The number of emails we all receive every day can be overwhelming, but they are a fact of life. Keeping that in mind, try to observe some of the basic email etiquette rules for emailing within the business world. Your email message may be the first impression someone has of you. And you want that impression to be a good one. Here are some rules to follow:

1. Make sure your email address is professional and identifies you as the sender.

2. Fill in the subject line. Your e-mail will more likely be read if you alert the recipient as to what you’re going to say in the body of the email.

3. Use a professional and cordial salutation such as, “Good morning or Good afternoon Mr. Jones” or the long standing “Dear.” Avoid the often seen “Hey.”

4. When responding to someone’s e-mail leave their message in tact so both parties can refer to the entire message.

5. Do not use “reply all” unless all need the reply.

6. Use the “BCC” function when sending an email to a group of people. This protects other people’s privacy.

7. Let people know if you are copying or “CC” someone on your email.

8. Respond quickly when you receive an attachment or document so the sender knows you received it and that you can open it.

9. Remember that e-mail is not private. Once you hit send it’s out of your hands. So, if you wouldn’t want to read it in court, don’t put it in an email.

10. Do respond in a timely fashion. E-mails are the phone calls of today’s tech society we live in. Responding in one business day is ideal.

11. Use the auto reply when you are out of your office. If necessary, offer another contact person for urgent business.

12. Be attentive to grammar and punctuation just as you would in a written message.

13. Use emojis and exclamation marks sparingly or not at all in business communication.

14. Use a signature block containing your name and company, etc. And do add your own closing even with a signature block.

15. Observe your company guidelines for storing and saving emails.

16. Always reread your email message before hitting send.

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Any time someone pays someone else a compliment it’s like receiving a gift and should be acknowledged with a sincere “thank you.”

For those offering a compliment, delivery is important. You want to be careful not to negate the first part of the compliment with the last half.

Saying “you look great since you lost all of the weight,” does suggest you didn’t look good before, even if people don’t intend that.

Here are some ways to offer a compliment without making it sound back-handed:

Instead of saying you look great since you lost all of your weight, just say, “you look great.”

The same can be said when complimenting someone in a way that refers to their age. Instead of saying, “you look good for your age,” just say, “you look good.”

Don’t say, “you are so attractive, I don’t understand why you’re not married.” That suggests that you must be flawed if you can’t get someone to marry you. Say, “you are very attractive.”

Or, “you played that sport well, for a girl.” Just say, “you played well.ing”

Avoid certain words.

Also, avoid using the word “but” when offering a compliment. For instance, “I like your blouse, but I think it would look better in another color. Adding the “but” again, negates the intended compliment. If you want to add to the compliment use the word “and” instead…”I like your blouse in that color and it would look great in blue too.”

Keep to the basics.

When complimenting someone. Don’t add those qualifiers. A compliment should make someone feel better not worse or wondering if the compliment had some hidden message in it.

Do be generous with compliments.

If you are thinking something nice about someone, say it out loud. You may just make someone’s day.

Learning how to offer a sincere compliment is an important skill to develop.

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Sending Thank You’s for Physician Gifts

Gifting Physicians

Gifting physicians and their staff during the holidays isn’t unusual. Referring physician specialists often send a gift thanking other physicians for sending them patients. And patients will often gift a physician’s office with seasonal goodies or other items the physician and staff can share to express appreciation for their care. But regardless of who sent it or why, all gifts should be acknowledged with a note. (In this case, it’s not redundant to thank the giver for the thank you gift.)

Corporate Gift Giving

Many other business people send gifts to their clients at the holiday time to thank them for their business. These corporate gifts are optional and a generous gesture on the part of the giver. And again, should be acknowledged, especially if they are sent via mail or a delivery service. The sender needs to know the gift arrived.

Managing Holiday Gifts

In the physician’s office, keep a list of everything that comes in. If gifts are sent to the entire staff, designate one person or a few people, if the list is lengthy, to write the thank you notes. Take turns if this is a yearly thing. The notes don’t have to be long, but should identify the gift and let the giver know how much it is appreciated.

For Physicians Only

If the gift is for the physician only, it’s the physician’s job to write the note, not one of the staff members. For gifts going to the physician’s home that will be enjoyed by the family, a spouse could write the note as well.

In Person Thanks

You can say thank you in person if the opportunity presents itself, but if gifts are sent via mail or a delivery service a note letting the sender know you received their gift.

Phone or E-mail Thanks

A phone call would be another option or an email thank you. Email isn’t as personal, but it’s better than nothing.

