and you will boost your communication skills overnight.
Match the message to the medium. Save long, layered messages for real interaction. Use email, text and other short form communication for easy to communicate messages, ideas and updates.
Receive with grace. We can avoid communication conflict by managing our own emotional reactions. Rather than respond in kind to a terse email, leave the emotion out of it and respond with grace. Remember that not everyone is a skilled communicator.

Do you have tips to add to the list above? Have you ever been on the receiving end of poor communication? What was the impact and how was it resolved?

The Fear of Competition

July 29, 2009 by Karen Swim

Most businesses spend a fair amount of time assessing their competition. Annual marketing plans include in depth analyses of competitive strengths and weaknesses, and detailed tactics to leverage opportunity and minimze risk against competitors. Even solo and small practices devote resources to competitive intelligence. Yet, in two decades of business experience, I have never heard a single consumer proclaim:

Help! Every company is excellent, operating at the highest standards, possessing all the knowledge that is possible in this area, doing the right thing and perfectly suited to all of my needs and desires.

So, why I wonder do we spend so much time on the competition and so little on the people who need our services?

I’m not suggesting that competititve intelligence does not have its place. We can learn from our competitors, adopt best practices and gain insight that helps us to improve our business. However, we should not seek to be our competition, or even covet their customers. If we focus on uncovering and leveraging our own distinctions to delight our ideal market, we will create our own niche.

Competition does not destroy your business. Yes, there are many historical examples that would seem to validate that I am wrong. However, I must ask, was it really the competition or were there other factors at play, such as failing to correctly identify and position a clear market value, inaccurate targeting, lack of innovation?

If you are contemplating a new venture or direction and worried that there’s too much competition, I would advise you’re focused on the wrong thing. Competition is awesome! There’s awareness and a stated need from the market, hooray! Some of your “competitors” have leaped in to take advantage of market opportunity, others are highly skilled but will fail miserably at staking their claim, a small percentage will be highly successful and expert in the space. But none of them are you. This is your secret weapon, what Sonia and Brian call The X Factor.

A solid, well thought out plan + The X Factor = World Domination (okay not really but your own little piece of it)

Take your eyes off the competition and put them on you and your customers, it is a decision you will not regret.

Are there any businesses that you support because of their “X” factor? Or are you a business that markets their X factor. I’d love to hear your experiences.

If you are a freelancer copywriter and need help discovering your “X” Factor click here to view more details on the Freelance X Factor Course (This is an affiliate link, if you prefer to purchase from a non-affiliate link, hop over to Copyblogger.com and you can still buy the course, no hard feelings!)

If you are a business leader struggling to find your distinction, send me an email at karenswim at gmail dot com.

Are You in the Dark?

July 27, 2009 by Karen Swim

: Image by Thorsten Thees via Flickr

It was a muggy, grey day with bursts of rain showers. As the day progressed the storms rolled in with a fury. I heard the crack of thunder in the sky and looked out to see lightning piercing the dark clouds. The winds picked up, the trees began to sway and within minutes the room was plunged into darkness.

I sat in a room that had everything needed for light yet it was dark. Without a power source the lights were of no use.

To have light you must have equipment connected to a power source but even then you are required to activate it by turning on a switch.

How many of us start a business, or a new venture and fail to activate the resources that would produce light? We have a great plan, all the equipment and resources, and the knowledge needed but fail to flip the switch. Or perhaps we’ve done the opposite and activated but forgotten to plug into the power source. The end result is the same – you’re in the dark.

Earlier this year, I stumbled in my business. I had lights, bulbs and I was plugged into the circuit box but darkness surrounded me. I had failed to activate the switch. In fact I was trying to light the wrong room! After bumping into furniture, I finally got the picture.

Don’t stumble in the dark, plug into your power source and activate the switch. I promise you it’s much better than groping around in the dark.

How about you have you ever bumped your head in the dark? What did you learn?

Authenticity, Transparency and Poetic Musings

May 26, 2009 by Karen Swim

Written by Karen D. Swim

The sky blushed with soft shades of rose, clouds softly rolling in darkening the sun
A heart that was heavy lifted as emotions floated on the wind, I exhaled and the sky blushed.
Soft droplets of rain falling gently from the folds of lavender robes as a clap of thunder trumpeted the arrival of a majestic display of power and humility
Branches bowed low in worship, leaves danced in delight

Emotion seeped from hidden spaces, riding waves of tears pushing past floodgates of fear
The sky blushed and I exhaled.

____________________________

Over the long weekend I began reading a fabulous book, Collapse of Distinction: Stand out and move up while your competition fails (NelsonFree). (Big fat huge hugs to Kelly Erickson for the book!) There are a wealth of lessons which I will share liberally in later posts, but the book got me to thinking about authenticity and transparency.

We all agree that transparency has its boundaries. We do not need nor want to know the intimate details of everyone’s life. We need not be privy to every dark thought or struggle. It is my belief that ultimately it is not transparency or authenticity we seek; we crave humanity.

We want to know that there are real live people who think, breathe, cry and don’t always have the answers behind the logos and branding messages. We want to know that you feel, and care about many of the same things we do.

