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Giving Back

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15 Ways to Increase Your Value and Influence at Work

Todd Smith — Tue, 08 Mar 2011 08:45:27 +0000

Put yourself in the position of the owner of your business or the leader of your organization. What qualities would you look for in the employee whom you would advance within your management structure? If you had to lay people off, what type of person would you release? What type would you keep?

Now put yourself in the position of the employee. How would your employer rate your services? The fact is it’s the “little things” you do and don’t do that have a direct impact on your raises, promotions, and influence within an organization. The way you are viewed will not only impact your success at your current place of employment, but it will also affect the recommendations and references that follow you if you leave.

Here are 15 “little things” that will increase your value to your employer and make you stand out as a person who takes pride in your job.

Become an Employee of Influence

1. Arrive Early and Stay Late. Arriving promptly at your designated start time and then hurrying out the door the moment your workday ends tells management your job is not your priority. You’ll make a positive impression if you arrive early and don’t rush out the door at the end of the day.

2. Skip occasional breaks. As a business owner, I was always impressed with employees who would work through their breaks when we had deadlines to meet. Their actions told me they realized the urgency and importance of completing the task and were willing to voluntarily forgo their break to get the work done.

3. Take pride in how you dress and groom yourself. If you want to be taken seriously at work, start with your appearance. This applies to Fridays, too. If management is not dressing down on Fridays, follow their lead and remain in professional dress on Fridays.

4. Leave your personal life at home. You may have a close work friend in whom you confide when you’re having personal difficulties, but don’t let the word spread about your personal problems. Also avoid communicating with your family and friends during the times you are being paid to do your job.

5. Be upbeat and friendly. For most of us our workplace is our home-away- from-home. As you go through your workday make it a point to keep your energy levels high, acknowledge people, and be friendly. Be known as the person who always has a positive attitude. It will make for a better work environment for everyone.

6. Cut the constant chit chat and do your work. Maybe it’s just me, but I have a hard time with people who can’t keep their mouths shut when they should be focusing on their work. I have an even harder time when I am the one paying them.

7. Avoid speaking poorly of your co-workers. If your workplace really is your home-away-from-home, then why speak inappropriately of your co-workers? Speaking negatively of your co-workers will not only damage your relationships, but it will undermine your credibility. Instead, be the voice of encouragement, praise, and support.

8. Take pride in your written communications. Everything you type or write as an employee of a company is not only a reflection on your personal brand, but it’s also a reflection on the company’s brand.

9. Strive for excellence in your work. Be responsible and make sure you complete your responsibilities on time with excellence, even if it requires that you take some projects home.

10. Keep your workplace clean. No matter how much stuff seems to keep piling up on your desk, do your best to keep it organized. If someone’s workplace is messy and disorganized, why would they be any different?

11. Respond to emails after business hours. I am always impressed with people who check and respond to their business emails during non-business hours. It tells me they take their work seriously. Upper level management knows who’s contributing during non-business hours.

12. Stay collected when the pressure builds. How people handle themselves when their backs are against the wall reveals a lot about the person. Pressure reveals weaknesses and separates those who are ready for advancement from those who aren’t.

13. Take notes. Writing down what others say in meetings shows you are unwilling to run the risk of forgetting something. This works the same way when your waitperson writes down your order. Doesn’t it make you feel more assured when people write down their instructions?

14. Watch your social media brand. How your co-workers view your social media posts will have a huge impact on how they view you as a person. There is no distinction between your personal and professional life in the social media world. Don’t be fooled into thinking that because people aren’t connected with you, they won’t see your posts or photos.

15. Get involved. Show that you’re serious about your career by volunteering to lead department projects, or by getting involved with company fundraisers, or by offering to help with social activities.

There are many more “little things” you can do to stand out as someone worthy of respect and admiration if you will look for them. Pay close attention to the attributes of those senior to you in your organization. There’s a lot you can learn by observing successful people you respect.

