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Gmail is the New Black: Why You Should be Using Gmail Right Now

Do you use Gmail or some other web-based program, or are you still accessing email strictly on your computer, cursing Outlook, and praying for the sweet, sweet release that death a hard drive crash will bring? Do you have a backup of your address book and necessary emails, should that blessed day ever come?

When I give a social media talk, I tell everyone to use Gmail for basic contact management. It has saved my bacon more than once, and I’ve become such a raving fan that I use it as my only email interface. I even forward my work email and other addresses into Gmail, so I have one window, one set of contacts, and the cleanest, least buggy interface I’ve ever had the joys of using. I can send email from any of my addresses, but the interface is all Gmail.

The joys of Gmail

If you’re not using Gmail yet, here are a few reasons why you need to:

  • Social network building Any social network you join is going to have a way to import your address book into the network so you can see if your friends are on there. Gmail is the easiest one to bring in. Some networks don’t even import web-mail programs like Hotmail. Others are a little more forgiving and will let you import Apple Mail, Outlook and Outlook Express, and comma-delimited CSV files.
  • Offsite storage of your contact list Let’s say that your work computer crashes, and you lose everything. Or you are, um, no longer allowed to. . . access your work computer due to a new arrangement you have with your now-former employer, and you need to let your friends and colleagues in other companies know about your new work situation. Having a copy of your address book in your control will make this a lot easier. You can even sync Gmail with Outlook, so any time you change or add a record, that is reflected in the other. Warning: some solutions will split up multi-email records, and then sync all those brand new records into Gmail. I had that happen twice, after I spent hours cleaning them up.
  • Emergency access If you ever need to reach people over the weekend or in the evening, but your computer is at work, you can still do so. This is especially important for people in crisis communication whose organizations are still planted firmly in 1997. If you’re counting on your email server and your email list to be available if you need to do a press release or media alert, you’re totally hosed if that thing ever crashes because of a large-scale disaster. When I was in crisis communication, we had to come up with some plan to work around just that contingency. And if you’re in the middle of an emergency, and you can’t get access to your email server, you need another solution. There are so many workarounds to getting online, as long as you can get there, you can communicate. But if you’re depending on one computer’s data, forget it.
  • Enterprise email You can even use Gmail for business. For $50 per user per year, you can get 25 MB of storage per user, plus it syncs with Outlook and Blackberry. (For the record, I can also sync my personal email with my HTC Droid.) You keep your corporate identity and addresses, but you have the security and ease of use of Google’s email, calendar, and Docs.

What about you? Why do you use Gmail (or your favorite web-mail application)? Why should people switch to web-mail from computer mail? Or, why shouldn’t they?

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Want to Improve Your Writing? Be Intentional

Years ago, I had a chance to hear one of the Philadelphia 76ers speak about how he became a professional ballplayer. Now, I couldn’t tell you who the guy was even if he walked up to me today. But one thing he said always stuck with me.

When he practiced shooting the ball, he was always intentional when he practiced. When he practiced his shooting, he didn’t screw around. He didn’t goof off, and he didn’t take shots he wouldn’t normally take. He wasn’t a sky-hook shooter, so he didn’t shoot Kareem Abdul-Jabbar’s famous shot. He didn’t do backward shots or trick shots. In short, every practice shot he took was a real shot.

“I don’t shoot these shots in a game, so I don’t waste my time practicing them.”

It’s the same for writing: if you want to improve your writing you have to be intentional with it. (Actually, this is true for getting good at anything, but I’m a writer, so I’ll stick with what I know.)

What does that mean? Writing is one of the most intentional activities we can do. It’s not like shooting trick shots in basketball, or going for a slow leisurely ride instead of a training ride on your bike. You’re either writing or you’re not, right?

Actually, no, you can even screw around when you’re writing. It’s in your attitude, rather than your subject matter. It’s reading when you should be writing (and no, “I’m doing research” doesn’t count). You can be just as intentional writing an email as you are a novel, or writing a comedy sketch as you are a marketing piece. It doesn’t matter where, when, or how you do it. Chris Brogan will write wherever he can find the time. And I carry my laptop and a Moleskine wherever I go.

