Email Pitfalls – The Addict Speaks Out

I am an email addict. There - I've said it.

I love email. I love it so much, I seldom find myself going more than a few minutes without clicking that "send and receive" button just to see if there is anything new that my automatic download didn't catch 2 minutes ago.

The problem is, my like and dislike of email are close to the same thing...instant communication.

What I love about email:

Email is a tool to allow instant communication of ideas, request and deliver information and collaborate with others on projects, community organizations or even to chat with family and friends who don't live next door!

What I don't love about email:


Because email is a tool for allowing instant communication, there is the expectation that email will be read and responded to immediately. In many cases, this can cause undue stress and strain on an average information worker's daily rituals. Because others expect us to respond immediately, we feel we just HAVE to reply as soon as the email magically appears in our inbox causing us to spend time and energy on things that may not be quite so important as things like, say "Customer Service".

I'm learning to make better use of my email application of choice so that SPAM and Junk messages get into a junk folder and I deal with them on a weekly basis (unless I find the time to sift through that folder in the evenings...but really I have much better things to do with my time.

With the increase in cool and effective instant communication tools, I am finding other ways to amuse myself...while I no longer click the send and receive button every two minutes, I do find other ways to work with those around me so that when I need a quick answer or input from someone and they are available, I use Instant Messages instead.

Using MSN Messenger and Yahoo Messenger allow me to keep my email clutter free while I assist others in doing the same thing. I keep copies of my conversations (especially those work related messages) for future reference just like I archive my email, but most importantly, I find I'm saving time for all the really important things in life - like BLOGGING.

Well - It's been a whole ten minutes without email or messaging so I really feel I need to get my fix...oh yeah, that and my coffee cup is empty - go figure!

Windows Vista and Office 12

At a PDC Convention earlier this year, it was announced that Microsoft had finally settled on a name for the new version of Windows due for release in fall 2006.

Windows Vista is a robust OS with so many excellent features, bells and whistles, the I thought I would share some of that information here with you.

On a webcast located on the Microsoft.com website, you can see a VERY lengthy address by Bill Gates, with presentations by Chris Capossela (Corporate VP) on the new version of Windows and the New Office12 due for release at the same time.

While the two little videos show you quick clips of Windows Vista and Office12, it is an excellent idea to take a peek at the actually three hour video (I stopped watching after Chris' presentation on Office 12) because you get to be a voyeur into the future of personal and business computing. Chris shows neat new additions to the windows capabilities like thumbnail taskbar items, 3-D window scrolling, and drag and drop document editing which allows you to edit documents from a thumbnail without ever opening the document. The old windows explorer search has been replaced with a more powerful search engine that scans your entire PC for items meeting your criteria.

As you can tell, I'm just a little excited about this - but what gets me even more excited is the new Office 12!

Instead of chatter away about it, I'll just let you watch the video...
Click here to view Bill Gate's and Chris Capossela's information.


I'm really looking forward to the changes in both the operating system and the Office Suite and I know that some of you will appreciate the changes coming our way next year!

Presenting New Ideas to an “Old” Audience

Who was it that said "Change is good"?

I know my mother said it to me when I was young, and I say it to my clients from time to time.

While it may be a cliché, change really can be good - the hard part about change is selling it. This can be exceptionally challenging when dealing with a more mature crowd. Many older workers, those baby boomers nearing retirement age, are not interested in learning to use a computer or work with new software packages that benefit their work environment. (This is a generalization, no disrespect is meant.)

It becomes increasingly important for the workplace to sell the idea of acceptance of large scale change within the workplace. One of the largest changes I've seen within the insurance industry is the move from DOS based applications to the Windows platform.

Struggles included learning to use a mouse, new terminology and constant system changes and upgrades. Gone are the days when a computer lasted ten years and the application didn't change. Now we have regular updates, program enhancements and new operating systems emerging even more quickly then some people can learn the current setup!

How do you sell the idea that change is good?

