Acing Presentations: How to Answer Questions Like a Professional Speaker

Acing Presentations: How to Answer Questions Like a Professional Speaker

by | Communication, Communication Skills

Communicate Effectively while Presenting

If you have followed our blog, you know we have always stressed on how important excellent communication skills is for a successful career. It is one skill that needs to be part of everyone’s “lifelong learning” lists as one that needs continual investment of time and efforts. In this guest post by Belle Balace, a growth specialist from Visme, we tackle a very important topic relevant to effective communication- how do you answer tough questions during a presentation. Read on to know more!
 
Giving presentations can be nerve-wracking. Even more so if you have to answer unforeseeable questions on the spot. You could be very well prepared and still encounter questions from your audience that you may not be able to answer!
 
Nervous? Well don’t be, there is no cause to panic! Thankfully, there’s a cheat sheet for this. Visme has listed in this info-graphic everything you need to know on how to deal with a potentially stressful situation on answering questions during a presentation.
 
 

About the author:

Belle Balace is a growth specialist in Visme, a one-stop visual online tool where anyone can create engaging presentations, infographics, and other types of visual content in no time.

Personal Branding – Why it Matters and How you Can Get There

Personal Branding – Why it Matters and How you Can Get There

by | Communication, Communication Skills, Managing Yourself, Personal Branding, World of Work

Today, personal branding matters more than it ever did not only because of the significant market value it carries with it, but also because of the opportunities it offers. Personal branding done right can open more doors for you than you ever imagined.

The business dictionary defines branding as: “The process involved in creating a unique name and image for a product in the consumers’ mind, mainly through advertising campaigns with a consistent theme.”

And for a long time, that’s exactly what branding entailed. However, with the advent of social media, branding has become everybody’s business. Today, we’re all acting as our own ambassadors. Whether you are an entrepreneur, an artist, a social worker, a writer, or even a job seeker, paying attention to and working on your own personal brand can be rewarding in multiple ways.

In the age of social media, it matters to be visible. Whether it is you, or your homegrown business, without visibility it is impossible to gain traction. Personal branding is a method of making yourself visible. Of putting out there your unique, authentic self through the work you do. It is true that the stiff competition might act as a deterrent, but your mode of personal branding should be aligned with your personality and belief – and that is how competition will not really matter in the long run.

Personal branding is nothing but using the forms of social media (which you already use) with the specific purpose of promoting your interests and outlook. If you are doing it for your homegrown business/ initiative you would have a very clear purpose. Similarly, in case you are doing it only for yourself and not a specific initiative, it would be more of your views and ideologies about things you believe in. For example, if your personal branding is for a small organic pickle business, your marketing strategies and ‘posts’ would have to include how and why you believe that these small businesses are important. You could speak about how this generates employment for women from several villages who would otherwise be unemployed. Or how it brings back the focus to local, hand-made produce. It could even be simply about the difference in the taste of something packaged with love rather than in a factory.

How would your personal branding strategy differ if you were doing it just for yourself? And not for any entrepreneurial purposes? Not very different. Except in this case, your personal branding is for “you”. Which means, in this case things like your ideologies, your views, what you associate yourself with, who you associate yourself with – all of this becomes central to your personal branding. In which case, LinkedIn is a great platform for you.

How are we able to distinguish between most famous personalities we may be aware of, without ever having met them? Because of their personal branding. Because we are constantly reading about them. Today though, one doesn’t need a PR person to fix this for them. All you need is a platform, and a voice – both of which you have free access to. Like all opportunities, this is one that gives you a lot of power, and along with it a lot of responsibility. How you choose to use it is up to your discretion.

The 5 Golden Rules for Personal Branding

1. Remember it is not about the product, it is about you

Or rather, not just  about the product. Above, we gave examples of two kinds of personal branding – one for specific initiatives and the second for yourself. However, even if it is the first kind of personal branding you are aiming for, remember what you are marketing should be seen as an extension of you. And that itself becomes the unique selling point (USP) for the service or product you are putting out. Your branding strategy should have a voice, which should be no one else’s but yours. It should speak about what you believe in, and what you don’t believe in. And how these ideologies connect with whatever you are trying to sell. Sounds like a challenge? Well, nothing comes easy!

