entertainment industry coach question 707: What's the best way of dealing with "the pests" I don't want to be rude

This was a question from the other side of the coin. After listening to my free teleseminar How to Pursue People Without Being a Pest (you can listen to the replay by clicking HERE), this gentleman wrote to me:

I am wondering about the best way of dealing with "the pests" - I don't want to be rude - and simply ignore them....but when I have asked people to not email their "funny" or political emails - some don't stop. Any strategies?

Ummm.. first tell them to listen to my call, although that may fall on deaf ears as most pests don't recognize that they're pests.

Second, write them one more time saying that this is a difficult email to write because you've written to them before in regards to this issue, and you don't want to be rude, but that if they continue to send this type of email, you are going to block them from your email. Again, say that you are not being rude, but you want them to understand that in your position you get [100- or insert your # here] emails a day, and with your work and family, barely have time to go through and get to the important ones. Say that you value your professional relationship and ask that when emailing you, it is for professional reasons ONLY. Then thank them.

If they don't respect that, then it is HE or SHE who is being rude, so BLOCK THEM! Or report them as SPAM. Some pests have to learn email etiquette the hard way.

This tough love has been provided by The Greenlight Coach :)

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entertainment industry coach question 685: How long should I wait to follow up when I think an email didn't go through but I'm not sure?

My first suggestion, is to always BCC yourself on emails, so you know that it went out properly.

As far as suggestions for how long to wait, it depends on the urgency of the email.

If you send an email that is time sensitive and think that for some reason it didn't get delivered, you can immediately send another email, stating, "I apologize if you're receiving this twice. I received an email error and wanted to be sure my time sensitive email went through."

If the email is not time sensitive, you can follow up 3-7 days after by forwarding the original email and putting in your new message, "Following up, to be sure you received the email below."

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For more tips and articles by top entertainment industry career coach, The Greenlight Coach, visitwww.TheGreenlightCoachBlog.com

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question 173: What's the most professional way to let all of my contact know I've changed my contact info?

It depends on if you want to spend money or not. You can have cards/postcards made up with your personal logo (if you have one) and/or the new contact information. Then mail it out to everyone. It's just like those "We've moved" cards you get from your friends when they move to a new house. The reason why this may be worth the added expense, is because people will hold on to the card until they change it in their address book.

The free way to do it PROFESSIONALLY, is to send it out by email BCC ( did I say BCC? Because if I didn't: BCC!!!). People tend to do this when they change only their email address. I am one of those people who is guilty of not updating these when I get them, putting them in an inbox file titled "updated contact info," and forgetting all about them. That's why I prefer the aforementioned card, because I will save it until I add it. But that may just be me.

With email, you also run the risk of it disappearing into the email ether, but we run that risk everyday...

For more tips and articles by top entertainment industry career coach, the Greenlight Coach, visit www.theGreenlightCoachBlog.com

question 156: What's better: calling a person or emailing a person?

In earlier questions I talked about creating rapport and communication. I wrote that communication is broken down by: 7% the words you say, 38% the tonality with which you say them, and the rest of the 55% is your physiology. Therefore, the best way to communicate with someone is in person, then by telephone, and lastly by email (I'm sure you've had a situation where someone misunderstood an email because they couldn't "hear your tonality" and didn't realize you were making a joke).

That said, whenever possible, ask the person how they, specifically, like to be contacted.

For more tips and articles by top entertainment industry coach, The Greenlight Coach, visit www.thegreenlightcoachblog.com

question 138: Any tips on technology etiquette? I was at a meeting with a guy who kept checking his iPhone.

Well, it sounds like you need to share this blog with him, because anyone who checks his/her iPhone during a meeting without pre-framing it with you that he/she is waiting for an emergency message is just rude! So, here are some tips:

1. Phones: don't answer them, check texts, or check emails, during a meeting, UNLESS you let the person know beforehand that there's an urgent message you're expecting.

TURN THE RINGER OFF, possibly the whole phone if you're on set. You never know how an incoming call/email/text is going to effect equipment during a take.

2. Texting while on set: do it on a break whenever possible. I know you're always looking for the next job, however you want to be careful that you're not perceived as bored or self-absorbed, so try to do it out of eyesight.

3. Email response: you don't have to respond to everyone especially if they haven't given you a reason to respond. If you do plan to get back to them, the sooner the better. And if you can't get back to them as quickly as you'd like, apologize for the lag time. When I had less than 20 clients, I had a 24 hour rule. Now, I couldn't possibly get back to everyone who emails me within 24 hours--- so sorry, if you're still waiting. I do tell clients that if it's a time sensitive issue, to write that in the subject line.

A great tip I read is: think of your technological devices as "crossword puzzles." Anywhere it's acceptable to pull out and work on a crossword puzzle, is okay to use your device.

If you have more specific issues you want addressed, put it in my comments and I'll write about it.

For more tips and articles by top entertainment industry coach, the Greenlight Coach, visit www.thegreenlightcoachblog.com

Question 39: Why is it important to BCC my mass emails?

Ah, GREAT question!!! And no doubt in response to my latest Facebook post. 

Let me start by explaining BCC (Blind CC) for those of you whom are unfamiliar with it. In an email that you are sending to more than one person, you have 3 choices of how to send it:

1. To: specifically to whom you're sending your email 

2. Cc: carbon copy- others whom it may relate to, so you feel they should read it

3: Bcc: blind carbon copy- NO ONE you send it to sees who else you sent it to. 

What happens if you send to more than one person via "To" or "Cc?" Everyone receiving that email now has all of the email addresses of your colleagues.   

In business, this has the potential to create privacy issues. If you violate someone's privacy they may become very ANGRY with you. This may cost you:

1. a relationship

2. jobs

3. money 

Be aware of proper email etiquette. Beware you "Reply-all" people. Bcc!!! I don't need everyone in the internet ether knowing my email addresses. Neither do your valued clients, business relationships, mentors, and friends. 

For more tips and articles by The Greenlight Coach, visit www.TheGreenlightCoachBlog.com