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Effective e-gov: think customers







Effective e-gov: think customers

Effective e-gov: think customers 06/14/2004 11:05 PM

Computer Weekly Jun 15 2004 1:18AM GMT




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Effective e-gov: think customers

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http://www.acrl.org/ala/acrl/acrlissues/effectiveprac/ef fectivepractices.htm

ACRL is frequently looked to and contacted for descriptions of effective practices in the academic library profession. The goal of the Effective Practices Clearinghouse is to recognize effective practices in academic libraries in areas such as programs, services, facilities, technology, and initiatives and share them so they are accessible to academic librarians and the entire education community. If your library has an effective practice to share, ACRL encourages you to complete and submit an Effective Practices Form. Your practice will be peer reviewed and considered for this site. The Effective Practices Clearinghouse is a work in progress.

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Stever Robbins has written a great article with tips on managing your email. He makes some good points in here regarding the fact that it's so easy to send email that we seldom put thought into sending it, which leads to some behaviors that wind up wasting the time of the recipient. He also offers some tips on how to send more effective messages, and how to handle the receipt of lots of email.

Here's my favorite one on sending:

People scan their inbox by subject. Make your subject rich enough that your readers can decide whether it's relevant. The best way to do this is to summarize your message in your subject.

BAD SUBJECT: Subject: Deadline discussion

GOOD SUBJECT: Subject: Recommend we ship product April 25th

While I thought most of his tips on sending are spot-on, I disagreed with some of his tips on how to handle received email. Particularly this one:

When someone sends you a ten page missive, reply with three words. "Yup, great idea." You'll quickly train people not to expect huge answers from you, and you can then proceed to answer at your leisure in whatever format works best for you.

I hate receiving a response like that. So you liked my idea. Does this mean go ahead and implement it? If the goal is to keep the response brief, instead write, "Yup, great idea. Let's get together and discuss this on Tuesday." Then there's at least a clear next step.

Via BoingBoing.


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conversation
"The biggest problem with communication is the illusion that it has occurred."

-- George Bernard Shaw

If Shaw is right, what can we do about it? We spend over half of our working life, and a considerable portion of all our waking hours, engaged in some form or another of communication, yet for all our practice most of us seem to be very poor at it. The problem, I think, is that it's hard to learn from your mistakes when you don't know you're making them.

I've often watched and listened to someone try valiantly to make some critical point about which they are both passionate and informed, and then when I talk with their audience immediately afterwards I've discovered that almost no one got it. I've been equally astonished at some of the comments and e-mails my weblog articles have provoked that indicate the reader has not understood in the least the point I was trying to make.