2. Be responsible

Your constitution entitles you to a number of rights which includes freedom to speech. Being able to use your own, authentic voice which promotes the ideas and ideologies you harbor is a benefit of that right. Being responsible about what you speak and choose to put out is a ground rule for not just personal branding, but any form of social media interaction (and otherwise!). Remember that when you put out or say certain things on interactive platforms, people listen to it and engage with it in a conscious as well as subconscious manner. That is the power of personal branding and social media. In the recent times however, we know of way too many examples where these liberties have been abused. With power comes responsibility – it serves well to always remember this!

3. Social media is everything for you

Personal branding demands a judicious use of any and all resources that are available for free or minimum cost. The most powerful resource at your disposal is social media. Teach yourself as much as you can about all forms of social media, and mark the differences between each. How would your interaction/ voice vary on Facebook from LinkedIn? Understand the kind of audience that uses specific platforms, and mould your strategies accordingly. You can’t ever learn enough about the ever evolving forms of social media. Being in ‘sync’ and ‘updated’ (pun intended!) about how each form of social media works is a huge advantage for personal branding. Find out how stories make a difference to your brand on Instagram, how you can use Facebook live, and what’s new on Twitter. Learning and evolving with the market is a strategy that will always come in handy.

4. Network

Always a big bonus. Reach out and network with others who are doing personal branding. Take note of what works and doesn’t work with these brands. Learn from their mistakes and their success stories. Even short collaborations where there is a match of sensibilities is a fantastic way to go about personal branding. Networking allows you to step beyond narrow frameworks and visions and brings you a far greater reach and exposure. Being active on platforms such as LinkedIn, and creating valuable content is a great way to go about networking. Organizing, or being a part of meetups which discuss the concept and forms of personal branding is also a dependable way for meeting like minded people and making connections.

5. Invest

Wherever there is a need for growth, there needs to be investment. In the case of personal branding, even though you may have a very limited budget, make space for investments. Take up courses on specific marketing strategies that might add to your knowledge pool. Maybe one on understanding the forms and functions of social media better? Here is a great course on Coursera to help you get started with – “Introduction to Personal Branding”. If you have a small team, consider investing in sessions for them on how they can adopt and adapt to the vision for your brand better. Most importantly, invest “time”, into understanding how you envision your brand to grow, and what you see it standing for. Focusing on change helps you keep away the fear of being stagnant. And being stagnant in any business or career – big, or small,  is toxic.

Creating and nurturing a personal brand for yourself can be truly empowering. Besides all the factors we have mentioned above, consistency is also a keyword for personal brand. Your efforts and your vision need to be consistent, which in turn reflects in your strategies. One way of making sure of this is always reminding yourself to keep in mind who your audience is.

All of us need to understand the importance of branding. We are CEOs of our own companies: Me Inc. To be in business today, our most important job is to be head marketer for the brand called You. 

Tom Peters, Fast Company

Have a personal brand and want to share the ups and downs of working on it? We are all ears!

The Glass Ceiling in India and What You Can Do to Shatter It

The Glass Ceiling in India and What You Can Do to Shatter It

by | Career, Communication Skills, Leadership, Management, Office Etiquette, World of Work

What is the Glass Ceiling?

In an age and time where we are looking at India as a potential superpower, with a tremendously fast growing economy, with the population of the fairer sex at 48.1% [Census 2012], can we afford to deliberately leave women out of this race to develop into a superpower?

The Federal Glass Ceiling Commission describes the term ‘glass ceiling’ as “the unseen, yet unbreakable barrier that keeps minorities and women from rising to the upper rungs of the corporate ladder, regardless of their qualifications or achievements.” The phenomenon is quite interesting to study the gender representation question in the professional arena in India. People dismiss the existence of a glass ceiling in India, or dissent it, but can one can really ignore it?

Sure, we have made progress since the first wave of feminism. Sure, some progress is better than no progress at all. However, the problem arises when we view this progress in a gendered perspective, which brings to the forefront the acute discrimination and disadvantages the female working population in India faces, in comparison to their male counterparts.

What is most disturbing is the fact that not even certain big organizations or companies, with a turnover of crores to boast of, are exempt from imposing a deliberate, yet intangible and unbreakable barrier on the progress of its female employees.

 “Women are excluded from informal organizational network and get no help from their colleagues in decision making process. Thus by restraining women from strategic decision making process male counterparts try to heckle intentionally and creates a barrier for promotion. So women are less popular in strategic decision maker role.” – Corporate Glass Ceiling: An Impact on Indian Women Employees, Sarmistha Nandy, et al.

Understanding the Glass Ceiling

The glass ceiling is most apparent when a female employee is one step below a managerial position, where female employees are deliberately left out of decision making processes.

