Ever received voice mails like these?
“Hi! I need
to talk to you…. Bye!”
“When is the class?”
"I can’t make it to the _______” (rehearsal, gig, audition, or ??)
“ Call me, it’s important!”
“What time is the show?”
I’m pretty sure you have, and sadly, I’m also reasonably sure
you’ve probably left messages like this as well.
These messages usually come
in on the day of a show, when someone is supposed to be subbing a gig for you,
or just before a hectic workshop weekend.
Whether for a performer or an event producer, troupe
director, stage manager or venue owner, these messages are enough to send a normal, healthy person’s blood pressure through the roof!
The somewhat grim reality is that most of us dancers are so
focused on dancing and on our own performances that we don’t stop and think
about effective business communications!
All of the messages above have these things in common:
The person leaving the message is not identifying herself and
expects that the recipient will automatically know who is leaving the message
No concrete information is given as to what the message
refers to
No date or time is left on the message
There is no number or
email address left, so the recipient may not be able to answer back
So how do we learn how to
communicate effectively?
Do not assume that the recipient knows who you are, or how to
get in touch with you.
Always leave your name as well as the date and time you
called. Start the message with
your contact information, and repeat it at the end of the message, slowly and
clearly.
Make your message short and to the
point, but always be extremely specific in what
you are referring to.
If you are talking about a class, a gig, rehearsal, workshop
or whatever… refer to it by date,
time and by the name of the event.
If you are going to be late
for something, let the recipient know whether you mean you’ll be tardy by ten
minutes or two hours. If you have a flat tire or some
other emergency, state the
facts in a brief, succinct manner and also offer an Estimated Time Of Arrival,
even if that might mean you will not be there at all!
If you cannot attend a
certain class or time
on a workshop weekend, make sure to specify which class or show you are referring to. Chances are,
there are multiple events going on
during the course of the event.
Merely saying that a message is
“important” can have a wide range of meanings.
What is important to you may not be
something earth-shattering to the person you are communicating with- or
it might be a major game changer!
Juicy gossip is not important… the fact that your brand new costume
looks amazing is not important.
Remember, “important” can refer to anything from “ I forgot the matching head band we’re all supposed to wear”
to “I’m in the emergency room
because I just broke my ankle!”
For certain information needed on the
day of the event, refer to websites or previous emails before calling the
producer or stage manager.
Remember, most of this information is probably already
available- read the “fine print” on
the performer emails or do
some research on the web before causing panic for a stage manager or an event
producer…they are trying to do their job while fielding a
number of insignificant, time-wasting calls such as yours. Yes, I actually
said that! Don’t make their lives a living hell by causing unnecessary
stress.
Don’t leave anybody
high and dry… if you cannot show up for some reason-offer a solution in your
message.
If you need to miss a club or restaurant gig, supply the name
or names and contact information of a suitable substitute performer in your
message.
If you are a principle in a
show, as a professional, you need
to be there, unless it is
truly impossible. Do not
make a producer or club manager
replace you at the very last moment unless you are having a bona fide
emergency. Being
stranded in an out-of-state airport is an emergency; having a headache is
not.
If you need to get your music
in but cannot email it, make sure to send a CD in well ahead of the time it’s
supposed to be there. Don’t make the producer or stage manager chase you down.
By remembering these important tips, you’ll have much better communication skills,
and through your consummate professionalism, will make yourself beloved to
whomever you are calling… which of course, will lead to more gigs for you!
