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#ProdChat – 02/20/2013 – Productive #Communication

#ProdChat – 02/20/2013 – Productive #Communication

Thank you, Professor Kenna Griffin (@profkrg), for facilitating such a great conversation AND for shaking things up with 10 questions this week! ;-)

  1. This is last week’s transcript in case you missed all the email productivity tips, tricks and strategies from the productivity enthusiasts among us, and hosted by the wonderful productivity guru, Professor Natalie M. Houston (@nmhouston)! 
  2. And, on to this week’s #ProdChat transcript lead by the inimitable @profkrg!
  3. I am guest hosting tonight on #prodchat. We’ll talk all about productive communication. I would love for you to join us at 7 p.m. CST.
  4. Productive Communication! @TaraRodden: Looking forward to #prodchat tonight at 8 pm ET/5 pm PT. What are we chatting about @profkrg?”
  5. Join us in an hour for #prodchat, hosted tonight [email protected]! We’re talking productive #communication! #productivity
  6. Join us in an hour for #prodchat, hosted tonight [email protected]! We’re talking productive #communication! #productivity
  7. Hi! I’m Kenna, a media professor from Oklahoma. I’m your guest host tonight on #prodchat. We’re discussing productive communication.
  8. Please take this opportunity to introduce yourself and tell us your favorite method of communication. #prodchat
  9. Hey #prodchat gang, please join in sending congrats to @apinaud on the birth of his son this week. :)
  10. @profkrg Hi Kenna! Thank you for hosting–we’re excited to participate in #prodchat again! :)
  11. Congrats!!! RT @TaraRodden: Hey #prodchat gang, please join in sending congrats to @apinaud on the birth of his son this week. :) #prodchat
  12. Yes! Congrats! RT @TaraRodden: Hey #prodchat gang, please join in sending congrats to @apinaud on the birth of his son this week. :)
  13. @sendgine You are so welcome! I’m glad to have you here. What’s your favorite method of communication? #prodchat
  14. @apinaud Congratulations on your new little one! How exciting! #prodchat
  15. @profkrg Kenna I will be reading but not participating today on #prodchat

    Enjoying time with my newborn baby

    Have fun!

  16. @apinaud I don’t blame you one bit. I’d been enjoying the little one too! #prodchat
  17. Michelle here. I’m a productivity & GTD geek. I use @OmniFocus to manage my world. Excited for tonight’s #prodchat
  18. My preferred communication method is email rather than the phone. (My inner teenager just gasped and gave me a snotty look!) #prodchat
  19. @michgunn I tend to agree. I don’t like the phone at all. Of course, I’m not a huge fan of email either. #prodchat
  20. @profkrg Anything other than e-mail! Ha Ha! Here at Sendgine we actually communicate with our #trainsofthought most commonly. #prodchat
  21. Love!! :) MT @apinaud: Kenna I will be reading but not participating today. Enjoying time with my newborn babyHave fun! #prodchat
  22. @sendgine Communicating through thought! That’s fabulous! #prodchat
  23. Hey, Kenna! Thanks for hosting! :) RT @profkrg: @michgunn Hi, Michelle. Im glad youre here. #prodchat
  24. We know that not all forms of communication work equally in every situation. #prodchat
  25. #prodchat thank you guys! Looking forward to next week. Right now is playing time with Tomas! pic.twitter.com/44DIZzUtuX/44DIZzUtuX
  26. Some communication methods are richer (i.e., face-to-face), while others are leaner (i.e., email). #prodchat
  27. RT @TaraRodden: Hey #prodchat gang, please join in sending congrats to @apinaud on the birth of his son this week. :)
  28. The fastest method of communication may create so many misunderstandings that it becomes unproductive. #prodchat
  29. Of course, face-to-face communication (such as that done in meetings) also can be an incredible waste of time. #prodchat
  30. @profkrg We think so! Our #trainsofthought keep us organized and efficient too. What is your favorite type of communication? #prodchat
  31. Trains of thought? Plz say more. MT @sendgine: Here at Sendgine we actually communicate with our #trainsofthought most commonly. #prodchat