According to the Federal Glass Ceiling Commission there are three classes of barriers for women in top level management. The foremost are the Societal Barriers, or the obstructions imposed on women by the norms of the society. The many ‘social conditions’ that make it difficult for a woman to progress in her career.

The next class of barriers is Internal Structural Barriers. These barriers include the corporate climates we are exposed to, today. Meaning, the many apparent, and disguised ways through which organisations restrict the growth of female employees.

The third class of barriers are the Government Barriers. These barriers would be the structural barriers imposed by the State itself, which hinder the progress of female employees. For example, lack of proper law enforcement on behalf of the government in case of discrimination against women at the workplace, ignorance and insufficient reporting on the existence of a glass ceiling.

How can You Help Shatter the Glass Ceiling in India?

The first shout out is to all the employers or prospective employers who are reading this post. Go out of your way to ensure you treat your employees equally, irrespective of their gender. Invest your trust in them, and reap a handsome Return On Investment. Recognize merit and celebrate it. Understand that basically, it all boils down to you, to a great extent. However, even if you are not an employer, your role as a female employee is no less significant. Here are five things you can do to help break the glass ceiling.

1.Plan Your Career Well

It is common knowledge and a widely used, (or hopefully misused) stereotype that in India, the priority for women is always marriage over a professional life. The social values only reinforce the stereotype. We know for a fact (all our employees at OBOlinx are women) that this is changing fast.

Understand that it is absolutely possible to balance both if you make the right choices (we will not get into any details about it, that in itself is a separate topic altogether). Employers usually entertain this bias because statistics is on their side as proof. They do have a mental block when it comes to hiring or promoting women who fall in the bracket of ‘marriageable’ category.

2. Work on your Skills

Groom yourself according to the profile you are looking to grow in. Acquire the required skill set, and keep working on yourself. Talent, grit and hard work are three things that have the potential to catapult you beyond that glass ceiling. Brush up your general knowledge and be aware about the affairs of the world, especially about the line you are working in. Without fail, read the newspaper every day.

We would also recommend spending some time in grooming yourself personally, and investing some time and resources for an appropriate wardrobe and a presentable appearance (don’t get us wrong, we do not mean ‘beauty’ in any way). The trick is to look the part you want to play, and it does work!

3. Manage your own finances

The glass ceiling was constructed not only by the professional realm, it was reinforced by the private social values which have long and strong roots embedded deeply in the Indian ‘culture’. Change happens a little bit at a time, and should always begin within you. Sarmistha Mazumder, in her article, Breaking the Glass Ceiling: The Indian Way, puts the importance of learning  how to manage your finances and budgeting, very succinctly.

She says,“Financial empowerment is an essential factor that contributes to women’s stand in family and society. This calls for a huge shift in social norms established over few centuries. Following the traditional norms, most women handover their salaries to their father or husbands to invest or spend. Often, it symbolizes the dependency in decision making. When you are trying to build an environment of equality, take equal responsibility to manage the financials for your family. Manage basics like tax calculation, tax exemptions, investments, loans or critical house hold expenses. It is not rocket science. There are several training programs available for the same. Also, in any leadership role, budget management is unavoidable.”

4. Network

Networking is a prerequisite to be able to go higher on the corporate ladder. Break into all the “old boys/girls clubs”  or make a few of your own. Involve yourself in as many events as possible, talk and socialize. Get to know other people and talk about what you do and what your plans for the future are. This is also a great way to help you come out of your comfort zone if you have never been much of an extrovert. All the ice breaking you do is good practice for breaking the glass ceiling, we say!

5. Prioritize

There are many things you are ‘supposed’ to do, and many things that are ‘expected’ you will do, by dint of being a woman. However, understand that you can empower yourself to make choices and prioritize. Don’t let unreal or unimportant expectations be the death of your career ambitions. Ask for help from your family and friends if you think there is a personal task they can help you with. Do not hesitate to delegate. These changes may seem drastic if you haven’t ever been on this page, but believe us, you would be surprised to see all the help you receive – you just need to reach out!

Apart from these five tenets (if we may call them so!), another very important thing is to never shy away from speaking up if you feel you are being discriminated against, on the basis of your gender. If a colleague goes through it, motivate her to speak up and stand by her side. Remember this – glass can be shattered if one strikes at it hard enough and long enough!