What tips can you share? What are the things you respect about a co-worker? What are the things that cause you to lose respect for people you work with? Please share your experiences in the comment section below this post.

You may want to read the related posts below to enhance how you are viewed at work and to increase the value you bring to the market.

If you want to elevate your influence and credibility within your workplace, then build a brand for yourself that makes you stand out from your peers.

Click here to visit the site and/or comment on this post.

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Take Control of Your Life by Setting Boundaries

Todd Smith — Thu, 03 Mar 2011 08:45:49 +0000

Do you keep agreeing to do tasks you don’t have time to do? Do you allow people to interrupt you at their whim? Do you allow your children to ignore your requests? Do you allow people to treat you with disrespect?

If you want to experience less stress, enhanced relationships, improved health, and better time management, then you must learn to set boundaries. Learn to take control of your life.

When you don’t stand up for yourself and set boundaries, negative things happen: people take advantage of you; life becomes chaotic; you feel abused; your strong self-esteem fades away; and you struggle to find joy and fulfillment in your life.

Here Are 12 Responses You Can Use to Set Boundaries With . . .

1. An angry person. You could say, “You are a valued customer, but I will not tolerate this type of verbal abuse. If this is how you are going to treat me, I need to hang up the phone.”

2. Callers phoning you at home during your family time. “From 6:00 until 8:00 is the time I have allocated to be with my family. If you call during that window, I will return your call after 8:00.”

3. Family or friends who often interrupt you at work. “I want to honor my employer during the hours I am being paid to do my work. Unless something is an emergency, please text me and I will call you during lunch or after I leave the office.”

4. Your children texting their friends during family time. “Our family time is sacred. When we are spending time together, please leave your phones in your bedrooms.”

5. People who ask you to accept additional tasks. You could say, “While this organization and the people in it are very important to me, I can’t make any new commitments until I fulfill my current list of responsibilities.”

6. Someone who is being disrespectful. “I value you as a friend, but I cannot continue in this relationship if this is how you are going to treat me.”

7. Your parents who keep prying into your personal affairs. “Mom and Dad, I love you, but I respectfully ask that you not continue to probe into my personal life.”

8. An adult child who is always asking to borrow money. You might say, “I love you and want the best for you, but I will not be loaning you any more money. It’s important that you take responsibility for your own finances and learn to live within your means.”

9. Someone who keeps commenting on your weight. “I appreciate your concern for my weight and health; however, I ask that you please stop making critical comments about my weight.”

10. A person who makes sarcastic and cutting comments. You could say, “I don’t know if you realize it, but your sarcastic comments are not kind, considerate or respectful. If you value our relationship, I ask that you stop making those unnecessary jabs at me.

11. Your co-workers or colleagues who are constantly interrupting you while you’re working. “When there is something you would like to discuss with me (unless it’s an emergency) let’s schedule an appointment to talk via _____(email). This will allow me to focus on my work and to give you my full attention during our scheduled appointments.”

12. Your spouse or business partner who is making decisions without you. You could say, “I admire your ability to quickly make decisions; however, when those decisions impact me, I would appreciate being included in the decision-making process. Is that fair enough?”

Other boundaries could include such things as refusing to accept calls while you are with other people, taking time to exercise regardless of how busy you may be, putting a limit on the time you will spend watching TV, and refusing to engage in certain types of conversations.

Learning How to Set Boundaries

The first step in learning to set boundaries is self-awareness. For example, pay close attention to the situations when you lose energy, feel stress or guilt, get upset, or want to cry. Begin by identifying the things that bother you.

As you set boundaries with people, always be respectful, control your emotions, and use a respectful tone. You may feel uncomfortable at first, but as you begin to see the power of setting boundaries and the freedom it gives you, setting them will get easier.

When you do set boundaries, don’t feel like you need to defend, debate, or detail your feelings. Instead, clearly explain your position; be firm, gracious and direct.