Remember to be a gracious recipient this year by sending thank you’s for  physician gifts.

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Holiday House Guest Etiquette

The perfect house guest.

If you happen to be a guest, even a family guest at holiday time, here are some guidelines that will help you be a considerate and perfect house guest and get invited back.

Be on time.

Arrive on the appointed date. Don’t arrive earlier or stay later than the dates agreed upon. And don’t bring any extra people with you.

Bring a gift

Bring a small hostess gift. A gift of food, wine or something that can be used during your stay or be saved after you have gone is considerate. If your stay is lengthy, offer to take your hosts out to dinner at some point during your visit.

Leave Fido at home.

Leave your pets at home. Asking to bring pets can cause a lot of confusion and extra stress for the host. If they do insist and say it’s okay, then feel free to bring Fido along.

Don’t expect to be waited on.

Don’t expect to be waited on. Your hosts are not your servants and you should be prepared to help out by making your bed daily, keeping your clothes and personal items together and out of the way and leaving the bathroom picked up.

Be helpful.

Do offer to help in the kitchen with food prep and cleaning up. Your host may decline your offer, but your willingness to help will not go unnoticed.

Dress accordingly.

Ask about the schedule of events during your stay. If there are outings or sporting events planned be sure to be prepared with the expected attire so you will be appropriately dressed.

Be prepared to entertain yourself.

Allow for some down time. Don’t expect to be entertained every minute of every day by your host. Finding time to do some things on your own can be a welcome respite for your host.

Follow the rules.

Follow the house rules. If the host retires at a certain time, consider retreating to your room instead of staying up all night watching TV. And don’t expect to sleep until noon when the rest of the house is up early and ready to go for the day.

Unplug!

Unplug. Avoid being on your phone or electronic devises constantly in front of others, especially at the dinner table. If you have to check messages and take calls, excuse yourself and find a quiet place to do that.

Maintain a sense of modesty.

Bring a robe. You may have to share a bathroom that is down the hall. And if acceptable, you may want to wear one at breakfast. However, if everyone else is dressed at the table, I recommend dressing for breakfast.

Be reasonable with dietary requests.

Don’t make unreasonable dietary demands. If you have special dietary needs, be prepared to bring some of your own food or pick another time to visit.

Leave things in good shape.

Strip your bed and gather dirty towels the day you leave. Some hosts may not want you to bother, but offering is appreciated.

Send a proper thank you.

Do send a handwritten thank you note or a gift after your visit.

All of these suggestions demonstrate proper Holiday House Guest Etiquette.

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Correct holiday greetings.

A lot of discussion.

There seems to be a lot of discussion these days about the correct holiday greetings. Saying “Happy Holidays” or “Season’s Greetings” to people versus “Merry Christmas” bothers some people and they are offended about being pressured to say one greeting over another for the sake of being politically correct. And I appreciate their view. However, it seems we are becoming overly sensitive and getting offended by everything these days.

Historically.

Historically, the term “Happy Holidays” stems from the Old English meaning “holy day” and was used as a regular religious greeting in centuries past. And the list of our presidents who have used the phrase “Seasons Greeting” or “Happy Holidays” on their official White House Christmas cards includes, Presidents Eisenhower, Kennedy, Johnson, Carter, Reagan, Clinton and Obama. They did this so they would be inclusive of everyone’s religious beliefs.

A sign of respect.

I too, consider it more about being respectful of other people’s beliefs than being politically correct. If all of your friends celebrate Christmas, then do wish them “Merry Christmas,” but if you have friends and clients who do not celebrate Christmas, wish them “Happy Holidays,” “Seasons Greetings” or a specific greeting for their beliefs. In doing that you’ll have all of the bases covered.

In the business world

In the business world I would defer to a “Happy Holidays” greeting or  “Season’s Greetings” on the holiday cards you’re sending out. It’s about being more inclusive…not politically correct.

The reason for the season.

Be mindful that the season is about counting our blessings and wishing each other good will. So, focus on being sincere instead of the  “Correct Holiday Greetings” words. With that mindset, we’ll all be better off. Be kind and respectful of all faiths and traditions.

To all the people who read this blog, I wish you all a warm and peaceful season.

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Loss and the holidays

There’s no good time

to have a loved one ill or pass away, but the holiday time does seem to raise the emotional level for those dealing with a tough situation. And because of that, I think it’s important to treat those friends and family members with care.

Acknowledging the situation,

with a note or a card is the least invasive way to respond. It lets your friends know you are thinking of them, but doesn’t require a response from them. Just a note as simple as, “thinking of you at this difficult time” is adequate.

