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Easy tips to make your emails more effective

Julian Byrne - Wednesday, March 28, 2012
We all use email so much that it can actually eat up all our free time. With our mobiles receiving emails and the Ipad too, you can’t seem to escape from them.

Over the years I have learnt many ways of improving my efficiency. I would like to share some useful tips with you, on how you can improve your emails.

Your email signature.


If you are constantly having to type the ending to all your emails, eg: Regards or Thanks – you can put that into your signature.

Make sure your signature is on all initial emails and that it includes all your relevant contact details. It can be really frustrating when you can’t find a persons phone number and you have loads of their emails.

Your Inbox


I have been to visit many clients who have shown me their Outlook with thousands of emails in the Inbox. That scares me. I have seen Outlook crash when there were simply too many emails in the Inbox. When Outlook crashes it can be very distressing!
It takes a few seconds to create folders and then you can organise your emails and keep your inbox clean. I try to leave only things I have pending in my inbox, when it builds up I find sometime to get things done and it all cleaned up again.

Writing emails


To me this is the area that is most important. Some people are extremely brief in their emails and in their SMS messages, others write whole books. I think a comfortable comprise is needed.
After you have said the usual pleasantries, get straight to the point, and make it extremely clear. Try and say everything you need so that the other person will definitely understand, rather than leave any guessing. Here is an example.

Client emails me, or even worse sends me an SMS:

Hi Julian,
My website isn’t working.
Please fix.


There are a few assumptions here:
1. I know which website he is referring to
2. That I know who he is
3. That I have all his contact details

The more effective way to right this email would be:

Hi Julian,

My website www.domain.com is not working. This page shows an error – www.domain.com/about.htm
Can you please fix this?

John Smith
ABC Limited
Tel: 2000000
Email: john@domain.com
Web: www.domain.com

When you write the email try to think of the questions that may arise from the message you are sending and answer them. 

Another typical example is in arranging meetings:

Hi Julian,
Can you meet up next week?

--
Yes, sure when is best for you?
--
Wednesday or Thursday
--
Ok Wednesday morning?
--
What time?
--
11am
--
Sorry can’t. How about 12?
--
Ok 12 it is. At my office or yours?
--
Mine is better.
--
Ok. Wednesday at 12 at your office.
--
Ok see you then.

That’s 11 messages which could have been done in 3. Lets see:

Hi Julian,
Can you meet up next week, I am free on Wednesday and Thursday morning, except for 11-11.30 on Wednesday. It would be best in my office as I have something to show you.

--
Sure, let’s make it Wednesday at 12 at your office. Ok?
--
Great. See you then.

Summary:


• Be specific
• Be clear
• Try not to leave questions open ended
• Explain what you need to in order to avoid unnecessary questions

These are just a few tips that can help you make your emailing quicker, easier and more effective. Let me know any tips that you use to improve your email efficiency, by commenting below.

Does good graphic design affect website success?

Julian Byrne - Wednesday, February 22, 2012

Imagine you enter a shop, the logo looks like it was designed by a child, there are sheets of paper stuck on the walls with hand written text on them. The tiles are all misaligned on the floor. The walls are painted in bright contrasting colours which almost hurt your eyes. The display units are huge, but the products are tiny. None of the products have clear labels or prices. You look for a shop assistant but can’t find any. After a few minutes you give up and leave.

No business owner would ever want to have a shop like that one, and no client would bother wasting time in that store. However, when it comes to the online store/website it is often forgotten that we are dealing with the same person and the same issues.

Some excellent businesses have terrible websites. Badly designed, disorganised, difficult to navigate and just not user friendly at all. The Stanford Web Credibility Project found that 47% of users make buying decisions based upon the site itself. This implies that if the site looks professional and has good graphic design it can heavily influence sales. So much so that nearly half your customers can make a buying decision without having to shop around, or doing off-site research.

