While it is true “unprofessionals” is not a word, it works, because language is meant to convey information. Although it is not a word, you knew exactly what it meant. Regardless, many would not like seeing it in an official document. You have to decide if it is okay to use, and if it represents your company and brand well, or at least to your liking.

Some of the largest, most polished and professional companies fail to follow some of the very basic rules.  The verbal language you use, how you type in emails,  the signs on your trucks, documents you push out, html emails you send, your building, the way your employees act or dress under your brand, are all examples of your first line of marketing, business operations and more.  They set the tone for how you are received, or perceived, by the consumer, your peers, trade partners and other contacts. Here are some basic elements you can IMMEDIATELY change if you need to.

STOP CAPPING THINGS in emails. CAPS MEANS SCREAMING. Dough Head English makes you 1.

Use the spell checker, mandatory, for all employees with emails. Have corporate documents wordsmithed, or get a copy editor.

Don’t allow cutie pictures, backgrounds, smiley’s or emoticons. Many of them are tied to spyware, and at a minimum, slow down processing, not to mention they are unprofessional, and potentially make you liable for offensive content. 

Continuity in documents is a must, and is tied to your profitability and business viability.  Every form, document or company related piece of communication should encompass standards for format, font, logos, colors, graphics, etc. MAKE the employees use them. You would not like an attorney clearly and painfully pointing out since you have numerous versions of the same document for different customers, you have essentially treated customers in a biased or prejudicial way.  Instantly, there is a vision of negative math coming right out of your bank account. Let employees know, their jobs, and your business, depend on continuity. 

Show prospects examples of many of your documents. They will see you for the professional you are. 

Profit comes from leadership, continuity, professionalism, motivation, planning and more.  This is a change for the better you can make, today.  Business is more than ever about professionalism. Leaders take people where they would not go alone. Your business needs a leader. The difference between a leader and a dictator is the leader communicates why the change is important and how it will be positive for everyone and has motivated people to come along.

Profit relates to professional documents, and vice versa!

Erik Cofield, CGA has leveraged technology and provided business management consulting for all sizes and types of builders, developers and Remodelers since 2000, including volume, multi-family and custom, to help them improve their business. He is the National Accounts Manager with BuildTopia (www.buildtopia.com), a widely used international construction management software company.  He is the 2008 GHBA Sales and Marketing Council’s Associate of the Year. He can be reached via ecofield@buildtopia.com.