Three rules for holiday emails

One of the projects we’ll be completing this week is crafting holiday greetings for our clients (mainly b-to-b providers) to email to their customers. It’s one of my favorite projects of the year, so here are three rules for sending a great holiday message.

1. Spread cheer!

Share good wishes for your clients to enjoy the holiday season. Keep it general enough that no matter what your customer’s religious or cultural practices, your message will apply and not accidentally offend.

2. Show your personality.

This is a great opportunity to be creative, light-hearted and fun. But that’s not to say that I’m not advocating dancing elves a la Jib-Jab for every company.

Pretty photos or images are a nice way to convey a personality or feeling. One way we’ve done this is sharing images of how our client companies’ hometowns celebrate and bedeck themselves for the holidays.

For Metrics, located in Greenville, NC, we shared a photo and information about how many White House Christmas trees have come from North Carolina. (This year’s is the twelfth.)

For OsoBio, located in Albuquerque, NM, we included photos of the nearby Sandia Mountains and talked about the winter recreation OsoBio employees enjoy there.

These personal touches make a connection with your readers.

3. Thank your customers and look forward to another good year ahead.

It’s a simple formula, really, for what should be a simple message. I just have one don’t, and will hope that common sense and the do’s above will lead you down the right path.

Don’t make a sales pitch.

Don’t talk about your business. Don’t make it educational or informative. Don’t talk about your products or services. The only time this is ok is if you are offering customers a discount or gift of products or services. Otherwise, just don’t go there.

I do think that it’s okay to give folks a reminder of office closures or special holiday hours you’ll be keeping. Otherwise, this email has one purpose: spread holiday cheer and show your gratitude.

The first three rules of crisis management.

Many years ago, a neighbor in my subdivision was named jury foreman in a grisly murder trial. The details were horrifyingly salacious, and everyone in the county was talking about them.

So too, unfortunately, was that neighbor.

When it came to light in court that he had regaled his friends with gory details about evidence – and even opined on the defendant’s guilt – the judge had no choice but to declare a mistrial.

And when my neighbor left the courtroom that day in utter disgrace, the news media had no choice but to ambush him.

With video rolling and lights ablaze, TV reporters shot footage of him being caught unaware – then clearly panicking, throwing both arms in front of his face, and running blindly into one courthouse wall after another before he mercifully launched himself into a men’s restroom stall and refused to come out.

That video was aired a LOT. And months later, when my neighbor faced a misdemeanor contempt of court charge, that video was aired some more. And when the second murder trial started, that video was aired again.

In the world of TV news, where good visuals mean everything, it doesn’t get much better than someone looking so obviously and ridiculously guilty. Appearance is everything.

Some PR people say the first rule of crisis communications is not to lie. But after watching my neighbor handle his personal communications crisis so very badly, I maintain that not lying is the third rule.

The first rule is not to panic. Take deep breaths and pause long enough to think.

The second rule is not to avoid communicating. Rather, you should embrace it. (This rule makes corporate lawyers blanch.) You almost always can be your best and most effective advocate.

The third rule, then, is never to lie – understanding that “not lying” doesn’t mean “reveal everything.”

How much more dignified my neighbor would have looked had he not panicked, and instead stopped long enough to make a non-comment comment such as, “I was surprised by the judge’s decision to declare a mistrial today. Thank you,” before calmly walking off.

Certainly, reporters would have shouted other questions, which he could have – and should have – ignored. But the resulting video would have shown a proud and calm man taking charge of his personal crisis instead of running around like a beheaded chicken. And while it would have been less entertaining for viewers and reporters alike, that is, after all, a key objective of effective crisis communications – minimize the negative attention.

Crisis communications when there’s a storm on the horizon.

I was so impressed last weekend with the crisis communications executed by Governor Bobby Jindal of Louisiana.  After watching him speak for just five minutes, even I knew what his key messages were.

Today I have been working with our client TriSure to share some important communications to help their clients prepare for Hurricane Hanna that is approaching North and South Carolina.  It’s true that preparing for a possible insurance claim is too easy to overlook while you’re busy protecting your assets and gathering provisions for your family, friends and pets.

There are a few pointers on their web site at http://www.trisure.com/hurricane.html that will help not only TriSure’s clients, but also businesses throughout North Carolina manage their risk and expedite the claims process.

As TriSure told its clients today: Prepare for Hurricane Hanna.  Keep an eye on Ike.