If someone apologizes when you set a boundary, simple say, “Thank you, I knew you’d understand and I appreciate you honoring my request.”

Caution: Make sure the boundaries you set are highly important to you. If you are constantly setting boundaries, people may get tired of living by your rules.

When you have set a boundary, you need to stand firmly behind it. Stay strong. When faced with resistances or repeat occurrences restate your position. If you give in, people won’t respect your boundaries and you will open the door for future abuse.

If abusive behavior continues, consider severing the relationship. No one has the right to take advantage of you or intrude upon your lifestyle. Sometimes you need to take a step back to go forward.

Setting boundaries enhances your personal power, frees you from abuse, and gives you greater control your life.

Click here to visit the site and/or comment on this post.

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The Ultimate Rapport Accelerator

Todd Smith — Tue, 01 Mar 2011 08:45:05 +0000

Rapport is the process of building an amicable relationship—an emotional bond—between people based on trust, understanding, and a sharing of each other’s interests and concerns. It’s an attraction built on mutual liking, empathy, and camaraderie.

Early in my career, I recognized that rapport is one of the most important characteristics of human interaction. I realized that if I were going to be a successful Realtor, I would need to learn how to quickly build rapport with people. I studied; I researched; and I finally compiled a list of “little things” that would help me to quickly build rapport. (See The 12 Fastest Ways to Build Rapport.)

Being able to build instant rapport with people offers numerous benefits. If we know how to quickly connect with people, we can use this knowledge in job interviews, business meetings, networking events, attracting a partner, and many other situations where the speed in which we build rapport matters.

What Is the Connecting Element?

Since starting this blog more than a year ago, I have been monitoring how I feel about new people I meet. My goal has been to identify the little things that quickly attract me to people as opposed to those little things that repel me from people.

When I felt an immediate connected with someone, I analyzed our interactions. I asked myself several questions: “Why does my gut tell me this is a quality person?” “Why did my sub-conscious draw me to this person?” “Why do I like this person?”

The one common thread—among those with whom I felt an immediate connection—was that I believed they truly cared about me. Wow! So simple? The people I was most attracted to were those whom I instinctively felt really cared about me as a person.

Next I wanted to identify the distinguishing characteristics of those people to figure out why I felt they cared about me. In evaluating all the factors there was one thing that stood out to me that I had never consciously thought about before. It was the look on their faces.

The “I Care About You” Look

The I-care-about-you look communicates that you genuinely, deep down inside, care about someone. It’s the look that instantly builds trust, makes you likable, and makes people feel a special connection with you.

What would someone’s face look like who has an authentic interest in you as a person? Would these words come to your mind?

Unhurried—Nothing is more important than you right now.
Attentive—I would really enjoy learning more about you and your interests.
Eye contact—I like you.
Comfortable—I feel relaxed in your presence.
Warm Smile—I am really enjoying our time together.

The I-care-about-you look is the look your best friend gives you. It’s the look your spouse or significant other gives you. It’s the look that the people who really do care about you have on their face when they see you. It’s the look that results from a cluster of facial expressions that says, “I care about you.”

How to Implement the “I Care About You” Look

The most difficult challenge in implementing this “I care about you” look is that it has to be genuine. I can quickly pick up on the things people do when they are trying to build an in-authentic relationship with me.

Are you the same way? Can you tell the difference between the people who really care about you from the people who acting as though they interested in you?

There is only one effective way to show people they are important to you and that is to truly care about them as people—not because of what they can offer to you. Reframe how you look at people and instead of looking at them as objects, look at them as people worthy of your love, respect and attention.

For the next 24 hours focus on looking at each person you meet as someone you really care about. Put yourself in a state of mind where you care deeply for the other person. Make sure the words you speak, the questions you ask, and your body language all align to say, “I care about you!”

