Cubicle-Fu

Have you ever been giving a super-duper important presentation and noticed a typo projected up on the wall? Ever sent an email to a client or boss only to notice that you glaringly misspelled the other person’s name? Are you plagued by get-it-done-fast syndrome, to the detriment of good grammar? Well fear not, you’re not alone! And, what’s more, there are a few key things you can do to avoid embarrassing goof ups and ensure you always look like a pro.

First, always treat emails or official documents intended for client eyes with extra special care. Categorize email writing into at least two different camps (maybe more): client/boss emails, and coworker/friend emails. Take a little extra time with the emails intended for more sensitive recipients (especially those with the power to hire/fire you or your firm).

A good rule of thumb is to always click “Save” instead of “Send”. Set your emails aside for a few minutes, walk away, and come back 15-30 minutes later with a fresh perspective (and maybe a nice steaming venti latte too!). Read over the text again while try putting yourself in the shoes of your intended audience. Read what you’ve written as if you have NO IDEA what the email is about. Does it make sense? Are there places where you tried to convey tone-of-voice that didn’t come through clearly? Did you use waaaaay too many emoticons or exclamation marks?!?!?!?

If you aren’t equipped (mentally or emotionally) to step outside of your own perspective, get someone else to proofread what you’ve written. Try to be specific about what issues the person should be looking to spot. Are you unsure of how consistent your message was? Were you too emotional when you wrote the message? Are you using a template from a previous project and you want to make sure you eliminated any mention of other clients?

While spelling errors and typos are embarrassing, there’s nothing more guaranteed to turn your face beet-red than Client X seeing Client’s Y’s name in their document. (Your client at Coca-Cola will be less than stoked to see “Pepsi” emblazoned on a project document that you sent them.) If you’re using Word templates, try doing a global search-and-replace for client names and any other language specific to one client. And even then, it’s best to have a friend or coworker double-check just to be safe.

So, to summarize:

What proofreading tips have you found useful?

Sorting through email is a nice excuse to skip a meeting, sure, “Give me a few minutes, I need to sort through my email.” However, when you’re trying to actually get things done, reading and writing inbox novellas all day is a waste of time.

Sending and receiving emails that communicate well requires basic Cubicle fu. the folks at 43folders put up this great cheat sheet that will have you wielding your email like a katana blade.

http://www.43folders.com/2005/09/19/writing-sensible-email-messages

My favorite piece from the article:

“I’d wager that there’s one visual trick most likely to improve your message’s success: fit it onto one screen with no scrolling. There’s a reason those web ads placed “above the fold” cost a lot more than the ones stuck down at the bottom; it’s the only part of the page that you’re virtually assured that anyone will see. “