Making the Glass Ceiling a Thing of the Past

The glass ceiling in India is a reality today, because of a culmination of factors – socio-cultural, legal, personal, and organizational, and cannot be attributed to any single factor. Hema Krishnan, in her interview at IIM – Bangalore on “Glass Ceiling in India : A Reality for Women?” speaks about how every woman is capable of accessing the top most rungs:

“Theoretically, every woman is capable of reaching the top of her organization. What sets women such as Indra Nooyi and Chanda Kochhar apart from the rest of the similarly talented women are: a high level of sustained self-confidence and emotional quotient, persistence and patience, the right mentors at various stages of their career, an extremely supportive family and a little bit of luck or opportunity.”

It is due to centuries of subjugation, discrimination and domination that the struggle to make one’s talent known and respected in the professional realm, is a big deal for women in India. It wouldn’t be untrue, neither would it be a fleeting statement if we said that it is not half as difficult for the men.
The carefully constructed social systems, which intended to keep women out of the public sphere and relegate them only to the private sphere, are dismantling – slowly, yet steadily. It is a process that cannot take place overnight. With persistence, the glass ceiling in India will disintegrate faster than we thought it would! There is hope.

The 7 Elements of Effective Communication – Get Heard

The 7 Elements of Effective Communication – Get Heard

by | Career, Communication, Communication Skills, World of Work

In our last post, we spoke about what are the possible impediments, or barriers to effective communication. In this post, we take you ahead with exploring some of the core elements for effective communication. To dive straight in –

1. For Effective Communication – Listen

In a number of our blog posts, relating to communication (and even otherwise), we have spoken about how and why ‘listening’ is an extremely important process of communication. Even if you are the one who needs to communicate, being indifferent or not paying attention what your audience has to say can render your communication process ineffective. As the honourable Dalai Lama said —

When you talk, you are only repeating what you already know. But if you listen, you may learn something new.

Listening and speaking go hand in hand, and during the process of communication the roles of a listener and a speaker are fluid. This means that a speaker may not necessarily be the only one doing all the talking. One of the key elements for effective communication require the speaker to be, first of all, a good listener.
Have a look at what the American Management Association (1961) says about the importance of listening “…Listening is one of the most important, most difficult – and most neglected – skills in communication. It demands that we concentrate not only on the explicit meanings another person is expressing but on the implicit meanings, unspoken words and undertones that may be far more significant…”

2. For Effective Communication – Be Clear

The elements of Clarity and Simplicity are in a way interwoven. However, these two aspects cannot be used interchangeably. If one were to explain what clarity in the process of communication means, it would be simply this – that there should be absolutely no room for doubt about what the message is.

One of the worst failures of communication is when your audience acts upon your message and delivers something that is opposite of what you meant to say, or absolutely not in sync with the purpose of communication.

Your words, ideas and logic should be crystal clear. Do not beat around the bush with what you need to communicate – given that at times the content of the communication might truly be tricky. Regardless, put it across with as much clarity as you possibly can.

3. For Effective Communication – Aim for Simplicity

Always, always keep it simple. Being verbose can be the death of effective communication. What is the point of using complicated jargon or terms which your audience might not be able to process? Always keep in mind the background, and language competency of your audience before proceeding to communicate with them.

Although, it is highly recommended that irrespective of the competency of your audience, you keep the language as simple as possible – unless you need to use certain technical terms to get your point across. Keeping it simple has the magical effect of making communication instantly effective.
Have a look at certain “Principles of Simplicity” for most effective communication. You can read the whole of this wonderful article here.

Language:
“Using jargon, big words and complex structures may make something seem important but it also makes is more difficult to understand.

• Metaphor or analogy can be used to simplify ideas by showing what they are like.
• Shorter sentences requires the person to spend less time remembering what was said and decoding the structure.

Reduction
Simplification can be achieved simply by showing or doing less. Talk less. Show them fewer alternatives. Make the idea more stand-alone with fewer associations. Reduce time, space, actions and people to make plan more straightforward.

Rearrangement
Sometimes things can be made easier to understand by moving things around into configurations that make more sense. You can move things in time as well as space. You can change who does what, where people go, when things happen and so on.

Replacement
Sometimes things can be made easier by throwing away what you currently have and using something else that is easier to understand or accept.”

If one were to compress the entire bit about simplicity simply, it would be this – simple things are by nature easiest to understand, process and accept.

4. For Effective Communication – Be Confident

If you aren’t confident about what you’re communicating, it will never be effective. And there are no two ways about that. Whether or not you are able to communicate with confidence is what makes lends the information you are putting out its due authenticity. The onus lies completely on you to get your listeners/ readers to believe in what you are saying.