Whether it’s the store clerk, the bank teller, your co-worker, client, spouse, child, or parent, slow down and be intentional about making them feel like the most important person on earth.

If you really want to challenge yourself, change the way you look at those people where there’s tension or hurt feelings in your relationship. It takes a BIG person to look past the faults in others and find what’s special about them.

Your success in life and in business will greatly depend upon building friendly relationships. Create a bond of trust and get “in sync” quickly with people you meet by wearing that I-Care-About-You Look.

About the Author: Todd Smith is a successful entrepreneur of 30 years and founder of Little Things Matter. To receive Todd’s lessons, subscribe here. All Todd’s lessons are also available on iTunes as downloadable podcasts. (Todd’s podcasts are ranked #20 in America’s top 100 podcasts and #1 in the personal and development field.)

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The Power of Non-Verbal Communication

Todd Smith — Thu, 24 Feb 2011 08:45:39 +0000

You have no doubt heard the proverb—Actions speak louder than words.

It’s true. Your body is a crucial part of communicating your inner feelings. Of course, we can’t communicate ideas, thoughts, and plans without words. However, the way people interpret those words is tremendously influenced by our non-verbal communication.

In her research, Dr. Isa Engleberg (Professor of Speech at Prince George College) has suggested that between 60 and 70 percent of all meaning—understanding—is derived from our body language.

What is body language? It’s a form of non-verbal communication consisting of facial expressions, eye movements, gestures, and posture. Here are a few examples:

Face: smiling shows happiness; frowning shows disapproval.
Eyes: attentive gaze shows interest; rolling the eyes shows disgust.
Gestures: nodding the head shows agreement; tapping fingers on table shows boredom or impatience.
Posture: leaning forward shows eagerness, acceptance, or interest; slumped over shows discouragement.

The messages we send through these expressions and gestures play a key role in people’s interpretation of the words we speak, strongly influencing how we are viewed. John Locke, a British philosopher of the 1600s, said, “I have always thought the actions of men are the best interpreters of their thoughts.”

In today’s lesson I want to focus on the destructive consequences of unattractive body language and the negative messages we send based on our uncontrolled feelings and emotions. If you wish to communicate well, then it makes sense to understand how you can (and cannot) use your body to say what you mean.

What we see consciously

To quickly grasp the importance of this subject, consider these comments that co-workers have said. What body language signaled this response? What inner emotion was each person experiencing?

1. “He certainly got up on the wrong side of the bed this morning.”

2. “I guess she didn’t get the sale yesterday.”

3. “He must have stayed out partying last night.”

4. “What’s she in such a huff about?”

5. “Wow! He looks like he’s just been run over by a truck.”

All of these attention grabbers had a negative impact on how co-workers viewed them.

What we register sub-consciously

The intriguing side of body language is that what we see affects us at the subconscious level as well—meaning that we notice things intuitively without stopping to consciously think about them. What makes this disturbing is the fact that the signal we give off through our body language creates lasting images of who we are and it influences people’s opinions of us without a conscious thought.

If you harbor hard feelings or have a bad attitude, you don’t need to wonder if people know. They do and it never reflects well on you. If you are pouting because your idea wasn’t accepted, you can be assured that everyone in the office knows and it’s impacting their judgment of you.

The messages you allow your body to give off not only influence how you are viewed at that very moment but, when repeated over time, play a significant role in the way your brand is etched in their minds.

As an example, if something doesn’t go your way and your body language tells everyone you’re upset, people quickly detect that you’re displeased. If you appear this way every time something doesn’t go your way, then you will likely be viewed as a “big baby,” “a spoiled person,” or “Mama’s boy.”

On a positive side, if you handle a challenging disagreement without appearing rattled, then people will think, “I’m impressed by the way she handled that situation.” If you continue to control your emotions and body language, then you will become known as someone who’s in control of your actions and behavior.