But I'm less stressed and self-critical about that than I used to be, because I've learned that the miscommunication often wasn't my (or anyone's) fault. I've come to appreciate that there are five major hurdles to effective communication, and you have to vault them all or your communication will fail. Here they are:
  1. Your point must be explainable using language. This might seem obvious, but most of our important life learnings are not taught through language. We learn for the most part by doing (and by making mistakes), not by listening to someone tell us something. Try to explain to someone (or write a manual to explain) how to ride a bicycle. Try to describe the difference in taste (or smell!) between a Merlot and a Shiraz. Much of our knowledge is instinctive, and much of what we learn is subconscious or unconscious. The comprehension 'bandwidth' of oral and written language is surprisingly narrow, and language is much better at conveying some things than others. Language itself is an artificial construct, a feeble model to try to depict reality abstractly. What's worse, we may have a shared vocabulary of no more than a few hundred words with our audience, and their subjective connotationof many of these shared words may be completely different from ours. I once listened to two people on a train argue vociferously for an hour over what strategy their organization should pursue, only to discover that they had a completely different idea of what the word 'strategy' meant.  Why should we be so surprised at language's limitations? There are a variety of devices that can be used to push the idea you want to communicate across the line from incomprehensible to comprehensible -- most notably metaphors, analogies, stories and conversations (iterative communications) -- but we would be best to realize that there are many explanations and teachings that language is just not equipped to do. When we love to teach, it is hard to acknowledge how much cannot be taught with language. Maslow said "When your only tool is a hammer, every problem looks like a nail." (That's a metaphor: did it help you understand this hurdle?)If your point is not explainable using language, take your audience out of the lecture hall and into the laboratory and show them instead.
  2. You must be able to articulate your point clearly and persuasively. If you've vaulted the first hurdle, this next one is just as tough. There are two parts to it -- clarity (rational appreciation) and persuasiveness (emotional appreciation). Although debates are supposedly models of persuasiveness, their focus is really on clarity. Clarity is tough enough to do, which is why the aforementioned techniques like stories and conversations and metaphors are so vital. Persuasiveness is a much subtler achievement, one that requires both personal conviction and an understanding of and empathy for the audience. I don't know whether this is a lost art, or if we have just given up trying. I see a lot of sermonizing (in churches, on talk radio and in the editorial pages) but no real persuasion -- sermonizers preach only to the choir, and change no one's mind. They only reassure. True persuasion takes an appreciation of why the audience doesn't agree with you now. It involves tact, diplomacy, consensus-seeking, compromise, and creative thinking. Such skills tax our patience and attention span. It is usually easier to use power and deceit than persuasion to get what you want. So it's not surprising that those who want to change people's minds are more preoccupied with getting power and perpetrating myths than with appreciating other perspectives and thinking through how to win people over in a non-coercive and non-manipulative way. The only way over these hurdles is through a ton of research (face to face as well as online), openness, attention skills, empathy and an enormous amount of practice.
  3. Your audience must be ready to listen. If your audience is ignorant of the lessons of history, or complacent about the state of the world, trying to teach them about the importance of separation of church and state, or the steps they need to take to reduce their contribution to global warming, is like trying to teach calculus to pre-schoolers. Your audience needs an appropriate intellectual and conceptual foundation, and an informed sense of what is urgent and what is important, before they will be ready to listen. Daniel Dennett says "On any important topic, we tend to have a rough idea of what we believe to be true, and when someone provides the words we want to hear, we tend to fall for it, no matter how shoddy the arguments". If your audience doesn't think they need what you're selling, they probably won't buy. Until your audience is ready for what you have to tell them, you're wasting your time, and theirs. There's only one thing you can do to overcome this hurdle -- pick (and invite) your audience carefully.
  4. Your audience must be listening. They're probably not. They're thinking about the cutie they met last night or sitting next to them, or what they have to do next, or what they'd rather be doing now than listening to you. They may be multi-tasking. they're almost certainly daydreaming. So you need to get their attention. To do that you need to distract them from all their other distractions. The best way to do that is not by impressing them with the importance or urgency or cleverness of what you have to say. It's to entertain them. The work 'entertain' means literally to hold attention. That means start, and pepper what you're saying, with interesting stories, amusing anecdotes or jokes, and facts. That means talking in an animated manner. That means relating to the audience in a personal way that keeps them engaged -- first names, eye contact, relating something about them. That means giving them something. That means paying attention to the audience, understanding why they're not listening (perhaps because their sidebar conversation is more interesting, urgent or important to them), and drawing them gently but powerfully back in. That doesn't mean criticizing them for not paying attention -- that's blaming them for your inability to keep their interest. How many of us are good at doing all this? I don't see many hands. We need to go back to school on this, and learn how to be better presenters (even if we're only 'presenting' to one person) -- not just more prepared and articulate, more entertaining as well.
  5. Your audience must be able to understand your point from their frame of reference. This is not the same as point 3. Even if they're ready to listen, they're coming to whatever you're talking about from a very different place, and their brains, like yours, is wired by history of personal experience. Lakoff says: "Frames trump facts. All of our concepts are organized into conceptual structures called frames (which may include images and metaphors) and all words are defined relative to those frames. Conventional frames are pretty much fixed in the neural structures of our brains. In order for a fact to be comprehended, it must fit the relevant frames." That means even if they're ready for your message, even if they need to hear what you have to say, you still need to say it in a way they can understand. How do you do that? Spend lots of time talking with people whose frames are very different from yours, and practice understanding their frames and explaining things in their context. And rehearse, rehearse, rehearse.
All of this isn't as hard as it might sound. We have an enormous number of opportunities to practice vaulting each of these hurdles every day. Mostly, we just need to pay better attention, be more conscious of what we're doing wrong, and work on all those bad communication habits we've picked up. And these five hurdles apply as much to written communications as oral ones. As I worked through this list, I cringed at how much work I have to do at improving my own communications. So I'm guessing it must be a pretty good list.

Phishing Scams Amazingly Effective


Phishing Scams Amazingly Effective 07/28/2004 04:53 PM
An anti-spam company showed a bunch of emails to people to see if they could spot the phishing scam emails from the legitimate emails and discovered that an awful lot of people are easily fooled. 28% of the time, people thought scam emails were legit. No wonder they're so popular these days. The study also turned up that there are problems with false negatives as well. A large number of perfectly legitimate emails are now being dismissed as fraudulent by users who are too weary of phishing scams. This, obviously, can be quite troublesome for companies who need a legitimate way to contact their customers. The answer seems pretty simple: don't put URLs in emails any more. If you need someone to check their account, tell them to go to your webpage and login, and have a clear splash page that details the issue. Then, convince people not to click on emails in these messages.

SEC declares Google IPO document
effective


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effective
08/18/2004 04:57 PM
Reuters Aug 18 2004 8:14PM GMT

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Registration Statement Effective August
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Registration Statement Effective August
17 at 4:00 PM EDT
08/16/2004 04:20 PM
"... Google and the underwriters have requested that the Securities and Exchange Commission declare the registration statement pertaining to Google's initial public offering of Class A common stock effective on Tuesday, August 17, 2004 at 4:00 p.m."

Effective PR for open source projects


Effective PR for open source projects 04/22/2004 10:47 AM
This Saturday we're holding an IRC discussion with OSDN editor in chief Robin 'Roblimo' Miller about how to get the media spotlight to shine on your project. Robin recently wrote a NewsForge article article headlined Getting good PR for your open source project, and he's the author of The Online Rules of Successful Companies, so he's as strong an expert in this area as you're likely to find. The (moderated) chat will be at 2000 UTC (4 p.m. EDT, 1 p.m. PDT) on IRC server events.oftc.net, #promo, Saturday, April 24, 2004.

effective bribing at nice restaurants


effective bribing at nice restaurants 04/09/2004 04:06 PM
the story's a few years old, but i bet that money still talks
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Effective e-gov: think customers

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