When you see the people in person,

let them lead the conversation. They may not wish to discuss their situation with lots of people or it may just be too emotional to talk about it…respect that and don’t ask a lot of questions. It’s okay to let them know you know about their loved one with again, something as simple as, “ I am thinking of you.” If they want to talk more they will do so. To not mention it can make you seem insensitive or not caring.

Offer help in specific ways. Ask if they could use some food or if you could run some errands for them instead of saying, “call if you need something.” Most people won’t call you and they don’t want another thing to do. If you are taking food, ask what they prefer. Sending a lot of desserts to people who don’t eat sweets isn’t very helpful. Making food that can be popped into the freezer can also be a huge help.

Be mindful of the “firsts.”

The first Christmas, the first birthday or the first anniversary without a loved one can be very difficult. And the yearly anniversary of losing someone is often an emotional day. Remembering these days with something as simple as a text message saying, “you’re remembering their loved one and them,” will mean a great deal. Consider making a note in your phone contacts with the special dates behind your friends name. It will then remind you when getting close to those days.

If you are sending out holiday cards,

your usual cheery letter about how great your year has been may not be what they want to hear. Consider sending something special and specific for them with a short note in it.

Do include the friends

who are grieving in invitations, but don’t push or be critical if they back out at the last minute. Grief is a day to day thing that can keep one off balance for some time. And if they do come, allow them to be sad or even teary. The last thing they need is people expecting them to be “cheery.” Remember, loss at the holidays is a very difficult time.

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Thanksgiving starts off the holiday gatherings in earnest. It’s the time we eat drink and make merry and share good times with family and friends. It is also the time we gather at the dining room table for special meals. So if you have been invited for dinner at someone else’s house, there are some things to keep in mind so you can be the perfect guest. So, here’s some guest Thanksgiving etiquette.

Arrive on time.

Showing up late and keeping everyone waiting or causing the turkey to dry out
doesn’t win any points with your hostess.

Don’t come empty handed.

Even if your hostess has the meal all taken care of be sure you bring some sort of hostess gift. This is a good time to bring wine or a gourmet food item that the host can use at another time.

If you are assigned a dish, be sure you bring what you signed up for. Make sure it is ready to go in the oven or be served. This can eliminate needless confusion in the kitchen.

Sit where you are assigned.

If place cards are on the table don’t move them around to sit by someone of your choice.

Bring your best manners to the table.

If need be, brush up on your dining etiquette.

Don’t bring your technology to the table!

Bringing your phone to the table is saying that the people you are with aren’t as important as what’s coming through on your phone. Be in the moment!

Make sure your children are supervised and polite.

Holiday time is a good time to review or teach some good manners to your children, especially table manners.

Try a little of everything served.

You may find out that you like that oyster dressing.

Offer to help with the dishes.

Some hosts and hostesses want help cleaning up and some don’t, but it’s important to offer.

Send a thank you

A handwritten note or make a thank you call to your host and hostess. A lot goes into planning and hosting a big holiday meal. Make sure you acknowledge that.

Most of all…

Be sure and bring your good humor and be tolerant of those who may make you a little crazy at other times of the year. Be of good cheer.

Happy Thanksgiving!

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Never Let Your Patients Hear You Complain

I’ve always thought it was poor form to let patients hear you complain. Here’s a story to support that idea.

A friend recently shared with me her experience visiting the emergency room with severe abdominal pain. She said that the department was very busy and patients were lined up waiting for beds to become available so they could be admitted. She too, was waiting to be admitted.

During her wait time she was attended to by multiple nursing staff members. She said that her care was okay, but the attitude of the nurses was not as professional as she thought it should be. She said several of them were “complainers.” They were complaining to her about their long hours, staff shortages and some even complained about things going on in their personal lives. This was not what she wanted to hear as she was waiting to be admitted and for test results to see if she needed surgery. She said she wondered if they were giving her their full attention and if her care was suffering. And aside from that, she really didn’t care or want to hear about their problems.

When patients hear healthcare workers complain, it’s bad for business and it’s unprofessional, to be sure. Your workplace problems are not the patient’s problems. And what seem to be harmless enough comments may come back to bite you. To say your short-staffed or complain about administration can suggest to a patient that your organization is poorly run. And it may also lead to them thinking their care was sub-standard, especially if there is a bad outcome. That’s not what you want your patients to walk away with. It can also be the formula for litigation.

Your problems are not the patient’s problems. You should focus on the patient and giving them the best possible care, not on what’s going on in your life.