Recognizing destructive body signals

It’s important to recognize destructive body language so that you can become aware of the messages you are broadcasting. Remember that your posture, gestures, and mannerisms can overpower the words you speak and influence people’s assessment of you.

What body signals would convey a message for the following negative feelings?
Aggravation, frustration, disgust, depression, distraction, annoyance, skepticism.

Controlling your body language

If you want to be held in high regard, then it’s critical that you learn how to control the signals you give through your body language, especially the negative ones.

1. The first step in controlling your body language is awareness. Start paying attention to the non-verbal signals you are sending. This is not about trying to control one element of your body language, such as a specific facial expression. It’s the big picture message you are sending that results from a cluster of indicators.

2. The second step is to control your emotions and feelings, especially your negative ones. Some of the most undesirable non-verbal messages we send stem from what Zig Ziglar called, “Stinking thinking.” What we choose to think about when faced with a challenging situation is a choice. The choice we make is often communicated before one word comes out of our mouths.

I want to challenge you to start being aware of the messages you are sending though your body language. Take control of your emotions and feelings and don’t allow yourself to display non-verbal language that could have a negative impact on how you are viewed.

Body language plays a significant role in all aspects of work and business as well as in relationships at home and in the community. Control your emotions and avoid those signals that can destroy the image of the person you want to become.

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15 Ways to Increase Your Influence in Meetings

Todd Smith — Tue, 22 Feb 2011 08:45:39 +0000

Meeting with groups of people is something we all experience. Whether it’s board meetings, business meetings, office meetings, church meetings, or small group meetings, you can do some simple things to build your personal brand and have your words carry more weight.

1. Learn about the participants. If you are attending an important meeting where people will be present whom you have not yet met, learn about them in advance. Google their names, read their websites, review their LinkedIn profiles, or whatever options are available to you. How would you view someone who took the time to learn about you in advance?

2. Dress appropriately. The way you appear in meetings will impact how you are viewed—both at the subconscious and conscious level. When you take pride in your appearance, people will regard you more seriously and will place more value in what you say.

3. Come prepared. Before attending a meeting, review the agenda and come prepared for the discussion. Very few things reflect as negatively on meeting participants as when they are unprepared. If you are part of the presentation, come organized and ready to deliver your message with excellence.

4. Arrive early. When you show up to meetings early, you will likely feel relaxed, comfortable, and in control. Rushing into a meeting at the last minute never feels good. Being there as people arrive allows you to greet and connect with each person individually. Showing an interest in people before the meeting makes them more receptive to what you share during the meeting.

5. Pick a good seat. If appropriate, ask the meeting’s organizer where he or she would prefer you to sit. If the seating is open, put some thought into where you would want to sit. As an example, if you will be sitting at a rectangular table, sit at the end of the table. Not only will this allow you to easily see each person at the table, but the end seat is often associated with authority.

6. Conceal your phone. Put your phone on the silent mode when entering any meeting and put it out of sight. Looking at your phone during a meeting is not only disrespectful, but it is also an indication that the meeting is not your priority.

7. Listen with your whole body. One of the most effective ways to demonstrate your respect for others is to listen with interest. Give your full attention to the person speaking. Make 100 percent eye contact with each person as they speak, lean forward, and listen carefully to what they say.

8. Never interrupt. When people are talking, give them the courtesy of finishing before sharing your thoughts. As you listen, don’t give any indication that you have something to say. If you do want to contribute something, wait for the speaker to finish. If everyone is jumping into the conversation, just signal to the person in charge that you have something to share, and then wait until you are called upon.

9. Think before you speak. One of the fastest ways to lose people’s respect in meetings is to waste their time with rambling thoughts. Ask yourself, “What is the best way for my point to be easily understood using the fewest number of words possible?” People who aren’t constantly running their mouths and who are thoughtful in what they say are those who earn people’s respect.

10. Participate. If you are part of a meeting, it’s important to be an active participant. You can’t gain influence if you aren’t contributing value. It could be asking a question, volunteering to take the lead on one of the points discussed, clarifying a point, or simply supporting an idea.