  32. So I hope we’re able to give each other some advice on what methods of communication work well for us. #prodchat
  33. Great point! RT “@profkrg: The fastest method of communication may create so many misunderstandings that it becomes unproductive. #prodchat
  34. Q1: How do you attempt to ensure effective communication? #prodchat
  35. @michgunn Sure thing. We start #trainsofthought to accomplish a goal/objective. You set a destination, invite passengers, and go. #prodchat
  36. A1 I try to imagine what the other party needs to know and to include it in my email to cut back on back and forth #prodchat
  37. An excellent point. You have to understand the information desired. RT @TaraRodden: A1 Active, attentive, engaged listening. #prodchat
  38. @michgunn We’ve had a blast creating it and using it ourselves, so now we’re seeing if other people like the system too. :) #prodchat
  39. +1 “MT @michgunn: I try to imagine what the other party needs to know and include it in my email to cut back on back and forth #prodchat
  40. @michgunn Yes, like suggesting a time, date and place for meetings requested via email, instead of leaving it open-ended. #prodchat
  41. @profkrg I sometime describe myself as a “professional listener.” It’s most important role. #prodchat
  42. A1: Knowing your best communication style also is important. I’m better in writing, so I do my important communication that way. #prodchat
  43. @profkrg Yes, open ended questions like “Hey when are you guys free?” D’oh… just not helpful no matter how well intentioned. ;) #prodchat
  44. Active listening is so difficult. Tips? RT @TaraRodden: I sometime describe myself as a “professional listener.” #prodchat
  45. A1 One of the best ways to ensure effective communication is for the work culture to encourage and promote open communication. #prodchat
  46. @michgunn I also dislike the “thank you” email response. While nice, it’s just one more message. #prodchat
  47. A1 I also try to make sure what I’m writing/saying can’t be misconstrued… for tone, phrasing, etc #prodchat
  48. MT @michgunn Open ended questions like “Hey when are you guys free?” D’oh… just not helpful no matter how well intentioned. ;) #prodchat
  49. +1 MT @sendgine: A1 One of the best ways to ensure effective communication is for the work culture to encourage and promote it. #prodchat
  50. Absolutely! And knowing the communication style of others too! MT “@profkrg: Knowing your best communication style is important. #prodchat
  51. A1 I also try to be clear about what I’m requesting… bottom line up front. But that’s my communication style #prodchat
  52. @sendgine perhaps not just their style, but also their communication preference. #prodchat
  53. Q2: What do you consider the least effective form of communication? #prodchat
  54. Practice, practice, practice. And get good at letting go of need to reply. RT @profkrg Active listening is so difficult. Tips? #prodchat
  55. Agreed! RT @profkrg: @sendgine perhaps not just their style, but also their communication preference. #prodchat
  56. @profkrg A2 Text message. Even worse than email for flatness of tone and lack of affect. #prodchat
  57. @TaraRodden Letting go of the desire to respond or fix is so difficult for me. #prodchat
  58. Q2 I don’t think any one form is less effective than another–it depends on the situation, culture, and delivery. #prodchat
  59. A1 @careertools / @managertools has some great podcasts that explain communication styles according to people’s DISC profiles #prodchat
  60. @TaraRodden Interesting. I much prefer texting to email. It’s more immediate. #prodchat
  61. True! RT @sendgine: I don’t think any one form is less effective than another–it depends on the situation, culture, and delivery. #prodchat
  62. @profkrg Me, too. It took years to stop trying to “fix” or problem solve and just listen instead. #prodchat
  63. A2: I often have students stop me in the hall for a face-to-face, often to ask me to do something for them. The request is lost. #prodchat
  64. A2 I’ve got it… the voicemail that says “It’s so and so. Call me back.” Tell me why you need to speak with me so I can prepare. #prodchat