This seems extremely obvious in the physical store example explained above, but for some reason it is often disregarded when creating a website. Whilst in a physical store you may have up to a few minutes, on the web you only have 10 seconds to make an impression.

 

10 Seconds

In the first 10 seconds of arriving at your site many users will have already made a decision in their minds. In this time visitors gather a large range of impressions: company quality and size, product range, product offering and price. They either connect and feel they are in the right place or leave.

Website owners need to look at their websites objectively and ask this type of questions:

  • Does my site look attractive and professional?
  • Does my website properly reflect what we do?
  • Would a complete stranger know how we can help them within 10 seconds of visiting our site?
  • What is the overall message my site is sending?
  • Do I have clear calls to action?
  • Is it easy for someone to find what they are looking for?
  • Is my contact information obvious?

In my experience I have seen some incredibly convincing results that good graphic design can positively increase sales. One particular ecommerce site is our best example of this:

The site was consistently selling around 6000USD per month before we took it on.

Without any further advertising or increases in traffic, but just by applying a totally revised look the site sales shot up to 10,000USD per month instantly.

The second redesign of the site, after extensive user testing has again increased sales to 13 – 15,000USD per month.

Don’t forget that your website can say a lot for your business. Make sure your site is saying the right things.

Choosing a good business name

Julian Byrne - Wednesday, February 08, 2012

Names are very important, some people believe that you are defined by your name. There are plently of books which explain the meaning of each name and a lot of parents use these books before naming their children ( I know we did). With a business it is very common to use your own name or something to do with Gibraltar. That can be good but can also mean you get lost in a large array of businesses with similar names. Here are some tips to help you select your business name.

1. Keep it simple.If you company name is too hard to spell, or difficult to pronounce or remember you are making things difficult for yourself. At the beginning it is best to have a simple name that people can remember.


2. Describe what you do.Your name or at least part of it should describe what you do, an easy test is to tell someone the name and ask them if they know what the company does. As in all marketing keeping things simple and clear is the best way. 

3. Choose the right tone.Is your company very corporate and serious? Or youthful and fun? The name should help to set the tone of the work that you do, this helps the right people to identify with the company.

4. Don't limit yourself too much. Although describing what you do in your name is good, it can also limit what you offer in the future, try and choose something that is descriptive but quite open for future business expansion.


5. Sleep on it. Once you have decided a name, sleep on it and look at it freshly the next day. This is a great test for any creative ideas. Having a good rest will help you to look at it from a more neutral point of view.

6. Add something memorable. If your business tone allows you to, you should try to add something a little different. In our case we chose Piranha Designs. Piranha is not something common and is quite unusual, people remember it. The Designs part describes what we do without limiting us to one particular area of design. 

7. Be careful about using your own name. It can be very good to use your own name for the business but you need to try and think long term. Maybe you want to sell the business in the future, or things don't go so well and your name is always associated with the company. It is best to be very sure before connecting yourself in such a powerful way.

There are always exceptions to these rules, that still work incredibly well. Google, Yahoo etc are perfect examples of this. These are just some thoughts and suggestions for smaller businesses, that have proven to be useful. If you have any other ideas or things to add to this list, please let me know, or add a comment below.

Top 10 New Year’s Resolution for Small Business Owners

Clare Earle - Wednesday, January 11, 2012

It’s the start of the New Year and millions of people around the world are reflecting on 2011 and are making New Year’s resolutions that will make them better, slimmer or healthier. As a small business owner you can also make a ‘corporate’ new year’s resolution for your business. In our next blog entry, we will share with you what Piranha Designs has promised to achieve in 2012. But now, let me share with you, what I believe, are the top 10 New Year’s resolutions for small business owners:

  1. 1.Support Other Small Businesses

As a small business owner yourself support other small businesses by switching one of your current providers or suppliers to a small business!

  1. 2. Focus on the Growing Mobile Community

It is a known fact that more people are using their mobile phones to surf the internet and that this is a growing trend. You need to make sure that all your online marketing strategies are mobile-friendly. Have you ever tested how easy it is to navigate through your website via a Blackberry, iPhone or Android?