11. Take notes. If a topic is being discussed that falls under your area of responsibility, make notes. Don’t rely on your memory. Taking notes also indicates that you understand what’s being said and are taking your responsibility seriously.

12. Don’t be a distraction. Whispering to the person next to you, sending notes around the table, or leaving the room to use the restroom can cause a disruption of concentration for the speaker as well as the audience. It indicates to everyone that the subject being discussed is not important to you.

13. Include everyone when talking. When you speak, make it a point to share eye contact with each member of the group. This does not mean scanning the group. It means being intentional to make sure each person feels included.

14. Disagree respectfully. If you have a concern about something being discussed, start by asking questions to better understand the opposing point of view. If you are still concerned, share your position in a humble and respectful manner. If things don’t go your way, control your emotions and body language.

15. Don’t check out. If you are part of a meeting and a specific agenda item doesn’t impact you, stay attentive and involved. I can scan a room and tell who’s interested in the discussion and who’s not and so can every other intelligent person in the room.

If you will follow these 15 tips at your next meeting, people’s respect and admiration for you will grow, your influence among the participants will be felt, your self-confidence will grow, and your value to the market will increase.

What tips can you share on this subject? What are the things people do that bug you at meetings? What are the characteristics of the people you respect at meetings? Please share your thoughts in the comment section below this post.

How you conduct yourself in meetings plays an important role in the influence you build within an organization.

Click here to visit the site and/or comment on this post.

About the Author: Todd Smith is a successful entrepreneur of 30 years and founder of Little Things Matter. To receive Todd’s lessons, subscribe here. All Todd’s lessons are also available on iTunes as downloadable podcasts. (Todd’s podcasts are ranked #20 in America’s top 100 podcasts and #1 in the personal and development field.)

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Don’t Worry About What You Can’t Control

Todd Smith — Thu, 17 Feb 2011 08:45:08 +0000

This is lesson #48 from my book Little Things Matter, 100 Ways to Improve Your Life Today.

If you are like most people you probably spend more time worrying than you should. Worrying about job security, project deadlines, health, shrinking budgets, rising taxes, the housing market, world poverty, our children’s safety, even the weather. Some things we can control, others we clearly cannot. The key to maintaining a positive attitude in life is to know the difference.

I heard years ago that 92 percent of the things people worry about are beyond their control.

If you are troubled about something you can control, like whether you are going to lose your job, then step up your game. Come in early, stay late, offer to work on a weekend, or volunteer to take on additional responsibilities; do anything you can think of to increase your value. If you end up losing your job, you can bet you’ll get a better reference.

If you are concerned about your health, exercise regularly, eat a well-balanced diet, and refrain from smoking.

On the other hand, if you find yourself worrying about something like the safety of your son or daughter serving in the military, whether the government is going to raise taxes, or whether the coming storm will deluge you with rain, understand that there’s no action you can take to make any impact on these events or circumstances.

You cannot control these things; worrying about them will just cause stress and affect your overall attitude. In the long term, worrying about what you can’t control puts your health, happiness, and longevity at risk.

LTM Challenge

Make a list of the things you worry about. Divide that list into two categories:

1. Concerns you can do something about

2. Concerns beyond your control

Beside each of the items you can control, include an action item. For instance, if you worry about the ten pounds you’ve recently gained, put together a plan to do something about it. If you’re concerned about an impending deadline, make a list of all the things required to get the project completed.

Make a commitment to attack everything within your control and be intentional about not worrying about the things you can’t. At first, you’ll find it hard not to worry about the things you can’t control, but if you use self-discipline and refuse to worry about them, it will become easier.

One of the traits of positive people is that they don’t worry about things they can’t control.

