Posted: January 11th, 2010 | Author: obilon | Filed under: All | Tags: communications, mike hanley | No Comments »
It’s absolutely essential to keep your lines of communication open no matter what, especially when you are at your busiest.
In business, we sometimes get caught up in what we are doing we never look up from our desk to manage our communication with customers. We have really busy times when we can’t take a minute to scratch out heads much less send out an email blast or Twitter but you may find that usually when your customers need to hear from you the most.
For example, the tax season is coming up. A CPA that I’d written a few press releases for when I was freelancing for a PR firm on Long Island a few years ago kept me on his list. I received this email from him today:
Just a quick reminder not to wait until you receive all of your personal tax information before sending me your business tax information.
While you may not receive all of your personal tax information until mid-late February, you should have all/most of your business information ready by mid-January.
Sending me your business tax information as soon as you have it ready will ensure that your business tax return is completed well before the March 15th Corporate Tax Return filing deadline.
Thanks,
Mike Hanley
Nothing to dramatic or creative. Just a plain fact. Around this time of year, accountants get swamped. I remember an accountant I once used to use got so overburdened at tax time I’d be lucky to get an email response from him to set up our appointment to do my taxes, much less have him send out a mass email like this one.
What I liked about Mike’s email was that it reminded me that I can get a jump on something that most people dread doing: filing taxes. Second he was taking some of the weight off of my shoulders by offering to have me start sending him my business tax information as I get it. He also had good timing. He was reminding me that I should be getting all my business tax information by a certain upcoming date at the end of this week, which is not too close to make me panic, but not too far off to make me forget. He’s reminding me that I need to start thinking about things early to make March 15th Corporate Tax Return filing deadline.
Lastly, I got from this email a gentle reminder that I should also be thinking about my personal taxes and he set me a timeframe when I should have received everything, by mid February. Most of all, he gets across the fact that he cares about me and my business, not just his own.
All this is a simple note by email. Nothing fancy. No crazy HTML or Flash or even an animated GIF. Just a nice note. It feels personal, friendly and sincere, the way a small business communication should.
I promised Mike that I’d give him a plug for letting me use his email as a case study so here goes: Michael T. Hanley, CPA is a managing partner at Merl & Hanley, LLP located at 12 Bank Avenue, Smithtown, NY 11787. (A CPA office located on Bank Avenue! Can you get more ironic than that? – LC) You can buy Mike Hanley’s book, “Effective Tax Planning for the MicroBusiness” in stores now! Find Merl & Hanley, LLP at www.merlandhanley.com or call (631) 360-CPAS. Mike can also be found on the social web on Twitter, LinkedIn and Facebook. Also, subscribe to his Blog, Making Life Less Taxing.
Posted: May 12th, 2009 | Author: obilon | Filed under: All | Tags: Add new tag, communications, podcast, podcasting, Social Media, Web 2.0 | 8 Comments »
By Lon S. Cohen
A friend of mine recently asked how she could incorporate podcasting into her communications strategy. She needed a Podcast 101 lesson so I wrote up this primer for her. I decided to share it here for my readers. This is geared for her corporate communications plan but you can use the tips and advice here for any type of podcast you’d like to create. Of course cohcom does help companies get set up with podcasting for any purpose. Just contact us. Enjoy!
A podcast is an episodic audio or visual performance delivered to your computer on a subscription basis as a compressed file and playable in a portable device.
Podcasting relies on a set of very simple concepts strung together in a logical way so almost anyone can do it for very cheap and quite literally, in a matter of hours. If you have listened to 
my own podcasts (and shame on you if you have not) then you will have two very different samples to draw upon. I will highlight the differences later but for now let’s get you started. (Disclaimer. I had a podcast that I no longer do and let the domain name run out so it is not available anymore. The name was SciFi Guys. My friend and I had a great time doing it and we thought it was good but podfade got the best of us. If anyone wants to hear any episodes of it email me and I’ll link to the mp3s.)
Your first question may be: What’s the best recording method for a quick broadcast, for example, management telling employees about a new goal? This is a typical use for a podcast in a corporate environment when speaking directly to employees as a audience.
With podcasting, the answer is much the same for a quick or not quick recording and the software used does require a little bit of a learning curve.
First, if you have access to an Apple Macintosh. A really good amateur recording and mixing program is Garage Band. It does require a little time to learn but the outcome is a professionally sounding and mixed podcast recording. It’s a basic audio track-mixing program, with its own quirks but “close enough for Jazz” as they say.
Don’t have time to learn Garage Band or the thought of multi-track recording making you go “huh?” Then try a free download available for both Mac and PC and a standard in voice recording and tracking called Audacity. Did I mention, it’s free? Well, it’s free. Again, there is a little bit of a learning curve here too but it’s not a steep as with Garage Band, almost as good, is Quick & Dirty and did I mention free?
So now you have two options on software, but, well, now you’re asking me, how the heck am I going to get my voice into said program? Stop your whining girlfriend! OMG! I’m getting to it.
You have a few options here. If you own any type of newish laptop computer then you have a microphone built in. So just open up the software, choose “built-in” mic and let ‘er rip. Hit record and start talking little lady. Let me warn you, it sucks. The sound is tinny and all the background noise gets sucked right into your recording, making it hard to hear the speaker and worst of all very unprofessional.
So go get yourself a decent microphone. A very good microphone can cost up to $1,000. Not kidding. But you shouldn’t spend more than say, $75 – $100. Most of the good ones are USB. (Mine is – cost $75).
Click here for a good resource for picking a microphone.
This is my microphone and I LOVE it.