The only way that will happen is when you communicate with confidence. Well, how do you communicate with confidence then? Be sure of what you’re saying, i.e., ‘know your stuff’. Ask yourself enough questions about the content until you are satisfied that you know enough to be able to communicate confidently!

5. For Effective Communication – Be Charismatic

A charming personality goes a long way in aiding effective communication. In his article, “What is Charisma and Charismatic Leadership”, have a look at what author Ronald E Riggio has to say about “charismatic leaders”. “Charismatic leaders are essentially very skilled communicators – individuals who are both verbally eloquent, but also able to communicate to followers on a deep, emotional level. They are able to articulate a compelling or captivating vision, and are able to arouse strong emotions in followers.”

Some people say, you either have charisma, or you don’t. But we believe everyone has charisma. You just need to bring it forth. And the only (and the best) way you can do that is when you are absolutely sure about what you are trying to communicate, and the confidence and the conviction shows in your communication. And while you’re doing that, don’t forget to smile every now and then.

6. For Effective Communication – Consider the Environment

During the research we did for this post, one common aspect across all the material we read was, the process of communication will be effective only when there is trust between the communicator and the audience. In other words, the environment for the communication needs to be conducive, and trust is the most important factor for the same. The kind of rapport you share with your audience is something that will determine it.
“Environment” as an aspect of communication also means to choose the right place, and the right time before initiating the process of communication. Ensure that your audience is placed in a way that they can be receptive to what you are saying. Else, the communication could be just one-sided, and any communication which is one-sided can safely be called ineffective.

The American Management Association (1961) explains the aspect of environment in the following manner –

“Meaning and intent are conveyed by more than words alone. Many other factors influence the overall impact of a communication and you must be sensitive to the total setting in which you communicate.

Consider, for example, your sense of timing – i.e. the circumstances under which you make an announcement or render a decision; the physical setting – whether you communicate in private, for example, or otherwise; the social climate that pervades work relationships within the company or a department and sets the tone of its communications; custom and past practice – the degree to which your communication conforms to, or departs from the expectations of your audience. Be constantly aware of the total setting in which you communicate. It is essential that communication adapts to its environment.”

Makes a great deal of sense, doesn’t it?

7. For Effective Communication – Be Open to Feedback

Always keep the feedback loop open. And always seek feedback during the process of communication. Don’t just seek feedback, do incorporate it in order to show that the feedback is indeed valued. Besides helping you improve, the feedback you receive also helps you know if the message you wanted to communicate has been received in the intended manner. You might have to devise suitable methods to be able to receive, evaluate and respond to feedback. Think about this as a preparatory step before you initiate the process of communication.
Being mindful, during your communication is also a crucial aspect in order to make it effective. How can you be mindful during the process of communication? Well, first of all by being a good listener. Secondly, by being empathetic.

Be prepared that no matter how well you put across the message to be communicated, in case it is an undesirable message for the receiver, it may not be taken kindly. In which case, you must be prepared to ‘respond’ and not ‘react’. This will be possible only when you incorporate a sense of empathy into the process of your communication.

Have more to say about the elements for effective communication? Write to us.

6 Free Courses that will Add Value to your CV

6 Free Courses that will Add Value to your CV

by | Career, Communication Skills, Resume, Skills

2017 has just begun, and you still have a lot of time to accomplish everything and more you imagine ticking off that checklist. We are taking for granted that one of them is learning new skills, and doing what you do better. To help you pursue this goal here is a list of free courses that would probably help you, regardless of what your job is. Well, if not all of them, one of them for sure. And even completing one of these courses would not only help you become a better version of you, it will add actual value to your CV.

1. Introduction to Graphic Design, Udemy

This introductory course on graphic designing speaks about elementary things such as what sets apart appealing visual material from not so appealing visual material. And thus, what are some basic principles and elements of design that will help you be more knowledgeable about how design works.

2. Adobe Photoshop CS6 Essential Tools, ALISON

Photoshopping seems to have become an almost “must have” skill, especially if you are in the media/ management sector. Even if your profile may not require you to engage extensively with how photoshopping works, this is a great starter kit for you to pick up the basics for editing and enhancing photographs. Have a look at the free course here.

3. Diploma in Social Media Marketing, ALISON

How do you enhance customer interaction through your social media pages? Why aren’t you get enough hits, likes and shares when you’re doing everything and more? This basic course will help you decode the fundamentals on how “traffic” in social media works. Having this on your CV will make you a favored candidate for more opportunities than you can imagine.
The course has a total of lessons, and each lesson is for hours. Have a look at more details on the free course here.

