Body Language Blunders

Are you aware that the message you are projecting may be quite different than the words you are using? Body language experts love to show clips of politicians and other celebrities compromising their words with their facial expression or hand gestures. Even if you are not often in the public eye, you probably do public speaking on occasion. Or perhaps you are going to holiday parties this year. You need to be certain you are not projecting a false image of yourself. The November issue of T&D has an article titled
“Louder Than Words.” Here are some tips from the article to be mindful of when speaking in public:

Don’t appear defensive: Be careful not to hold something in front of you as a barrier between you and your audience. People may look at the object more than you, and it will serve as a distraction to your message. Place whatever you have on the lectern or hold it by your side. Also be careful not to cross your arms over your chest; that is another defensive position that may prove distracting. Do not put you r hand in your pocket or behind your back—people will be wondering what’s in your pocket or behind your back rather than listening. Instead place a hand on your hip; you are perceived as more powerful. Or rest it on the lectern, chair, or table.

Be aware of eye contact: You can use eye contact in many ways. It can be used to control the audience or to make a connection with them. Avoiding eye contact is a way to discipline rude audience members. But it’s also the way a novice speaker handles the pressure. It is generally agreed that the person who maintains the longest eye contact is viewed as the person in charge. Two to four seconds of eye contact is acceptable to recognize someone. But if you gaze longer, it could mean either intimidation or intimacy.

Watch your hands: The hands can be another source of miscommunication or distraction. Pointing is never a good idea; even if you are calling on an audience member. Use the palms-up approach when identifying someone. It may feel awkward at first, but you’ll get used to it.

We not only communicate by words, but perhaps even more, by our body language. Be aware of what you are “saying” with your body as well as your words. To read the full article in T&D, contact MAGIC (magic2@pwcgov.org)

I'ts Okay to Regift

One thing I've always wondered about it is why it can be so hard for some people to part with their things. Most of us have stuff around that we no longer need or use, but just can't seem to part with. Somehow we get attached to this stuff, even the stuff that we don't particularly like! But why? Why is it so hard to part with things? Dan Ariely, author of Predictably Irrational: The Hidden Forces That Shape Our Decisions,(available at PWC libraries), explains it this way: there are three quirks of human nature that keep us attached to the things in our lives "we fall in love with what we already have" and attach sentimental value to them,"we focus on what we may lose, rather that what we may gain," and "we assume other people will see the transaction from the same perspective as we do." It can be hard to accept that others don't see the value of our possessions.

Regifting to the rescue! First of all, it's okay to regift, especially in these tough economic times. Really. A Money Management International survey found that more than half of adults agree that regifting is perfectly acceptable. But, if you still think it's a tacky, disgraceful, or even cheap thing to do,perhaps the following successful regifting tips will help you feel more comfortable with the idea. Just follow this simple rule from Tracy McCubbin, owner of DClutterfly, "it's only okay to regift if you don't pretend you bought it....if you know the person you give it to will love it, then it's all right." Also, it's probably not a good idea to re-gift just to dump the stuff you don't want on someone else. It should be a true gift in that it's something you know the person will be delighted to have.

12 Rules for Regifting Without Fear covers the etiquette of regifting. At Regiftable.com you can read tips and stories about regifting and get ready for National Regifting Day (December 17).

Regifting parties are another way to have fun and recycle items. Whether you call it a White Elephant Party or a Yankee Swap, the idea is the same. Participants bring something from home that they no longer want but someone else might find appealing. Each item is wrapped and displayed. Players are assigned numbers so they choose in order. Once the first player has selected and unwrapped a gift, the second player either picks another gift from the display, or swipes the unwrapped item from the first player. For more details on throwing a party, look at Organize-a-white-elephant-gift-exchange or the rules for a Yankee Swap.

So go ahead and re-gift with style! And for more regifting fun, be on the lookout for the famous Seinfeld (1995, The Label Maker) and The Office (2005)episodes about regifting.

Mind Your Email

What would you think if you were told that a company with 100 employees may lose up to $450,000 per year due to email blunders?