  65. @sendgine I don’t use only Twitter or LinkedIn for communication. That seems super limiting. #prodchat
  66. @profkrg It’s an extremely lean form of communication. Many ways to interpret mean many ways to misunderstand. #prodchat
  67. @michgunn But seriously! Good point. Wasting time for both parties. #prodchat
  68. @TaraRodden True, but I find that my emails are so short that people read them wrong too. #prodchat
  69. Q3: How do you keep from putting off necessary communication? #prodchat
  70. @sendgine They rock, really. Look for the “Email and the High _” on @careertools. Fill in that blank with D, I, S, and C. Awesome! #prodchat
  71. @profkrg Definitely depends. Some #socialbiz professionals are moving toward that to streamline/limit unnecessary communication. #prodchat
  72. A3 Couraging as @BreneBrown calls it. Being willing to step up, have the necessary conversations without delay. #prodchat
  73. @sendgine I wonder if I could convince everyone to just communicate with me via Twitter… #prodchat
  74. @michgunn Will do! It’s going on our to-do list for tomorrow! Love these kind of resources! #prodchat @careertools
  75. A3 I’m more likely to get the ball rolling if I start by email. Not sure why, but I find I shy away from phone calls these days. #prodchat
  76. +1 RT @TaraRodden: A3 Couraging as @BreneBrown calls it. Being willing to step up, have the necessary conversations without delay. #prodchat
  77. Ha! RT @profkrg: @sendgine I wonder if I could convince everyone to just communicate with me via Twitter… #prodchat
  78. For example in Q3, I have a phone call that I need to make that’s been on my “to do” list for a week! It needs to be done, but… #prodchat
  79. @profkrg It would definitely be faster! :) It’ll be an interesting communication trend to watch. #prodchat
  80. @sendgine I don’t think I could get a lot of people to go for that. #prodchat
  81. @michgunn It seems that email has really taken the place of the phone in a lot of communications. #prodchat
  82. @michgunn But voice communication can be much, much more efficient. I’d way rather have a short convo than a dozen emails. #prodchat
  83. And, of course, there are those difficult conversations that you just don’t want to have. How do you make yourself do that? #prodchat
  84. @TaraRodden I know… :/ And when it starts to get silly, I pick up the phone. But it’s really not my first instinct anymore #prodchat
  85. Q4: What methods do you use to help streamline communication? #prodchat
  86. @profkrg Definitely has limitations and challenges! But it’s all about personal communication style, as we said earlier in #prodchat.
  87. @profkrg It’s not easy. I try to remind myself to not rehearse, just be present. And do it right away. Delay is not my friend. #prodchat
  88. @michgunn We totally understand! Digital communication has become the norm in business. #prodchat
  89. @TaraRodden those difficult conversations really have to be done face-to-face, don’t you think? #prodchat
  90. Right? Not necessarily good. RT @sendgine: @michgunn We totally understand! Digital communication has become the norm in business. #prodchat
  91. Of course. RT @profkrg: @TaraRodden those difficult conversations really have to be done face-to-face, dont you think? #prodchat
  92. A method I use for difficult conversations is scheduling the meeting time immediately. That way, the conversation has to happen. #prodchat
  93. A4 Be as clear as possible from the start. Be thorough. Think it through well from the beginning. #prodchat
  94. yup. Surprising too RT @profkrg: @michgunn It seems that email has really taken the place of the phone in a lot of communications. #prodchat
  95. Repeating Q4: What methods do you use to help streamline communication? #prodchat
  96. Stealing! :) MT @profkrg: A method I use is scheduling the meeting time immediately. That way, the conversation has to happen. #prodchat
  97. @profkrg Not always. I’m really fine with the phone. But get them done. Procrastination makes difficult convo even harder. #prodchat