4. Introduction to Public Speaking, edX

Whoever said public speaking is only for politicians and leaders? In the World of Work, acquiring the art of public speaking is just as important a skill. Be it a farewell speech, an award acceptance speech or speaking at a board meeting or an international conference. In all these areas, your public speaking skills will be put to test. If that scares you to death, well you are not alone. Fear of public speaking is a widespread phenomenon – the average person ranks it even above fear of death. There is even a word for it – Glossophobia or speech anxiety is the fear of public speaking or of speaking in general. [Read more – here].

is your quick fix (just 10 weeks!) to overcoming glossophobia! Designed by the University of Washington the course grooms you into becoming the public speaker you wish you were!

5. Successful Negotiation: Essential Strategies and Skills, Coursera

The name of the course in itself is a skill you need to have to survive the highly competitive world of work. Well, this courses teaches you not just how to survive, but also how to thrive! With expertise from University of Michigan and the easy interface of Coursera, in 6 lessons you will have learnt the essentials of effective negotiation!

6. Secret Sauce of Great Writing, Udemy

Hang on before you jump to conclusions. This isn’t a creative writing course, far from it. This immensely popular course teaches you how to write business emails, cover letters, press notes, and also how to write effective business blogs. By the end of it, you’ll know all that there is to know about how to draft a perfect professional email, what mistakes you should be careful about, cover letter basics – and so much more!

Excited to get started? That’s great! But do remember to take on these courses when you can devote the required time. It may seem like very little effort, and compared to university it surely is. However, you still need to be in a space where you can dedicate the required discipline and attention to the course. That’s the only way you’ll finish it feeling like you’ve actually accomplished something. And that sure is a great feeling!

Errors that will send your email to trash – 5 mistakes to avoid

Errors that will send your email to trash – 5 mistakes to avoid

by | Communication Skills, Email Etiquette

One cannot think about spending a single day at work and not having to interact through emails. Writing perfect professional emails that get you the response you need is an art, with some solid logic behind it. It takes years of practice to get the content and tone of your email precise and professional. Badly worded emails could be straightaway sent to the trash without a second thought. We have put together some tips from our experience that you can keep in mind while writing professional emails so that you do not come across as careless or informal.

1. Improper/Informal Salutation

Make sure that you include proper salutations like ‘Mr.’ or ‘Dr.’ and address the person using his last name. Being on first name basis is considered informal. Also, choose your greetings with care. ‘Hi Dr. Bing’, or ‘Hey’ or ‘Hello’ are considered casual; you should use ‘Dear’ instead. However, depending on how informal your work place is, Hi’s and Hello’s usually work. If you have a friendly HR person around, you could double-check with him/ her.

2. Tone of email

The tone of your email is very important. It is essential not to just translate your thoughts into words, as it might look informal. You have to phrase every thought into a polite and professional sentence. Even if you are writing to file a complaint or express grievances and are very angry, the tone has to remain polite and professional. Never send an email when you are upset, draft it and come back to it after you have calmed down.

3. ‘SMS’ Language

If ‘u rite lyk ths’, then please don’t! We are not sure how writing like that even became a trend, probably at the dawn of the age of cell phones. Anyhow, it is annoying, unprofessional and also, terribly wrong English! Last thing you want is to invoke the wrath of a Grammar Nazi, who also happens to be your boss. You should also be careful to avoid informal acronyms like BTW (by the way), IMHO (in my honest opinion), FYI (for your information), etc. Keep in mind that some acronyms like ASAP (as soon as possible) and PFA (please find attached) are generally accepted in professional emails, but it never hurts to write the full phrase for your reader’s benefit.

4. Typos

Once you have completed writing the mail, read it once or run a spell check to make sure there are no typos. It is easy to make mistakes when you are in a hurry, so you should take some time out and review the mail before sending it. Typos indicate carelessness and negligence and should definitely be avoided at all costs. Also, typos, when spelt really wrong, can get really embarrassing! You know the kind we are hinting at.

5. Choice of font/format

Make sure the font and size of text is uniform throughout, especially if you are pasting text from different sources. Avoid colorful text and other designs unless required. Remove any unnecessary wallpapers or background images. In addition, choose a simple san serif font like Arial or Helvetica. Remember that when the person your email is addressed to, receives your email, he shouldn’t feel like a jack in the box just jumped out at him!

What according to you are some errors that must be avoided at all costs when it comes to drafting a clear and effective professional email? We would love to hear from you 🙂