From the Desk of Janet Barclay

I for one am very glad to see that March is over! Now spring is just a wee bit closer (the calendar says it’s here, but we know better!) and as I get ready for my upcoming series of teleseminars, I’m looking forward to opening my office window and letting in some fresh air.

Speaking of those teleseminars, the president of AORCP (the host organization) said it was OK to offer free registration to non-members to this Thursday’s session on Organizing Your Home Office, so if you’re interested in taking part, just let me know, and I’ll send you the information you’ll need to access the call.

Here’s what I’ve been blogging about elsewhere:

OnlineOrganizing.com - Technology as an Organizing Tool:

• For Girls who Love to Make Lists
• My Love-Hate Relationship with my Pocket PC
• Organize Your Email - Part 1
• Organize Your Email - Part 2

Introvert Retreat:

• Power Networking for Introverts
• Speed Networking for Introverts

I’ve also posted a new article to OrganizedArticles.com on A Website for Your Small Business.

Enjoy!

Email has really taken over as the #1 form of communication, to the point where it’s rare to receive anything significant by mail. As a result, when you do, it really stands out. That’s the principle behind companies like SendOutCards and Client Connections. And I have to admit that I love it when something unexpected shows up in my mailbox. Like a couple of weeks ago, I was puzzled to receive a large envelope from EzineArticles.com, but my confusion turned to delight when I opened it to find a mousepad with "Ezine Articles Expert Author" on it. That made me feel really good! (Now I just need a mouse to go with it.)

On the other hand, email is so easy and so affordable, that some people really abuse it. I recently heard through one of my online groups that a certain marketing expert was going to be offering her very last free teleclasses this week. I had heard of this person many times so I thought I should take advantage of this opportunity, and signed up for the teleclass. As expected, I received an email confirming my registration. That was fine. I also received a newsletter and a "special announcement", which was not fine, but I thought I’d better wait until after the teleclasses to remove myself from her mailing list to make sure I received the link to the recordings. Over the past week I have received at least 8 emails from her, including three "courtesy" messages reminding me about the call being "tomorrow," "today," and "in a few hours" PLUS a voicemail reminder. I haven’t looked up "courtesy" in the dictionary lately, but I’m pretty sure it doesn’t mean the same as "harassment." This experience has made me question the value of the information being offered – is this the way she recommends people market their services? No thank you! And I will definitely not be purchasing or recommending any of her products or services either.

One last comment, before I get off my soapbox – back on the topic of paper mail. I received something in the mail from a supplier, who spelled both my business name and my last name wrong. That doesn’t endear me either.

What do these stories have in common?  They show the ways that your communications can influence your clients. So, remember these three things:

1. Show your clients you appreciate them by occasionally sending a card or small gift instead of an email.
2. Do NOT assume that potential clients have nothing more important to do with their time than read multiple messages from you containing the same information.
3. Make sure you spell their names correctly!

A couple of years ago, I was asked by a local organization to come in and teach their staff how to effectively use Microsoft Outlook. Like many people, they were given the program to use with no instruction, and as a result were only using it to send and receive email, and not making full use of the program’s many powerful features.

I devoted many hours developing a booklet to accompany the classroom training, and when my husband Scott, a certified Microsoft Office Specialist in Outlook 2003, recently joined me at Organized Assistant, one of the first tasks I assigned to him was to fine tune the material and further develop it for users wishing to learn independently.

 I’m very excited to announce that Maximizing Your Time with Microsoft Outlook 2003 is now available as an e-book! It’s full of step-by-step instructions to help you organize your messages, contacts, schedule, and activities, and to reduce the time you spend processing email. For a limited time, you can order it at a special introductory price of $5.99! For more information or to order a copy, please click on the cover image on the left.

Last summer, Mitch Wagner wrote an interesting blog entry called What Does Your E-Mail Signature Say About You? which raises some really interesting questions. Just how much information should be in your email signature?

One of my colleagues asked me to add my telephone number to my email signature, as she didn’t want to have to look it up each time she wanted to call me. I think that’s why they invented speed dial, but I’m pretty accommodating, so I added it. I suppose it’s only common courtesy, and after all, I do want potential clients to be able to reach me, so if I can make it easier for them, I don’t have a problem with that. In most cases, your email signature should probably include your name, business name, and phone number, and your website address if you have one. But what else?

Many people say that your email signature is part of your marketing strategy and that you need to make sure it represents your business effectively. But what exactly does that mean? Should it include your logo? Your tagline? Announce recent achievements and/or current promotions? And how about a cute or clever quote that relates to what you do? Personally I think these are all acceptable, but they can certainly be overdone. I think when your email signature is longer than your message, it’s time to take something out.

Maybe the best solution is to have several different email signatures, perhaps one with simply basic contact information, some with various promotional messages, and some with various quotes, and rotate them regularly. If you email certain people on a regular basis, they don’t need or want to read that stuff over and over and over, and if it’s not always the same, they’re more likely to pay attention to it.

My current email signature reads simply:

Janet Barclay, MVA
Organized Assistant
Maximizing Your Time and Space
http://www.organizedassistant.com
Phone/Fax: (905) 538-1044

What do you think - not enough? Too much?

What’s included in YOUR email signature?

Many small businesses rely on email as a cost-effective means of marketing their products or services. This time of year, even those who don’t have a regular electronic newsletter often send out marketing emails to their contact list to let them know about their special holiday promotions. However, if it’s not done properly, your carefully crafted message may get caught in your recipient’s spam filter.

To make sure this doesn’t happen to you, take the time to download and read The Ultimate HTML Guide. For only $7.00, you can learn valuable strategies for making sure your emails are delivered, personalizing your messages, and maximizing your response rates.