  98. +1 RT @TaraRodden: A4 Be as clear as possible from the start. Be thorough. Think it through well from the beginning. #prodchat
  99. Short and sweet! MT @TaraRodden: Be as clear as possible from the start. Be thorough. Think it through well from the beginning. #prodchat
  100. A4: I like to batch communication tasks. Do all email at once, all phone calls, etc. #prodchat
  101. A4: I even have all of my regular meetings on the same day. I don’t always look forward to meeting day, but then it’s done. #prodchat
  102. A4. I try to ask/address only one question/issue per email. Helps keep the conversation on track and get to a resolution faster #prodchat
  103. A4 To streamline, we like to talk in person whenever it makes sense. Then, it’s using the right social tools for the job. #prodchat
  104. @sendgine As concise as needed, yes. But no so brief as to leave something out for sake of brevity. #prodchat
  105. great idea! RT @profkrg: A4: I like to batch communication tasks. Do all email at once, all phone calls, etc. #prodchat
  106. Most efficient too! RT “@profkrg: A4: I like to batch communication tasks. Do all email at once, all phone calls, etc. #prodchat
  107. I like the idea of being clear and well thought out from the beginning of the conversation so you don’t have a lot of repetition. #prodchat
  108. A4 relevant subject lines! I change them if someone used a thread that’s on a completely different topic. #prodchat
  109. Plus batching phone calls means I don’t have to be on the phone as much. #prodchat
  110. Yes! RT @michgunn: A4 relevant subject lines! I change them if someone used a thread that’s on a completely different topic. #prodchat
  111. Agreed!! MT @profkrg: I like the idea of being clear and well thought out from the beginning so you dont have a lot of repetition. #prodchat
  112. A4 i like to use bullet points in mails or other layout instruments to improve readability #Prodchat
  113. A4: I use only a few social media platforms. Spreading myself too thin isn’t the way to go. #prodchat
  114. @alfombra06 Hi! Welcome! We’re talking about productive communication. #prodchat
  115. Very smart! RT @rmcgahen: A4: I use only a few social media platforms. Spreading myself too thin isnt the way to go. #prodchat
  116. @TaraRodden Point totally taken. The entire message has to be communicated, regardless. #prodchat
  117. I love this! RT @sendgine: A4 To streamline, we like to talk in person whenever it makes sense. #prodchat
  118. +1 RT @alfombra06 A4 i like to use bullet points in mails or other layout instruments to improve readability #Prodchat
  119. Q5: What’s your best communication productivity tip for the group? #prodchat
  120. We do too! RT “@alfombra06: A4 i like to use bullet points in mails or other layout instruments to improve readability #Prodchat
  121. LOL. I certainly try not to! RE @katgordon: People still make phone calls?! #prodchat
  122. Ha! Not me, if I can help it. ;) RT @katgordon: .@profkrg People still make phone calls?! #prodchat
  123. Agree too! @profkrg: I like the idea of being clear and well thought out from the beginning so you dont have a lot of repetition. #Prodchat
  124. Which ones do you prefer? MT “@rmcgahen: I use only a few social media platforms. Spreading myself too thin isn’t the way to go. #prodchat
  125. @sendgine We should have a #prodchat on using social media productively.
  126. A5 Draft emails without recipients entered. Very embarrassing when you hit send and didn’t quite mean to yet… #prodchat
  127. Yikes. RT @michgunn: A5 Draft emails without recipients entered. Embarrassing when you hit send and didn’t quite mean to yet… #prodchat
  128. .@katgordon Yes to phone for quick alignment. Hate long chats. You keep saying “say again” b/c bad connection #Prodchat
  129. A4: I put entire communication in email subject line with “eom” at end to signify “end of msg.” Recipient doesn’t have to open. #prodchat
  130. @rmcgahen Cool! The Big 3. :) Do you limit all your communication to those, just out of curiosity? #prodchat
  131. Definitely! That would be a great topic! RT “@profkrg: @sendgine We should have a #prodchat on using social media productively.”