  1. 3. Put yourself on the Map

It is also true that more and more people are using the internet to source out local businesses; so make sure you can be found easily on Google Places, Bing maps, and Yahoo maps.

  1. 4. Share the Workload

As a small business owner your time is precious so reflect on where your time and effort is most fruitful and focus on that! Then pass on all the other tasks (admin tasks, blog updates) to other staff members or consider outsourcing. 

  1. 5. Socialise More

Chose a social network that will be used to market your business, there is a wide selection (blog, facebook, twitter, google+, LinkedIn) so make sure you pick the one that best suits you. If you are already using one of these social networks either commit to utilising it further to promote your business or chose a new network to take full advantage of.

  1. 6. Refresh Your Website

Do not fall into the trap of focusing on your facebook account and neglecting your website. There is no point in having an up-to-date facebook page that leads to an out-dated and inaccurate webpage. Remember to keep the content and look relevant and engaging!

  1. 7. See Your Staff as Your Customers

If you see your staff as your primary customers you will start to praise them and treat them even better than you are now. This will have the knock on effect of having a happier and more motivated workforce which will lead to higher productivity and improved customer service!

  1. 8. Prepare for the Tax Time

Make a commitment to yourself that you will have all the relevant paperwork in an organised fashion at least 3 weeks before the tax deadline; this means that you can avoid the mad rush and stress of getting all the paperwork ready at the last minute.

  1. 9. Socialise in the Real World

Online socialising should not replace real world socialising; instead they should complement each other! You can find very valuable clients or providers by socialising outside of your normal circles. Perhaps attend a conference or join an association. 

  1. 10. Treat Yourself to Some TLC

As a small business owner it is very easy to work yourself too hard and reward yourself too little. So make sure you treat yourself regularly with leaving home early one day or treating yourself to a day at a spa.

Remember to look at our blog over the next few days so that you can find out what Piranha Designs New Year’s resolution is for 2012.  

4 reasons to use Facebook to promote your business

Julian Byrne - Wednesday, August 17, 2011
Facebook is taking over the internet. It is transforming the way people behave and interact online. Even if you don’t like Facebook or the idea of social media, it is fast becoming a necessity. Here are four reasons why you should consider using Facebook to promote your business.

1. Communication

It can be very difficult and expensive to communicate quickly with your clients and prospects. Maybe you need to print something out, or send emails. With Facebook you can spread a message extremely quickly and totally free. The best thing about it is that your Fans/Friends can also share that with their friends.

2. Awareness

Facebook have an effective and very affordable advertising system. You can specify exactly what type of person you wish to target, their location, age etc. Then you only pay per click, so you know every penny is being spent wisely. This can be a great way to build brand awareness.

3. Listen to customers
Listening to customers is something we all know we should do, but very often don’t find the time to. With Facebook it is easier to encourage feedback and listen to what your customers are saying. As Facebook is a more relaxed environment you may find that customers will actually tell you the truth!

4. Increase sales
If your customers are receiving communication from you, you are listening to them and responding this will, in the long run, have a very positive effect on sales.

There are currently 17,280 facebook members who live in Gibraltar. Are you speaking to them? Or are your competitors?

How customer reviews can boost sales

Julian Byrne - Wednesday, July 06, 2011
When you are using Amazon to find a product what do you do? You search, read the short description perhaps, and then probably the most important thing is you look at the reviews. How many good reviews has the product had? What are the bad reviews saying?

People like to buy things based on what others are saying about them, we automatically trust the buyer more than the seller. The seller will always sing their own praises, but the consumers will tell you the truth.

Very often people will simply buy products because they have high reviews, even if they are more expensive than a similar item with no or poor reviews. I know I do. I like to read the reviews to see if the product does what it is supposed to and if it is any good.

Studies have shown that the effect of having reviews on your site can be tremendous.
NetShops, which uses PowerReviews services ran a study which determined that reviewed products experienced a 26% lift in sales.