Yet, we require that humanity in a silo. In my own life, it is time to bleed the lines. I have always been fairly “transparent” yet I realize that my self imposed limits may be stunting my own growth. I am a writer desiring to grow, stretch and learn yet until now have been fearful of sharing certain kinds of writing on this blog.

Yes, there is a fine line to walk here. You cannot do what you feel in spite of what your market wants BUT to innovate and grow you must be willing to test.

: Image by krandolph via Flickr

There are many things we use and like that we never could have predicted.

McKain’s book inspires the question of whether we want to be different or do we truly want to be distinct? I am not out for fame, fortune or even market share but I do want to be my own class. I want to be wanted for me and not as the writer or marketer that is like so and so.

To achieve that end, I have to find my own voice and be willing to make mistakes along the way. I must break down silos and share the other pieces of me – yes the bad poetic musings, the half baked fiction and the often really good ideas that emerge from the schizophrenic process.

How can I be authentic in the market if I am not first true to myself? While I will not use this space as a laboratory, I will blur the lines as I create that crayon in the box that is clearly marked “Karen.”

What about you? Do you want to be different or do you want to be distinct?

Dubious Deception and other Corporate Tales

April 17, 2009 by Karen Swim

Written by Karen D. Swim

Today’s post is a bit of departure from the usual fare. It is a story and yes it’s true but all is not as it appears. Put away your scarlet letters and put on your cloaks of creativity. Play along and I’ll provide the answer at the end…or at the very least a clue. 🙂

It began with a glance across the room, a small spark of interest ignited, as though we had a mutual secret. Soon I invented reasons to be in the same place my heart churning with each hushed conversation. It was all innocent really; I was not cheating, it was just talk. My new “friend” was interesting and seemed to awaken long forgotten desires. In “his” presence, I felt like a giddy schoolgirl. I blushed with each new discovery and even my failures to understand delighted me. Each moment of our time together was seared in my memory with snippets spilling out at odd moments beckoning me to come back for more.

I began to look forward to our meetings. You made me feel wanted and alive. I was a little afraid of how I felt but then reasoned that it was only harmless flirtation, and no cause for concern.

But of course the infatuation grew and I took the next step. I left that first day with a furtive glance over my shoulder. How could I have allowed this to happen? Consumed by guilt I returned home. Unable to look my love in the eye, I took a deep breath and got to work.

That night I thought of my wandering ways. Yes, I strayed but it was only that one time. It would not happen again, I wasn’t even good at it! How could I possibly think that anything would come of it with so many experts surrounding you.

I felt guilty but strangely satisfied by my tryst. I stretched and smiled secretly wishing for another chance. But then I saw my commitment out of the corner of my eye, peeking from the pages of my calendar and I was consumed with a new wave of guilt. Oh gosh, what had I done? You have stood by me in the darkest of hours, providing for my needs. You kept a roof over my head and fed me those soy dogs I love so much. I don’t want to let go but lately our time together has been so, well routine.

I was feeling unappreciated and taken for granted. But my flirtation gave me a new purpose. I feel important and needed. I even like “his” friends. I love hanging out in their forums and chat rooms and listening to their discourse.

I don’t want to hurt you but I had to come clean. Actually, my flirtation is a good thing. It has renewed my enthusiasm for you. No, no don’t cry I won’t leave you entirely but I have to admit you are going to have to share me and I know that might be hard.

Clue: I am me but “him” is deceptive.
Clue 2: This is a totally G rated post, pure as the driven snow.

It’s Friday, and time for a little fun so play along by sharing your best guess in the comments. Remember it’s G-rated. I promise to tell all in the next post.

Are You Ready to Get Lucky?

June 3, 2008 by Karen Swim

by Karen D. Swim, Photo credit: kamaru, Flickr.com

Luck is what happens when preparation meets opportunity.–Seneca

The Detroit Pistons made it through 82 regular season games and won a spot in the playoffs. Reserve Guard, Lindsey Hunter had been inactive for most of the season but he too would participate in the playoffs.

Like his teammates Hunter wanted the team to become the 2008 Champs. After all, at 37 this could be his last season. He wanted the ring and they now had an opportunity to go all the way. When the time came, Hunter was ready. Physically and mentally prepared, he sprang into action and energized his team at crucial moments during the series. He showed no sign of rust from lack of playing time, in fact he looked better than most of the starters who had played all season long.

Are you ready for opportunity? If the phone rings today and you are asked to give a presentation for the biggest client you’ve ever landed, are you ready? If offered a chance to exhibit your work, are you ready? If your boss quits and you are suddenly in line for a promotion, are you ready?

Far too often in life, even if we are technically ready, we are not emotionally or mentally ready. We make excuses as to why we cannot seize opportunity when it lands on our doorstep. “I don’t have enough experience.” “Well, I would if…” “I just don’t know if I’m ready for that.” Any of these sound familiar?

“..be prepared in season and out of season..”–II Timothy 4:2, NIV Bible

Perfect alignment rarely, if ever happens. You have to be prepared in and out of season when opportunity comes your way. If called into action, are you ready to bring your “A” game? How do you get prepared? You practice. Lindsey Hunter practiced all season long to play mere minutes at the end of a long season. You have to train your mind, body and skill set as if every day you will be presented with your shot at the championship. Look deep within your soul and ask yourself what you really want. Are you ready to have it?

It’s fun to share, so please join in the discussion and share in the comments!