Email etiquette tips

As a child, and even still as an adult my mother taught me the mind your manners. It’s a simple concept that I try to follow in every aspect of life. So in my daily communication with clients, friends and family I am often rushed, distracted or concentrating on something else, but I always make an effort to practice proper etiquette no matter what chaos is swirling around in my head. Here’s a list of tips to help with your proper email etiquette:

1. Subject: Always enter a subject to your emails. It doesn’t have to be long, it doesn’t have to be complicated. Just whatever pops into your head when you need to send the email is enough. For example a simple ‘Just saying hello’ or ‘Funny thought’ is simple enough, and for your clients or your request for a document, then say just that. The problem with NOT having a subject leaves it to where the receiver cannot go back and search for that email easily if needed, and if the subject is a forward from another conversation, change it to pertain to what you are trying to point out. The email subject should accurately pertain to the email content.

2. Greeting: Dear John, Simply address the person in a simple way. If it’s a reply you can just put their name — “Adam –” and move on to the point from there. Instead of just spilling into whatever the message might be.

3. Body/Content: Make sure you are using proper sentence structure. Try your best to complete the sentence so that the reader clearly understands the message. Even consider numbering your comments so it’s easily to track the response. Keeping your content organized can save you valuable time in the long run.

4. Spell check: For the love of Pete! I know I am a horrible speller, but most people don’t know this because I have that handy tool! So use it! Some email programs even have a setting where it will not send out the email without spell checking. So don’t be lazy.

5. Attachments: Don’t forget them! Also, don’t make them too huge! There are also handy tools you can add to your email program so that when you mention the word “attachment” a warning message pops up if you forget to add one. And, if that file is massive, then throw it up on Dropbox and send that client a link to download the file. This is the most considerate step you can take, so not to cause a traffic jam in their inbox. I love me some – learn more about here, and it’s FREE Dropbox!

6. Formatting: No textures, no borders, no notebook paper rings people! There is no need to clutter your email message with a fancy-smanshy background. This doesn’t help your email message, nor the reader. Just please, don’t do it folks.

7. Signature: Very important! This is the most valuable part of the email. It’s not where a quote goes, or a dancing emoticons – it’s where your full name, office number, cell number, fax number, email address & physical address ALL goes! There’s a million ways to contact people these days, so be helpful, be nice & give them all the possible ways to reach you. They may not need to call you today, but in a few weeks if they need to fax you, how productive can it be to just pull up that email!

8. CC:, BC: Keep me in the loop! As a boss, as a wife, as a sister this is so very helpful when making plans for babysitting, meetings & Tee ball games! Send one message with a common question out to 4 individuals, and if the response involves them in anyway, CC them, reply all to them. There’s reason not too! Yes, if you want to make a comment about someone behind their back then don’t do it via email anyway. It’s never good to put in email anything you wouldn’t want the world to know, because that baby is there forever.

Hope this helps you mind you manners better when sending emails. In the long run it will save you hours of time & help you be more productive.

It’s never too late to start getting organized

In running a small business you learn fast that there’s a lot to do on a daily bases. So my advice to you is to get a system, get organized, and stick to it! It will save you loads of time & headache in the long run. A few lessons I’ve learned along the way that might help you with your small business organization are listed below:

Have a good invoicing software. I’ve used Freshbooks for years and really enjoyed how easy it it to maintain. Just recently I’ve switched to Quickbooks so avoid the monthly fee’s and to make my accountants life easier so we are both on the same system.

Make a paper trail of everything. I make copies of deposits before I take them to the bank. I use carbon copy deposit slips as well, just to make sure I have a backup! Then add the deposit ticket to that copy, throw it in a folder. It’s super helpful when you go to enter your data into your accounting software.

Always backup! I have a nice program on my Mac called Time Machine that is constantly backing up files, every hour on the hour, but I don’t stop there! I also back-up hard files to DVD’s and place in a fire proof safe. There are also really cool online ways to backup your data, Carbonite is one some friends of mine use. You can never be too safe when it comes to your files, emails & contacts.

Have a routine. I think it’s best for one day a week that you declare a bookkeeping day! Be it Monday’s, Thursday’s or whatever day works best for you. Stay at your desk until everything is entered, saved, backed up & complete. Try your best not to schedule meetings that day. Turn off your iChat or instant messenger & your cell phone (gasp! I know!). Reserve that time to mentally prepare your workload & file the past week. This is the hardest of them all to do, but the most rewarding.

Carry a single notebook. I like to always have on hand the same Moleskin, along with my favorite ink pen. Then I don’t have to worry about scratch papers everywhere and if I deleted that voicemail with an important number, I have it written down. All in one place. Write down notes, thoughts, client comments, doodles and anything you need to remember! Make is a special notebook that you’ll cherish.

Project Manage. There are tons of apps, websites, programs that you can use to help stay on task & project manage. I like to use Microsoft Entourage for managing emails, Bascamp for project assets storage, & Harvest for time tracking. These tools can all sync together, along with your iPhone. Then you have a nice flow from each device to keep track of where things are & when they are due.

Email Management. I try to keep clients emails as professional as possible, with proper subject titles and clear agenda’s. When you are searching back through emails from clients you can’t find a specific document when the subject title of your email is “Re: Hey” – this is unproductive. So focus on keeping the key words to your project in the email title. Also, if something important is sent via email, post it to the project! Forward it to all parties involved. Keep everyone in the loop.

Speaking of getting organized, it’s time for me to go & work on my own list! So I hope some of these tips can help you & your small business be successful!

Why we really love our good clients

(And why our good clients really love us!)

In brainstorming for a blog post and going over all the topics inside my brain I remembered this funny post I came across years ago about “How to be a really good client.“  Believe it or not, the same points that we find to make good clients, are the same points that our clients love about us! So here goes our version of the list of why Thrive Creative Group really loves our good clients:

1. Good clients understand that nothing takes 5 minutes.
   Good designers understand that our clients are important and top priority and will work as quickly as possible.
2. Good clients understand that additional work means additional pay.
   Good designers understand to communicate well & scope everything possible up front so not to have additional fees.
3. Good clients take there time & make up there mind.
   Good designers listen & understand if we need you to make up your mind, you can change it, but refer back to #2
4. Good clients tell us what they’d like to convey, not how to convey it.
   Good designers can listen to what message the client wants to express, then create this in a professional design.
5. Good clients are never, ever rude to us.
   Good designers are never, ever rude to clients.
6. Good clients have respect for us as designers.
   Good designers have a great respect for their clients business, it is however how they are so successful & need our services.
7. Good clients give credit where credit is due.
   Good designers give thanks for clients who are well organized, give lots of feedback, & return emails promptly!
8. Good clients pay invoices on time. And if you can’t just let us know why & when to expect the payment.
   Good designers deliver work on time. And if we can’t we will let you know why & when to expect the completion.
9. Good clients know what they want.
   Good designers can better execute what our clients need if it’s clear.
10. Good clients want a contract & written agreement.
    Good designers are all business when it comes to what we do. We like to write down what we’re going to do & you agree, then sign it.