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10 Key Elements of a Persuasive Presentation

Todd Smith — Tue, 15 Feb 2011 08:45:35 +0000

If you are growing and advancing your life, there will be times when you need to give a presentation. A presentation is not limited to the times you stand in front of a group of people. It also includes conference call presentations, conference room presentations, one-on-one presentations, and even written presentations.

One of the ways to stand out among your peers and competitors and increase your value to the market is to learn how to prepare and deliver effective presentations.

Years ago I took a class on public speaking by Bert Decker Communication. It was an exceptional experience that is still vivid in my mind today. During this training, the key elements of effective presentations were discussed.

Since then I have added a few more points to my checklist that I review before EVERY blog post I write and every presentation I give. I open this document and answer these 10 questions. Once these questions are answered, I piece together my presentation.

Ten questions to answer as you prepare each presentation

1. Who’s my audience? When communicating with a new audience, identify them. Who are they? What’s their profile? Why should they care about what you have to say? The more you learn about your audience, the more you can connect with them.

2. What’s my goal? Write ONE sentence describing the goal of your presentation. Make sure you are crystal clear on what you want the audience to take-a-way from your comments.

3. What’s my Point of View (POV) on the subject? Write ONE sentence clearly describing your point of view on the subject. This is your position on the topic.

4. What are the benefits to my audience? Make a list of all the benefits your audience will enjoy if they act upon your message. People need to understand the positive results they will experience if they do what you propose.

5. What’s the downside if people don’t act? Some points can be made more effectively if you point out the downside risks of not heeding your advice. As an example, people know the benefits of being on time, but pointing out that being late is considered as being rude, irresponsible and disrespectful, may be more effective.

6. What are my main body points? Prepare an outline of the major points of your speech or document. Drain your brain and list everything that comes to your mind. After you have everything listed, organize it.

7. Can I find appropriate quotes and supportive information? If there are sources that can be used to add credibility to your presentation, include or list them.

8. Is there a story that I can use to communicate my point(s)? If there is a relevant illustration or anecdote that can be told to make your point memorable, include it.

9. What’s my call to action? What action do you want your audience to take? Have you noticed my call to action at the end of all my lessons, both on my blog and in my book?

10. What would be an encouraging statement? Is there a positive and encouraging statement that would be appropriate to use in the conclusion of your presentation? I always like to end on a high point.

If your presentation is in a written format, have it edited. No matter how good of a writer you are, having someone you respect edit your work will likely improve it.

When you are invited to make a presentation, accept the challenge. The times in your life when you grow the most are when you push yourself outside your comfort zone to do what you’ve never done before.

I can still recall my first group presentation 21 years ago. I scripted out what I wanted to share word for word and practiced it in front of a video camera. Even though I was so nervous my underwear stuck to my butt, my preparation and practice allowed me to give the best presentation I was capable of giving at that time.

While there are other factors that contribute to giving great presentations—such as the use of visual aids, making eye contact with your audience, a neat appearance, and speaking with confidence—these 10 points will help you structure your presentation.

Dale Carnegie once said, “There are always three speeches, for every one you actually gave. The one you practiced, the one you gave, and the one you wish you gave.”

So that you will be able to deliver the speech you wish you had given, let me encourage you to print out this post. Use it as your check list as you prepare your next presentation. As you follow these tips, your confidence will grow and your level of nervousness and fear will be greatly reduced.

The secret to a successful presentation is found in your preparation.

About the Author: Todd Smith is a successful entrepreneur of 30 years and founder of Little Things Matter. To receive Todd’s lessons, subscribe here. All Todd’s lessons are also available on iTunes as downloadable podcasts. (Todd’s podcasts are ranked #20 in America’s top 100 podcasts and #1 in the personal and development field.)

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Improving Your Written Communication Skills

Todd Smith — Thu, 10 Feb 2011 08:45:40 +0000

Do you form opinions about people based upon their written communications with you? Can you distinguish between the people who take pride in their communications and those who don’t?