How can you improve you writing?

When I’m writing, I always have three questions in the back of my mind.

  • Is that the best word I can use? Is this conveying the right impact, drama, or humor? Dave Barry would take hours to write a single humor column, sometimes struggling with choosing which word carried the best impact for a joke. I’ll sometimes hit Thesaurus.com to find a good word.
  • Did I set this up for the best possible impact? In humor, setup is crucial for a joke to be funny. You can have the best punchline in the world, but if you tank the setup, the whole joke fails. It’s true for every other kind of writing too. This blog post, a marketing brochure, a speech, anything. If you want to have impact, you have to set the reader up for it.
  • How can I make this better? I edit everything. Even my emails get edited before I send them out. But I’m not always looking for punctuation errors or typos. I’m looking to make sure I’m satisfied with everything I’ve written. It usually works best if I can leave something for a couple hours, overnight is even better, and a week is a rare luxury. I have even edited some of my humor blog posts six months after I published them.

To improve your writing doesn’t mean taking all kinds of classes, or writing in your very special notebook with your very special pen in your very favorite coffee shop (just don’t tell my wife that; I use it as an excuse to get out of the house sometimes). It’s a matter of focusing on the task at hand and casting an eye at how you can improve your writing. Not just the piece you’re writing, but future work you’re going to do.

Do you suck at dialog? Work on improving the dialog for the next piece you write. Then use that new level of competency as your starting point for the next time, and try to improve from that. I used to suck at dialog, so I worked on it for months and even years. Now, unfortunately, my narration and scene description are less-than-acceptable, and I have to really focus on those.

But by writing my narration with my three questions, I’ll be able to improve my descriptions, so I can spend less time writing and more time sitting on a beach, drinking little umbrella drinks, served by. . . some kind of. . . woman wearing a dress that she bought at one of those. . . dress selling places.

Dammit!

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Defining Two Types of Crisis Communication

Crisis communication has two different, distinct meanings. They require different approaches, different ideas, and completely different types of plans. And not knowing the differences between the two can create some problems if you try to use one approach in the wrong place.

There’s corporate crisis communication (CCC), and there’s CERC.

CERC — Crisis and Emergency Risk Communication — is what the government calls communication during a massive emergency, such as swine flu, a terrorist attack, or large-scale natural disaster. (And you can tell the government came up with it, since it’s so much longer and has more words than are truly necessary.)

Both are often called “oh shit PR,” but the difference is that in a CERC situation, a lot of people could die. With CCC, a lot of money could be lost. One type of emergency gives emergency first responders sharp chest pains and indigestion, the other makes the corporate lawyers pull out their hair. But they both say the same two words when something goes down.

Although these two forms have a lot of similarities, there are some important differences. And if you’re talking about social media for crisis communication, you need to know them, because they affect your strategy.

Corporate crisis communication

I’d like to say that it’s important to always tell the truth and to be as open and honest as possible. But the sad truth is that being completely open and honest can ruin a company. I’ve hassled corporate legal departments over their “wrecking” crisis communications, but they’re a necessary part of any response. They just shouldn’t control it. In CCC:

  • Transparency tends to go out the window. The emergency is usually something that will make the corporation (or individual) look bad, so the first instinct is to hunker down and contain the bad news. This often means trying to keep it under wraps. This hardly ever works.
  • The negative end result of a corporate crisis is a loss of money. It could be a hit to their reputation, credibility, or branding, but those will all effect the bottom line. And since that can be in the millions or billions, crisis communication is not something that should be taken lightly. Entire companies, like Chi-Chi’s restaurants, have been lost to bad communications. But it’s the attempt to avoid losing money that leads to bad communications.
  • Communication is about containment. Many corporate crisis PR professionals are focused on keeping their client from being found guilty or negligent. They’re not worried about whether people like them, they just want to win the pending lawsuits. So they’ll put out information that, while is not a lie,
  • The message is the biggest part of the response. There’s other stuff going on behind the scenes — product recall, legal preparations, brand managment — but the communication is what’s going to affect the public’s perception, and thus, their reaction, lawsuits, vendor relationships, etc. Information may be easy to get if you’re in crisis communication, but it’s not always easy to share.