Using reviews on email marketing has lead to some astonishing results. Golfsmith International Inc. used some tests which showed that emails with reviewed products generated 42% more revenue than ones without.

It is important to note that consumers can read through fake reviews, also just one or two reviews are not enough. PowerReviews say that a minimum of 20% of products on a site need to have at least 3 to 5 reviews each in order to have any real social effect.

For some businesses, like mine, product reviews are not really possible, in these cases testimonials or case studies do the same job. Have you read our testimonials?

Our Piston Commerce software includes product review functionality, are you using it to its full extent?

More people buy from the experts. Are you an expert?

Julian Byrne - Thursday, June 09, 2011
On the web there are some websites that sell everything. Amazon and ebay are the biggest ones. These sites are hugely successful.

However there are also a large number of businesses that seem to offer a load of different services. This can be rather confusing and not as beneficial as it sounds. As business owners it seems good to have as many bases covered as possible, but as a customer this is not always the case.

Let’s imagine you are looking to buy a fountain pen.

Now you search online and you find many different websites selling fountain pens. One of them is a stationery site that sells thousands of products, it has good prices and looks interesting. Now you check another site and see that this one is a fountain pen expert site. It is a store focussed on fountain pens. They have a lot of information, good prices but above all they know their stuff, and that’s all they sell.

Who would you most likely buy from?
The stationery site that happens to sell fountain pens? Or the fountain pen expert?

On the web it pays to be an expert. There are many people out there who claim to do everything. It is often better to claim to do very few things and do them really well.

Can you focus your website a bit more? Can you perhaps make multiple sites each of them concentrating on one area of your business? Analyse your site, do your visitors know what you do straight away, and are you portrayed as an expert?

I don’t know about you, but I prefer to buy from the experts.

KISS - Keep it simple, stupid!

Julian Byrne - Friday, May 13, 2011
When I was at University my advertising tutor always used to remind us of these four words:

Keep it Simple, Stupid!

When you are designing or creating something, the tendancy is to over complicate things. We naturally think, it would be great to have this and this. Slowly what began as a simple, clean idea turns into a monster, with loads of different options and calls to action.

When planning your website you need to remind yourself of KISS, it will help you to work backwards. Always going to the lowest common denominator.

There is an interesting story about Google and how one customer helps to keep there website as simple as possible.
Google began receiving an email every so often with just a number on it, say 32. Then another number 37. There was nothing else in this email. After a while they figured out the message. The number was the number of words on the google homepage. This helped them to continuously simplify and remove words, the lower, the better. This simple strategy helped make the Google search engine so incredibly simple that it is extremely successful. Compare it to Yahoo who had hundreds of words and links. People just got lost. They just wanted to search.

When you are planning your site or trying to improve it, think, what are my visitors wanting to do or to read? How can I make the whole process as simple as possible? What steps can I eliminate?

Rather than adding more and more options, try removing some.

Looking for Investment? Try Angel List

Julian Byrne - Thursday, March 24, 2011
Sometimes you have a great idea, or your business is expanding but you could really do with a financial boost to reach the tipping point. (This is the point where you become truly successful). Nowadays it is not that easy to find investment, although there is still a lot of money out there waiting for a good project.

There is a website which puts start ups and investors together, almost like a very mini facebook for investors. Here quite a few venture capitalists and investors check all kinds of ideas and projects and choose the ones they are interested in.

It is well worth taking a look, especially if you have a great idea but need the funds.

The website is called Angel List and can be found here: www.angel.co

Why Facebook is set to own the internet

Julian Byrne - Wednesday, March 02, 2011
Facebook has already changed the way people use the internet in an incredible way.

Facebook has recently been valued at $50 Billion, that is more than Time Warner and Boeing. How can this be? What does this mean to me as a business owner? Watch the video below for more information.



You need to make sure Facebook is in your marketing plans for the future, and start building it now.

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