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To provide busy, worn-out, stressed-out people with information they can use to get things done.

TECH-Tip

Signing mail merge letters
by Peggy Duncan

A financial planner sent me a letter that went into the trash the instant I opened it...without even blinking. Here's why:

1. The letter was typed using the Comic Sans typeface. The typeface you select for your business correspondence should reflect the type of business you're in. If you're running a daycare center, a playful font like Comic Sans would be appropriate, but not for a financial planner who wants to be taken seriously.
    

2. She started the letter using "Dear Peggy." Since I don't know her, the planner should have addressed the letter with "Dear Ms. Duncan." If we had met in passing or had talked on the phone at least once, or had our paths crossed at all, Dear Peggy would have been OK.
    

3. The signature was wrong. Real wrong. The financial planner was asking for my business and sent me a letter with a TYPED SIGNATURE! She didn't even bother to sign her name! Never do this...regardless of how fancy the typeface is!

If you're sending someone a form letter that you're creating using mail merge, or you're having something printed requiring your signature, do this instead of typing your signature: 

1. Sign your name as you normally would on a blank sheet of paper using a fluid writing instrument so the signature will be smooth and solid.
    

2. Scan this signature as you would a photo or any other item (if you don't have a scanner, someone you know does or perhaps your local office supply store or copy center...don't buy one because you'll rarely use it).
    

3. Save your scanned signature as a graphic as you would any item. (I also saved this graphic as an AutoText entry in Word.)
    

4. Create your mail merge letter as you normally would, and insert the graphic signature into the letter where you would normally sign it. Resize the graphic if you need to.
    

5. Run your mail merge. Your original-looking signature will print out on every letter.

The next time you come back to Freelance Forum to speak, there will be many more hands raised when asked "How many of you implemented changes"... Mine will be one of them. I came home and got my time sheets in order for starters. Then moved on to project folders with fasteners in them. Life began improving immediately!!
Kellie Frissell, Graphic Artist
KFD&P

 

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Cell phone use can be downright annoying
by Jacqueline Whitmore

July is National Cellphone Courtesy Month. The following eight tips will help you improve your cell phone savvy.

1. Let your voicemail take your calls when you’re in meetings, courtrooms, restaurants or other busy areas. If you must speak to the caller, use the e-mail or text messaging feature or excuse yourself and find a secluded area.
    

2. Speak in your regular conversational tone and don’t display anger during a public call. Speaking loudly or showing emotion may distract those around you.
    

3. Use your vibrate function or turn off your phone in public places such as movie theaters, religious services, restaurants, etc. Many wireless phones now have environmental settings that automatically adjust the phone and its features so you do not disrupt your surroundings.
    

4. Alert your companions ahead of time and excuse yourself when a call you're expecting comes in. Otherwise, the people you are with should take precedence over calls you want to make or receive.
    

5. Avoid interrupting meetings, social gatherings or personal conversations by answering your wireless phone or checking your voicemail. Discreetly excuse yourself if you must take the call.
    

6. Use discretion when discussing private matters or certain business topics in front of others. You never know who is within hearing range.
    

7. Be aware of your surroundings and remember to respect the rights of others when walking and talking on your wireless phone.
    

8. Practice wireless responsibility while you are driving. Place calls when your vehicle is not moving. Don’t make or answer calls while in heavy traffic or in hazardous driving conditions. Use a hands-free device in order to help focus attention on safety. And always make safety your most important call.