Social media strategy: Guarded, but present. Correct misinformation, use Tweets and Facebook to communicate with customers in a brand management manner. Put on your best face, but don’t lie. Monitor the gossip sites, but don’t engage.

Crisis and Emergency Risk Communication

This is the area I came from. We wanted as much open communication as we could get. More was better, and there was no such thing as too honest. Our goal was to “prevent panic,” and make sure everyone knew what was going on. With CERC:

  • Transparency is crucial. This is information people need to know. Information about where to go for safety, supplies, or medication.
  • The negative end result of a public crisis is a loss of life. When I was at the Indiana State Department of Health, we trained for things like medication distribution during an anthrax attack. The goal was to tell as many people as possible where medication was available. Information has to be gotten out quickly and to as many people as possible.
  • Communication is widespread. The point of CERC is to get as much information out as possible, and to correct misinformation. There is nothing that should be contained or covered up.
  • The message supports the rest of the response. It’s the other stuff that’s going on — law enforcement, public health response, rescue/recovery, clean-up — that’s going to affect the public, and communication lets the public know what’s going on. If there’s medicine to be distributed, communication will tell the public where to get it, but it’s the Point of Distribution that will give it out. The problem with this approach is that the public information officers (PIOs) are trying to get information from the busiest people, which means it’s not always readily available or being put out as quickly as possible. This is one reason the PIOs have direct access to the Incident Commander, the person in charge.

Social media strategy: Strong social media strategy. More people are getting their news on Twitter and Facebook than they are in their regular media. Put information out on social media at the same time you give it to the mainstream media. Correct misinformation directly, rather than through mainstream media. Monitor the citizen journalists, and engage when it’s appropriate.

Photo: Slworking2

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Be an Entre-Commuter With Just a Latte and a Laptop

I’m the mayor of my office and my church.

At least that’s what Foursquare tells me. I’ve checked in enough times at both places that I’ve been declared the mayor.

Foursquare is a location-based social networking site that lets you tell people where you are via Twitter and Facebook.

Think: 50% friend-finder, 30% social city guide, 20% nightlife game. We wanted to build something that not only helps you keep up with your friends, but exposes you to new things in and challenges you to explore cities in different ways.

You check in at different places around a city, give tips and recommendations, and in general get to know your city better.

I’ve been using FourSquare a lot lately, especially after I got my new Droid phone a few weeks ago.

I’m starting to earn the reputation for being out and about all the time. I check in everywhere I go: the office, the coffee shop, the library, the grocery store. I’m not out any more than usual. I’m just telling people about it.

But it’s become a whole lot easier now for me to be out and about too, thanks to my laptop and the proliferation of free wifi around the city. I’ve become a real entre-commuter.

(Entre-commuter: entrepreneurial commuter who works out of a coffee shop, cafe, restaurant, library, or any other place with free wifi. Term coined by Erik Deckers and Paul Lorinczi to justify why they don’t sit in the office all day, every day.)

We came up with the term entre-commuter for those people who own their own business and have the ability to do it anywhere. They can do it from home, the local library, or their local coffee shop. We happen to favor Hubbard & Cravens in Broad Ripple, although I’ll travel just about anywhere around Central Indiana for good coffee.

The great thing about being an entre-commuter is that you get to network with other people, and collaborate with them on occasion. I can’t tell you the number of people I’ve met with, helped, provided connections for, and done business with, just because we both happened to be out at the same time in the same place. And meeting some of the same people in the same place several times has blossomed my network beyond the typical Chamber and other networking events.

Where do entre-commuters gather?

I prefer to patronize local coffee shops and restaurants, although I’ll hit the occasional chain once in a while. We need to support our local establishments more than the chains — the chains don’t support our local economies. The locals do.

Is there entre-commuters etiquette?

There are a few rules for entre-commuters. They’re fairly common sense, but I still see people violate them from time to time.