In today’s electronic age, one of the primary ways we are branding ourselves is through our typed words. Our emails, text messages, and posts on social media sites reveal much about who we are.

How you are viewed impacts the respect people have for you, the influence you have with others, and the people you attract into your life. These things play an important role in your personal and professional relationships, in the value you bring to the market, and how you feel about yourself.

It really boils down to this: do you care about how you are viewed? Do you want to create a positive brand for yourself? If you do, it’s important that you start taking pride in everything you type and write. Begin today to put an emphasis on developing your written communication skills.

Of all the written communication skills on my list, here are my top 14 tips to consider with every message you type.

1. Write short sentences. Short sentences are easier to read than long sentences. If a sentence feels like it’s getting long, break it into two.

2. Write short paragraphs. Limit your paragraphs to three sentences. This allows for white space and improves readability. If a paragraph looks like a big block of text, consider how you can divide it into two or three smaller paragraphs.

3. Capitalize the first letter of each sentence. Not hitting the shift key is a surefire way to tell people you don’t care about how you are viewed.

4. Use people’s names. Just as people notice when you speak their names, they are also aware when they read their names. Writing “Hi Joe,” or “Hey Sue,” lets them know the message is for them and makes the person feel valued.

5. Be clear. With every message you type, ask yourself, “Is this message clear and to the point?” No one likes having to read a message more than once to figure out what the other person is trying to say.

6. Be concise. Learn to communicate your messages in the fewest number of words possible. This is my goal with every sentence I write.

7. Look for potential misunderstandings. As you proof your messages ask, “How could this be misunderstood?” Go the extra mile to avoid potential misunderstandings.

8. Provide a complete response. When you receive a message that asks multiple questions, be sure to address each subject or question asked. Don’t make people send another message repeating the overlooked question because you didn’t take the time to provide a complete response.

9. Number multiple topics. If you are covering more than one point, break out each point using numbers. I have yet to see a better way to communicate multiple topics than by numbering them.

10. Use a friendly tone. Do you notice the tone people convey in their written communications? Can you tell when they are aggravated, overly firm, curt, or offended? Communicating with a friendly tone will make you more attractive and your recipient more receptive.

11. Know when to pick up the phone. If there is something upsetting to you, pick up the phone and call the other person. Don’t allow yourself to send emotional messages that have the potential to scar a relationship and cause you regret.

12. Proof everything. Don’t ever hit the send, submit, or comment button on anything you have not proofed. Your time management is never more important than your personal brand.

13. Have it edited. If your document is important, go one step beyond your own proofing. Consider having someone edit it. I have every important document I create edited.

14. Take pride. Be proud of every message you send, including those going to your friends and family.

Remember the wise words of Napoleon Hill, author of Think and Grow Rich who said, “A big success is made up from a great number of little circumstances each of which may seem so small and insignificant most people pass them by as not being worthy of notice.”

Bonus Tip!

Be intentional and try to improve with every sentence you write or type. As you proof your written text, consider how it could be enhanced. Would a more descriptive word communicate your point? Can you find a synonym for that over-worked word?

This extra effort will take a little more time, but this is how you are going to get better. Focus on developing your written communications skills with every word you write or type, whether it’s an email or an important document.

If you are a new reader to this site, you may want to read my report, 49 Ways to Improve Your Email Brand, to find more tips to help improve your writing.

How do you think people could improve their written communications skills? What written communication skills have you struggled with? Please share your thoughts in the comment section below this post.

“You have to put in many, many, many tiny efforts that nobody sees or appreciates before you achieve anything worthwhile.” Brian Tracy

About the Author: Todd Smith is a successful entrepreneur of 30 years and founder of Little Things Matter. To receive Todd’s lessons, subscribe here. All Todd’s lessons are also available on iTunes as downloadable podcasts. (Todd’s podcasts are ranked #25 in America’s top 100 podcasts and #1 in the personal and development field.)

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