The September 2009 issue of Training Magazine cites a special report from
Creative Communication and Training titled “The Top 10 Email Blunders That Cost Companies Money.”
1. Inaccurate or vague subject line: can result in unread messages and overlooked information.
2. Purpose for writing not stated up front: email not clear enough, creates confusion.
3. No specific action step: leaves readers unsure of how or when to respond.
4. Incomplete information: results in stalled projects and needless follow-up communication.
5. Too much information: results in confusion, wasted time and hindered productivity.
6. Harsh or demanding tone: negative messages can offend and trigger counterproductive email exchanges. Discourages communication.
7. Breaking privacy guidelines and crossing ethical boundaries: can result in email litigation.
8. Conveying sensitive or confidential info: can result in damaged relationships, legal liability.
9. Errors and inaccuracies: spelling, grammar, and punctuation errors distract and create an unprofessional look.
10. Excessive volume: unnecessary FYIs and ccs, non-essential acknowledgements, mishandled distribution lists all add to increase in emails staff must attend to.

Finally, what are the costs of these errors to companies? The study cites inaction, rework, inefficiency, email overload, misunderstandings, missed opportunity, damaged relationships, misguided responses, erroneous decisions, and legal liability. And all of these can in one way or another affect that all-important bottom line.

So, mind your emails, please!

Traveling and Stain Removal

Ever been on a trip and spilled coffee, red wine, blood, grease or ink on an outfit you'd planned to wear more than once? Business Magazine 2.0 has an Untimely Stains chart that lists the steps needed to remove these stains. Using ordinary ingredients like shampoo, salt, and liquid soap these common marks can be eliminated.

Having this list close by may also save you during the holidays. So whether traveling for business or pleasure you can eat and be merry knowing you have time tested tricks to get rid of these stains.

Emerging green economy in Virginia

Virginia shows strong "green segments" in transportation, research, energy efficiency and energy storage according to the National Governors Association (NGA) Center for Best Practices in September 2009. The NGA commissioned an analysis of each state's emerging green economy and the summary of Virginia: Profile of the Green Economy shows changes in employment concentration by "green segment" from 1995 to 2007 as well as discusses green technology innovation.

Interested in how other states rated? Check out the State Green Economy Profiles. The reports are designed to help states make informed decisions about workforc as well as economic and energy development opportunities and strategies. The reports may also assist businesses in determining coming trends and business opportunities in individual states.

News you can use

Isn't it annoying when you pick up the phone and it's a robocall - you know, those prerecorded telemarketing calls. So, I was very happy to read that the Federal Trade Commission has announced that, beginning September 1, 2009, robocalls will be prohibited unless the telemarketer has obtained permission in writing from consumers wanting to receive the calls. Keep in mind that this doesn't apply to all robocalls - those that deliver "informational" messages will still be allowed to transmit their message- for example, notification that an airline flight has been cancelled, or that an appliance will be delivered on a certain date. Still, I won't miss those other prerecorded calls! The rule can be found in the Federal Register.


Small businesses may want to take note of the Retail Industry Portal from the Environmental Protection Agency(EPA). This site is set up to provide tips and advice on how to comply with environmental regulations, find green products and packaging, and much more.

Changes are coming to the credit card industry! The Credit Card Accountability Responsibility and Disclosure Act of 2009 takes effect on February 22, 2010, but some of the changes are already in place. Protections include new limits on fees and interest charges, fair deadlines for credit card payments, restrictions on penalties for going over credit limits and protections for young consumers. See the Summer 2009 FDIC Consumer News for more information on the new rules.

What's your style?

Communication style, that is. Which of the four basic communication styles do you identify with? Or do you have some characteristics of each?

Expressives: high energy, fast talker, focuses on the end result. Thrives on conflict and differences of opinion. Perceived as overly cheerful, vain or hard to predict.
Systematics: prefers just the facts and all the details; uncomfortable with conflict. Perceived as unemotional or apathetic.
Sympathetics: good listener, concerned with the feelings and welfare of others, doesn't like conflicts. Thought of as too helpful, or a softy.
Directs: focuses on the big picture and a multitasker. Results oriented. Can be seen as intimidating or opinionated.

Unlike personality traits, which remain constant, your communication style may be influenced by outside events - you might just be having a bad day or be going through a stressful time in your life. This in turn affects the way you communicate with others.

Knowing and understanding the different communication styles, as well as your own, will foster better working relationships. For example, directs may be seen as always rushing around and not very sensitive. Because they prefer to keep conversations brief, presenting just the facts and being upfront will appeal to them.
If you are dealing with a high energy expressive, remember to stay calm and control the pace. Handle a sympathetic by letting them know you have work to do, but be supportive. And be patient and build the confidence of systematics who can be too cautious.

For more information on defining and understanding communication styles contact MAGIC, or ask us for a copy of "Let's be clear: how to manage communication styles," by Jada Edmondson. (Training and Development, Sept. 2009).