  • Don’t camp out. They have to turn tables during peak times. If you’re sitting with a computer and a bottled water over lunch, they’re losing money on you.
  • Only occupy tables during low times. Don’t take up a 4-top all by yourself if you can help it, and don’t be afraid to share a table with a stranger either.
  • Buy something. Spend money, and more than just a little. Don’t buy a $2 coffee and then sit for 8 hours.
  • Be respectful. This is someone else’s business, not your office. Don’t treat it like it’s your place. You’re a guest.
  • Keep your voices down. Other people are there too, so don’t have loud conversations. You’re not at the club, you’re at a quiet little shop.

Entre-commuters just need to be somewhere we can find free wifi and good coffee. Somewhere we can connect online and offline. Find your local shops and spend some time there. See if you can create some business, as well as giving the local shops some business as well.

Photo: Nina Turns 40 blog

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Rules for Being a Media Blogger

This was originally posted at the DeckersMarketing.com blog on May 28, 2009.

I was really honored to be selected as a media blogger for the Indianapolis 500 this year (I’m covering it at my Laughing Stalk humor blog). I’m sitting up here with a lot of local talent, although there are a lot of empty seats right now (I’m in Dennis Neal’s seat from WLW radio in Cincinnati).

I learned a long time ago that there are a couple of unwritten (and written) rules for media people. And if you’re interested in being a guest blogger for a sports team or major event, you need to follow these rules. They’re the same ones the big-J Journalists follow every day. (“Big-J Journalist” implies that these people are serious journalists who make their living writing and producing important work. These guys look down on bloggers, because we’re not serious or well accepted in journalistic circles.)

  1. Never geek out. You were probably invited because you’ve got a passion for writing and for the team you’re covering. However, you’re the media now. You’re not a fanboy who bumped into your favorite player at a McDonald’s. Play it cool, be mature, and don’t try to be their buddy. You’re there to get a story, just like the real Journalists (see, I even used a big J), so act your age and get it done.
  2. Never ask for autographs or photos. My friend Amanda, who writes Red Hot Mama, the Cincinnati Reds/National League Central fan blog, said she once tried to get some media credentials for a Reds game, and was told it would never happen. It seems the year before, they allowed a blogger into the locker room, but the guy geeked out and asked for autographs and photos with the players. The guy turned into a total fanboy and gave the PR staff the only reason they would ever need to not invite bloggers to cover the team again. Now, we can argue the Reds are missing some great PR and coverage, but until that PR director leaves, he’s willing to give it up to avoid the hassles and headaches.
  3. Blogging is not big-J Journalism. And it never will be if you don’t act like it. Sure there are writers like Chris Brogan, Jason Falls, and even political writers like Matt Drudge and the Daily Kos are all professional bloggers and speakers. They take their reputations and brands seriously, and work hard to make blogging an accepted form of media. If you’re going to be a serious blogger — and maybe we should start calling ourselves big-B Bloggers — write your blog as if you have a serious brand to promote.
  4. On the other hand, you’re not there to write fluff either. Don’t feel like you have to be the company yes man on anything. I was eating lunch today with a reporter who had also been a blogger for his newspaper. He wrote a not-so-nice post about one of the racers and his wife last year, and was griped at by the racer’s staff via email. While he is no longer blogging for his paper, he is still employed by them. He still writes critical pieces if he needs to, and realizes he’s not there to be the PR mouthpiece of the racers or their teams. The takeaway: if you find or see something that could be seen as negative, write about it anyway. Do it respectfully, and treat it like a big-J Journalist would. Write the facts, keep your opinion out of it, and be a professional.

Bloggers are still getting a bad rap from most of the mainstream media as being an unreliable source of news. And it will be, until we change our reputation and quality of work. That, and when the newspapers all go out of business, and network news is replaced by cable news and, well, blogs.

Until that time, as you grow your reputation and reach as a quality Big-B Blogger, practice journalistic techniques. Read books on newspaper writing (it’s still the gold standard of writing quality and ability), use Associated Press writing style, and study as many newspaper writers as you can.

But most importantly, for the love of God, don’t geek out.