A couple of tips I've picked up along the way include:

• demonstrate how this will help (usually saying that a child or grandchild is learning the same skills is enough to raise more than a few eyebrows and coax older computer users to attempt a new task
  
• demonstrate what's in it for "me" - showing how and why a newly implemented program is necessary is a great way to make the learner feel involved in the anticipated success of the roll-out
  
• speak on their level. Never use techno-babble unless you are speaking with another techno-expert. Simplifying your language and the ideas you are presenting will ease the transition and the learner will feel more comfortable because they can understand what you are saying. Comprehension of the ideas is a important as using the tools.
  
• finally, treat other users the way you would like to be treated. Show respect and the same will be yours in return, show understanding and patience and your users will also be understanding and patient.
  

What adult learners need most is positive reinforcement, feedback and support for the technology changes they face in the workplace and at home.

Public Speaking Tips

Recently I had the pleasure of attending a number of professional functions featuring both professional and highly regarded business people as keynote speakers.

It amazes me still how wonderful, enlightening and motivating some speakers are, and also how lacking in presentation others can be - no matter whom the audience, how much they are being paid to speak or what the "warmth" of the room is like.

Here are a couple of the tidbits I found that PROFESSIONAL speakers, motivators and trainers do that they really shouldn't! I know - I'm guilty of a couple on occasion myself!

• Jiggle change in their pockets - Please empty your pockets of all change, and keep your arms in a comfortable posture either in front of you or behind you.
  
• Speak clearly - and in some cases slowly. It's hard to provide your audience with the full effect of a joke when they can't hear you for your marble-mouth! Speak up! That's why you are standing in front; because everyone wants to HEAR what you have to say.
  
• NEVER turn your back on your audience (unless it is part of your act) Turning your back on your audience can be misinterpreted for disrespect. Show respect to your audience and keep facing them
  
• Avoid leaning for long periods of time on the podium - this can be used effectively as an emphasis prop, but when you spend the entire hour leaning on a podium, you look lazy, and de-motivating.
  

Well...that's a good start - I'm sure there are many other items that can be added here so check back for updates and other tips on public speaking, presentations and training.

The Three R’s of Learning

As adult learners, we decide whether to accept information presented to us based on three things:

• RELEVANCY
  
• RELATIONSHIP
  
• RESPONSIBILITY
  

We require that the training we receive be relevant to our work or personal life. If it is not relevant and cannot be used, then it is considered to be a waste of precious time.

Adult learners require that lines be drawn to demonstrate the relationship between what we are learning and what we "DO" and how that relationship will meet our needs.

Finally, as long as we can prove that the relationship between what we need to know and what we already know is valid and is presented in a timely and relevant manner, then we will accept the responsibility to learn that material.

Of course there are many other factors that affect adult learners, these three R's are simply an example of how educators can work to ease the information transition.

Dealing with Off Topic Questions

As a public speaker and trainer you will likely have faced the difficult task of answering questions that may be either outside of the scope of the seminar/course you are instructing.

An effective way to deal with questions that may be outside of the area you are presenting is to do the following:

• Thank the participant for their question. Let them know that it is an excellent question.
  
• Acknowledge that the question is one that others may have as well, but in order to stay on topic ...
  
• Suggest that you get together at a break or after the session to discuss this question in more detail.
  

I would say something like this:

"Thanks Mark. That is an excellent question about communication. Unfortunately due to time and topic constraints for this session, I am not able to address that question - why don't we get together after the session and discuss it in more detail?"

I have had great success with this method - I wish you luck incorporating this method of dealing with off-topic or difficult question in your presentation.

Posture IS Important

Remember back to the days when your parents or grand parents would holler at you and tell you to stand up straight...

Here is a practice exercise:

Next time you are standing up, make note of your posture. How you stand, how you hold your head, how your arms rest and the positioning of your feet. If possible, ask someone to take a picture of you standing naturally.

Just as timing is important for a joke or punchline, good posture is important and effective for demonstrating a point.

For instance, when you have something you want to convey as confidential, an excellent technique I have used is to lean into the crowd, lower your upper body position hunching over a bit as if you were telling a child a secret - then when the information has been passed, standing very straight with shoulders back is an excellent way to communicate that something very important is going to be demonstrated.

How you stand, and how you move when you speak can be signals to the audience that you have something important to tell them. Posture can also be an effective tool for reigning in a boisterous class.

As you rehearse your presentation, rehearse effective posture and stance to help with the impact of your words.