When at work, keep in mind that you are a reflection of your organization and you should be doing everything you can to help enhance their reputation.

Not complaining about work should apply to your social media platforms as well. Social media is a public venue and what you say there goes out to the world.

If you have complaints about work, take those complaints to your manger or supervisor and see what can be done to resolve the issues. That’s the professional way to do things!

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How Long Does It Take?

There is power in making a first impression, they do not take much time to form.  The latest research on making a first impression tells us it’s an even shorter time than we originally thought; within a tenth of a second…a blink of an eye. We make a lot of decisions about someone, consciously and unconsciously in that brief amount of time. If it’s favorable, that’s a good thing and if it’s not favorable, we know, it is difficult to reverse a bad impression.

What Are we Deciding About Someone?

First impressions happen with the first point of contact with someone. That can be via e-mail, social media, other correspondence, on the telephone or in person. Two primary views we consider… is this person competent and is this person trustworthy…with trustworthy being the most important. Someone may be very competent at something but not very likable or trustworthy.

How Important Is Body Language?

Eighty percent of a first impression is formed based on non-verbal communication. That includes demeanor, (smiling or not) engagement with people (looking up from your electronic devices), eye contact, handshake, dress, body language and gestures.   Verbal communication is another important aspect of how we judge and are judged, especially in a professional setting. Your tone of voice, pattern of speech and your vocabulary are very telling.

What Factors Influence Our First Impression?

It is important to understand the factors that are relative to our making a judgment about someone are influenced by: age, race, gender, culture, language, physical appearance, accent, posture, voice, and biases.

Pause and consider the next time you meet someone for the first time or speak with them on the phone to be mindful of the impression you are forming and sending.

You never get a second chance, so focus on the power of the first impression!

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International Tea Day

According to The United Nations, May 21st is International Tea Day…celebrated annually.  Tea is the world’s oldest beverage and is consumed world wide, more than anything else. The study of tea is as deep and broad as the study of wine and has a fascinating history. Here are some International Tea Day facts and historical information to read…while you enjoy your cuppa!

The short version of the long history of tea

• Almost four thousand years ago, the Emperor Shen Nung drank only boiled water when traveling around the country.  Unexpectedly a branch of a burning brush was blown into the already bubbling water and much to his surprise, the emperor noted a most pleasant taste and a beautiful aroma in the new beverage. His discovery was the wild tea plant Camellia Sinensi!
• China’s oldest wild tea plant presently grows in Yunnan Province and is about 1700 years old
• The oldest cultivated tree in China is over 800 years old
• Small leaf tea comes from China as well as in Taiwan and Japan; Camellia Sinensis (sinensis means Chinese in Latin)
• Camellia Assamica is a large leaf tea harvested from Assam in Northern India, the single biggest tea producing area in the world
• Tea is harvested every week to 10 days for the duration of the growing season, March to December
• Notably, tea is to China what wine is to France
• “Ten thousand” is the Chinese description of too many teas to count
• “Ten thousand” teas is their way of saying all of the tea in China
• In fact, according to the Chinese there are six main categories of tea; green tea, white tea, yellow tea (unknown to Westerners), black tea, dark black tea, and scented or floral tea
• Conversely green teas are harder to keep fresh and as a result the flat leaf was rolled into pellet shaped balls, Westerners know this as Gunpowder tea
• Gunpowder leaves are picked any time, consequently it is not considered a tea of distinction
• Interestingly, gunpowder tea is considered a favorite in Morocco and the Middle East, served with mint and lots of sugar
• Heavier than other tea, for this reason you will need ½ the amount of dry Gunpowder leaf to brew a serving
• Important to note that Chinese black tea did not appear until after Ming Dynasty in 1644AD
• With good reason and favoritism, Keemun is considered the finest black tea in the world
• Equally acclaimed, Yin Hao Jasmine is the top grade Jasmine tea
• Jasmine Pearls have limited production and are very special; described as “only hearts colder than children could fail to be enchanted”
• It has been said that receiving Jasmine tea pearls is like getting red roses…a very special recognition
• Finally, tea was introduced in England in 1678 when the East India Company began to import tea commercially and gratefully afternoon tea in England is credited to Anna, Seventh Duchess of Bedford to remedy her “sinking spells”

I invite you to experience tasting new teas, Harney and Son’s Tea is one of my favorite resources.  I love that they have one named after my granddaughter, Catherine.

Owl in one of the Pooh books said,“Come along inside. We’ll see if tea and buns can make the world a better place.”

Drink and share some tea on International Tea Day, let’s make the world a better place.

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