Leave a positive impression in the digital world

How to Leave a Positive Impression in the Digital World

Always and everywhere reachable – thanks to smartphones, notebooks, or tablets: We move around in the digital world as a matter of course and forget that we leave a lasting impression not only with our physical appearance but also through our digital communication. But what rules apply to digital communication? And what should you consider if you want to score with a "digital first impression"? Today, we consciously or unconsciously place a mass of digital data on the internet. Social platforms give us the opportunity to present ourselves as we want. By using targeted excerpts and postings from our lives, a desired "online self" can be quickly constructed. However, a completely created "digital self" will not survive for long. Because when it comes to not only presenting one's personality as positively as possible on a platform but also expressing one's competence in digital dialogue, even experienced executives reach their limits.

Scoring with Email Communication

It is a fact: Just like in the analog world, a basic level of appreciation and respect towards the conversation partner also applies in the digital world. Especially concerning email communication. After all, emails are the most widely used form of communication and have, according to a recent study, more influence on professional reputation than previously assumed: 30 percent of German business people judge new customers or colleagues based on the tone of their first email. Spelling and grammar errors are seen as a sign of lack of professionalism by every third respondent. Sending a large file can also cause annoyance to the recipient. Tip: Briefly announce beforehand that you intend to send a large file. I repeatedly experience in email correspondence, how some individuals treat the medium of email as a means of impact very neglectfully. By doing so, they deprive themselves of the opportunity to score with a convincing appearance. Several points determine the image you give of yourself with emails. To name just two: - Spelling - Formulations in the out-of-office assistant

Spelling in Emails

In many cases, emails have taken over the former function of letters in business life. However, the fact that it is easier and faster with emails should solely refer to the transmission speed – and not at all to the way in which email texts are composed. For what reason, for example, should capitalization be missing in emails? What is being signaled when emails, for example in the closing formula, only contain abbreviations that are often not decipherable by the recipient? Here, too, one of the basic rules of etiquette and convincing appearance applies: The other person should always be approached with respect and appreciation. By the way, this attitude is also reflected in very good salespeople and their mental attitude: "One must like people." And those who like other people also show this in their communication with them – regardless of the form of communication. Only if you would also use a smiley or an acronym in a letter to your communication partner – because you know the other person very well, this is also suitable for the email. Otherwise, please refrain. An appreciative communication via email also includes a meaningful subject line. Since almost all of us receive numerous emails per day, the subject line signals to the recipient at a glance what it is about – whether important or unimportant, urgent or not.

Formulations in the Out-of-Office Assistant

The out-of-office assistant, usually pre-installed in email programs, is a helpful option. However, it is only useful if its text is carefully formulated. Imagine that you want to visit someone, ring the doorbell, it is opened for you – but instead of the expected person, someone else appears and explains that the desired person is not available. Isn't it important in such a situation how this is explained to you? Friendly or brusquely, with a smile or a grumpy look? Your reaction will be based on this. It is similar with the out-of-office assistant in email programs. It can be done without. But if it is used, please always be aware that it must convey bad news – namely, that you are not reachable. Accordingly, the text should be chosen in an open and positive manner. Avoid meaningless, impersonal phrases. Invest some time and creativity in creating an appealing and customer-oriented text. As a rhetorical device, you also use so-called "you perspectives" here, especially. For example, instead of saying "I am not available until ...", it is better to say: "You can reach me again from ...". This way, you not only put your communication partner in the center, viewing the world from their perspective – because they are interested in when they can reach you again. And you also make it easier for them to read the text. Our brain can only process "not" indirectly – or what do you think of when you read: "Please do not think of a white elephant now." But not of a white elephant? When formulating texts – also beyond the out-of-office assistant – always follow the basic principle of all marketing: "See the world through the eyes of your counterpart." (Peter F. Drucker) An out-of-office assistant is marketing for your own person or the company you represent.

Video Conference – Beware of the Typical Pitfalls

This also applies to video conferences: Allocate enough time for preparations in advance. Because here, not only the spoken word counts, but also gestures, facial expressions, and the environment in which you are located contribute to a first overall impression. To avoid unnecessarily straining the patience of the conversation partner, check the microphone and speaker or headset before starting a video conference. Also, adjust the camera before the call. There should be no distracting objects or distracting actions in the background. If the overall picture is not coherent, your image and competence will suffer. I wish you inspiring and "opening" communication – also in the digital world. Feel free to reach out to me at any time if you want to further refine your appearance. Stilwelt® offers you in-house seminars as well as individual training or long-term coaching for this purpose. Peter A. Worel, Managing Director of Stilwelt®