Also, you’ll want headphones to hear yourself in. You want to listen to your voice when you record and you don’t want it just coming out of your laptop speakers to cause severe feedback in the recording. Headphones also provide a layer of protection from the outside world when you record. Lastly, you just look cool.
So now you have your Mic, your headphones and your recording software. Obviously, the next step is something to talk about. Seriously, this is harder than it sounds. It’s great to write up a speech, another thing to give it to a group of people and a whole different thing to record something. You will probably want to test it a few times before committing.
One of the good things about both Garage Band and Audacity is the ability to go back and edit a recording so, to put it bluntly, you don’t sound like an idiot. You can take out the pauses, the ums and ahhs and the mess-ups. But be careful. If you take out every breath and pause, it will sound unnatural and robot like. Unless that’s the effect you are looking for, then go nuts. Editing is a fine art.
What’s the best file format for posting online (and where did you post them?)
Good question, glad you asked. The standard file format is MP3. Let me tell you. Both programs (Audacity and Garage Band) can output to MP3 format. Both have their own file formats that need to be converted. They can both be converted very easily to MP3. Here is what I usually do. I usually record voice in Audacity (if it’s a monologue) and then put that track into Garage Band and add my other tracks (music, sound effects, etc.) and the whole thing is exported to MP3 in the end.
So the short answer is MP3 file format any day of the week.
This can then be imported into iTunes. I use iTunes. It’s simple. That way you can add the tags and other data, like file name, author, date, images, etc. associated with the MP3.
Lastly, any other tips?
My friend then asked me this in our email exchange: “We’re going to put a podcast on an iPod and give it away at a team-building event in a few weeks and post the link on the website with supporting communications.”
OK. Now you’re pushing it. Free marketing advice? You do know that I have kids at home and a mortgage to pay, don’t you? Just kidding. For an internal podcast, marketing can all be handled by internal communications. What I do suggest is that initially, you can post it on your corporate website for people to grab and listen to on their MP3 players or computers. You can easily put the MP3 file onto an iPod the same way you would put any song file (also MP3) on an iPod.
Now if you want to build up a Podcast RSS feed, which is the real magic of podcasting then that’s for another day (but I will cover it very briefly below).
There are so many to websites and books that will get you more information. I got most of my advice by looking everything up on the Internet. I do have a couple of books. The best basic book is “Podcasting for Dummies,” no kidding. I know the guys who put it together. Well, I have communicated with them online and one of them worked on the website that hosts my podiobook. For a basic primer on podcasting, get up, go and get yourself some petty cash and head over to Borders bookstore and buy it.
Here are some other helpful websites:
http://en.wikipedia.org/wiki/Podcasting
http://www.oup.com/elt/catalogue/teachersites/oald7/wotm/wotm_archive/podcast?cc=global
http://digitalmedia.oreilly.com/2005/07/20/WhatIsPodcasting.html
Some places that you can look up to submit your podcast:
AmigoFish
Digg!
iTunes
Pluggd
Podcast Alley
Podcast Pickle
Let’s get back to the differences in recording quality for a moment. My podiobook, “Erosion” was done by me at home. I bought a microphone (Samson C01U) and used Audacity to record my voice. I then bought a CD of royalty free music and used that for the background. The sound effects came from the suite of free ones that come with Garage Band. I used Garage Band to mix it all together. The guys at podiobooks.com hosted it and provided the RSS feed so I did not have to do anything for that. Magic. I have a podcast. The quality is OK. The editing needs work. But there you have it.
On the flip side, my podcast SciFryGuys was recorded in a room in my cousin’s house, which we converted into a recoding studio. He used a mixing board and we used his microphone equipment and such. Basically, he was the board guy doing all the engineering. I helped mix the episodes on Garage Band. (We still used Garage Band though in the end we considered using a more expensive and sophisticated mixing program.) The sound quality and mixing are much better.
Here are some useful tips:
- Record in a room filled with stuff. Really, no background noise but lots of stuff. Stuff (especially soft stuff like carpet and curtains) dampens the echo. It provides a softer, mellower, more natural sound. Empty rooms have too much echo.
- Rehearse. Rehearse. Rehearse. Don’t get frustrated by screw-ups. It’s all comes out in the editing!
- RSS Feeds explained! – An RSS Feed is like a syndicated channel. It is really the backbone of podcasting. What it means is debated but I like Real Simple Syndication—No joke. What happens on a basic level is your information is pushed out to subscribers to the Feed whenever you choose to update that information. So for instance a blog, when you update the post gets pushed out to the RSS text reader. A podcast when posted, gets pushed out the podcatching software, the most popular being iTunes. If you subscribe to my podcasts (scifryguys or erosion) through iTunes’ podcast area on their site, you will get the information whenever I update that particular feed.
- On the other hand if you go to any of my blogs (plug!) cohenside.blgospot.com and subscribe to the feed, you can get it send by email or to a feed reader (there are many of which Google has a popular one).
- The reason I bring up blogs is that podcasts and blogs are intimately linked. You can use any blogging software (Wordpress comes to mind) to encapsulate your podcast MP3 into an RSS feed. Once you have the feed link (it’s a static link created by the blog software) then you can republish that RSS Feed link to Apple iTunes, which is FREE! (Free comes up a lot in Podcasting and bloging.) Speaking of marketing, one of the best marketing distribution tools is iTunes. It’s very, very popular and easy to use. While not the only one, Apple has cornered the market on podcast distribution. And… it’s free!
Hope this helps you get yourself on the way to the joys of Podcasting.
It’s absolutely essential to keep your lines of communication open no matter what, especially when you are at your busiest.