  132. This so funny to me. I am on the phone or Skype all day. MT @katgordon People still make phone calls?! #prodchat
  133. @sendgine I also pick up the phone, Skype and do face-to-face. #prodchat
  134. A5: I like to communicate face-to-face whenever possible. Avoid all barriers. #prodchat
  135. A5 careful use of cc: in mail communication is an art. #Prodchat
  136. .@profkrg @sendgine Great idea! Twitter chats are one of the most productive social media uses IMHO. #prodchat
  137. Love that!! MT @Gordon A4: I put entire msg in email subject line with “eom” to signify end of msg. Recipient doesn’t have to open #prodchat
  138. A5: Be direct. Don’t beat around the bush…it just wastes time and energy. #prodchat
  139. @rmcgahen Nice! We were just talking about how/if we limited our communication tools earlier, so thanks for sharing that! #prodchat
  140. @TaraRodden I interviewed people all day as a journalist. That’s when I started disliking the phone. #prodchat
  141. @TaraRodden After interviewing people all day, I didn’t want to chat after I got home from work. #prodchat
  142. We agree! RT @katgordon: .@profkrg @sendgine Great idea! Twitter chats are one of the most productive social media uses IMHO. #prodchat
  143. @katgordon I love Twitter chats! I’m not sure all of my followers love how much I love them. :/ #prodchat
  144. Good one!! RT @alfombra06: A5 careful use of cc: in mail communication is an art. #prodchat
  145. @profkrg Listening is the most important part of my work. And I love my job. :) #prodchat
  146. A5: Being intentional in your communication also is important. Think recipient and content before choosing a tool. #prodchat
  147. @TaraRodden that’s awesome. I guess talking is the most important part of my job. *blushes* #prodchat
  148. yes “@profkrg: A5: Being intentional in your communication also is important. Think recipient and content before choosing a tool.” #prodchat
  149. Absolutely! Maybe we should eventually eliminate it? RT “@alfombra06: A5 careful use of cc: in mail communication is an art. #Prodchat
  150. @profkrg I often get real chatty after a long day. All that not talking bottled up inside. #prodchat
  151. @katgordon Of course recipient has to know what eom means. :) #prodchat
  152. Q6: Who do you wish you communicated with more effectively? #prodchat
  153. Lol. I’m the opposite. RE @TaraRodden: I often get real chatty after a long day. All that not talking bottled up inside. #prodchat
  154. “RT @profkrg: A5: Being intentional in your communication also is important. Think recipient and content before choosing a tool. #prodchat
  155. A6: There certainly are times when I wish I communicated better with my students, especially about difficult subjects. #prodchat
  156. A6 Myself. Classic negative self-talk. Journaling helps to break through some of that. & Therapy (as a New Yorker, it’s required) #prodchat
  157. Amazing answer. I never thought about that one. RE @michgunn: A6 Myself. Classic negative self-talk. #prodchat
  158. Q7: What is your favorite form of communication? You know, the one you would always use if you could… #prodchat
  159. A6 I have the ambition of individualise my communication toward each of my employees #Prodchat
  160. A6 Fellow employees. We’re all about constantly improving internal office communication–it can always be better. #prodchat
  161. A7 Face to face, preferably over a nice glass of wine. #prodchat
  162. Great goal. RT @alfombra06: A6 I have the ambition of individualise my communication toward each of my employees #Prodchat
  163. A7 Compassion? Yes, email… but I wish I could always communicate with compassion. Always in a rush, that sometimes falls away #prodchat
  164. And now we’re even better friends! RT @TaraRodden: A7 Face to face, preferably over a nice glass of wine. #prodchat
  165. A7: I would be a happy girl if I could always communicate via Twitter. Simple and short. #prodchat
  166. +100 MT “@michgunn: Yes, email but I wish I could always communicate with compassion. Always in a rush, that sometimes falls away #prodchat
  167. A7 face2face or telephone if unavoidable. Email come third, Text fourth. Each message has optimal medium #Prodchat
  168. Q8: What is your least favorite form of communication? You know, the one you wish you never had to use again. #prodchat
  169. +1 RT @profkrg And now we’re even better friends! RT @TaraRodden: A7 Face to face, preferably over a nice glass of wine. #prodchat