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9 Books That Will Improve Your Writing

Demian Farnworth over at CopyBlogger came up with a list of the 10 Books That Will Transform Your Writing. Ten books, that if you read them, will help improve your writing just by reading some examples of what is good, and then modeling them

A few of Farnworth’s 10 transforming books:

  • King James Bible
  • Barbarians at the Gate – Bryan Burrough and John Helyar
  • Complete Odes and Epodes of Horace
  • Outliers – Malcolm Gladwell

While I’ve only read a couple of Farnworth’s recommendations, I have a few recommendations of my own. These are my own favorite books and the ones I read more than once just to get an idea of how I want my writing to look.

    1. On Writing – Stephen King. I’m not a big fan of writing books and try to avoid them whenever possible. But more than a few writing friends recommended this one. Stephen King talks more about the desires and itch to write, and how he pursued his love of writing, even when he was first starting out. His story is inspiring and makes believe I can be successful.
    2. Fool – Christopher Moore. Really, any Christopher Moore book will do. The guy is a comic genius and knows how to write humor that catches you off-guard and makes you laugh out loud. Moore writes off-the-wall, exaggerated characters who seem so natural in their setting, and their descriptions and his jokes seem so effortless. He doesn’t crowbar anything into his stories, they just flow.
    3. My Beautiful Idol – Pete Gall. Pete is a writer here in Indianapolis, and has such tight writing that, after I read the first chapter, I started working to tighten up my own writing. I typically don’t notice the quality of writing unless it leaps out at me, good or bad. I’m more carried away by the story. But Pete’s writing just grabbed my attention, and made me pay attention to the quality of the words.
    4. My Other Life – Paul Theroux. I read this novella in an issue of Granta, and became a fan of Theroux. I’m not a big fan of creative writing and the emotional angst anyone with an MFA feels compelled to flog, but Theroux is one of the few I actually enjoy. He’s got a mastery of the language that I wish I could reach.
    5. Breakfast of Champions – Kurt Vonnegut. Indianapolis’ son is a world-famous wordsmith whose mastery of the language shines through, even when he’s writing some of the weirdest stuff. While most of his novels are fairly weird, Breakfast of Champions turns the Weirdness amp up to 11 . But even in this opus of oddity, the brilliance of his writing is obvious.
    6. Leaves of Grass – Walt Whitman. The Romantic poet sure knew how to turn a phrase. He and a few other of the Romantic poets are great inspiration when you want to capture the flavor of language, and tap into its rhythm and energy, read someone like Whitman, Burns, or Lord Byron to get the creative juices flowing.
    7. Kitchen Confidential – Anthony Bourdain. I worked in a restaurant for a few months when I first moved here to Indianapolis, and while I didn’t spend much time in the kitchen, I can tell you it’s hot, sweaty, unpleasant work. But Bourdain is able to make it sound glamorous, cool, and even enjoyable. If he can make kitchen grunt work sound fun and exciting, what can you do with your blog with his influence?
    8. The Naming of the Dead – Ian Rankin. You can actually pick any Inspector Rebus novel by this Scottish writer to get a look at what good dialog looks (he’s written 20 Rebus novels alone; he’s written 12 others) like. The dialog is tight, believable, and sounds like real people. I figure Rankin knows what he’s doing, because according to literary legend, Rankin lives on the same street as J.K. Rowling, who lives in a damn castle. If he made enough money to be her neighbor, he must be doing something right.
    9. Fear and Loathing in Las Vegas – Hunter S. Thompson. The man’s crazed drug and alcohol addictions notwithstanding, HST was a brilliant writer in his early days. His writing suffered as he slipped deeper into his addictions, but his earlier stuff was brilliant. It packed all the punch of a Chuck Norris movie, and was as tight as a drum. That’s because Hunter would write a series of ledes (newspaper talk for “lead,” or the opening sentence of a story), and string them together. Rather than having only one punchy attention-grabbing sentence, he had a dozen of them. If you want to add power to your writing, get the early Thompson works. (Fear and Loathing on the Campaign Trail is another recommended read.)

Other writers I could have included, but didn’t — for no particular reason include — Douglas Adams, Dave Barry, Dick Francis. These writers are also great, and worth studying. I like them for their humor (Adams and Barry), and their ability to tell a good story (Adams, Francis). Plus, they all have a large body of work to draw from. Check any and all of these writers out and start learning from them as a fun way to improve your writing.