  170. Yes… sounds lovely. :) I’m changing my answer to this. ;)RT @TaraRodden: A7 Face to face, preferably over a nice glass of wine. #prodchat
  171. RT “@profkrg: Q8: What is your least favorite form of communication? You know, the one you wish you never had to use again. #prodchat
  172. That’s a journalist’s secret weapon! RT @alfombra06: A8 silence #Prodchat
  173. A8 In all honesty, e-mail. (Don’t judge us @michgunn!) We’re finding more ways to get things done without it! #prodchat
  174. A8 phone… i’m wondering if there’s one I dislike more… #prodchat
  175. A8: Email is the necessary evil of my life. I wish I never had to use it again, but that’s just not realistic. #prodchat
  176. +1 MT @michgunn I’m changing my answer to this. ;)RT @TaraRodden: A7 Face to face, preferably over a nice glass of wine. #prodchat
  177. Q9: What form of communication do you wish you used more? #prodchat
  178. No judging from here… I’m all about compassion. ;) MT @sendgine: A8 In all honesty, e-mail. (Dont judge us @michgunn!) #prodchat
  179. RT @AnnieFeighery: I’ve swapped about 90% of my email communication to Skype chat. No need for back-and-forths clogging the inbox. #prodchat
  180. Frustrating! MT “@profkrg: Email is the necessary evil of my life. I wish I never had to use it again, but that’s not realistic. #prodchat
  181. What I love about email is that it lets you have a conversation at your own convenience. It’s like letter writing but faster. #prodchat
  182. @alfombra06 Ah, but silence does a lot of heavy lifting! As a form of feedback, tho, not so good. #Prodchat
  183. A9: I wish I still sent cards and letters like I used to. There is nothing more wonderful than getting real, thoughtful mail. #prodchat
  184. @michgunn Ha Ha! Well played!! As long as work gets done, we’re cool! :) #prodchat
  185. A9 phone. Better than email. But nobodys answering anymore. An era of asynchronism #Prodchat
  186. RT @AnnieFeighery: I’ve swapped about 90% of my email communication to Skype chat. No need for back-and-forths clogging the inbox. #prodchat
  187. The problem is when something is urgent and you don’t get a response. Or the other party is not communicating well. #prodchat
  188. RT @michgunn: The problem is when something is urgent and you don’t get a response. Or the other party is not communicating well. #prodchat
  189. But as a communication medium, email is such an amazing tool. I can’t imagine life without it anymore. #prodchat
  190. One last question, just because they left me in charge… #prodchat
  191. @AnnieFeighery Do you find that less e-mail has made you more productive? #prodchat
  192. So true! “@profkrg: A9: I wish I still sent cards and letters. There is nothing more wonderful than getting real, thoughtful mail” #prodchat
  193. Q10: What communication resource (person or text) do you recommend to the group? #prodchat
  194. .@michgunn agree. Still waiting 4 mail 2.0 with thread enhancement srandardisation #Prodchat
  195. +100 MT @profkrg A9: I wish I still sent cards and letters. There is nothing more wonderful than getting real, thoughtful mail. #prodchat
  196. :) RT @alfombra06: .@michgunn agree. Still waiting 4 mail 2.0 with thread enhancement srandardisation #prodchat
  197. A10: I got excellent communication advice from The Power of Less by @leobabauta. #prodchat
  198. A10 @sanebox.com Filter for your email pre-client. Awesome! I tracked today. 175 junk messages didn’t hit my inbox. Brilliant! #prodchat
  199. A10 Common sense. Experience.(Sry not literate about communication) #Prodchat
  200. @alfombra06 I think common sense is an excellent resource. Somewhat under used. #prodchat
  201. A10 Zen of Listening: Mindful communication in the age of distraction.  http://www.amazon.com/gp/aw/d/0835608263 gp/prodchat5608263 #prodchat
  202. RT @TaraRodden: A10 Zen of Listening: Mindful communication in the age of distraction.  http://www.amazon.com/gp/aw/d/0835608263 gp/prodchat5608263 #prodchat
  203. A10 @managertools & @careertools Great podcasts about being a manager. And that’s all about people skills and better communication #prodchat
  204. Great resource! @lifehacker is good too! MT “@profkrg: A10: Excellent communication advice from The Power of Less by @leobabauta. #prodchat
  205. We are out of time! Thank you so much for participating. #prodchat

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