It’s one thing to be in the loop. It’s another to be in Makenzie Vital’s lasso.
When it comes to rounding up all parties associated with ongoing TSG projects, this project specialist in Tyler tightens the loop on deadlines, next steps, tasks, etc. to make sure EVERYONE is well informed. Through three-way communication (customers, colleagues, and third-party vendors), online meetings, a litany of emails, and a steady diet of collaboration, Makenzie knows #8 like the back of her hand.
“I love to talk, so that makes it really easy,” Makenzie says with a laugh. “I’m not shy, I’m bold with what I have to say and I think it’s important that people truly understand where you are coming from.”
What makes #8 so important in Makenzie’s eyes?
Well, it’s imperative to ultimately Creating Raving Fans. And to that point, in her experience, an “FYI” email never hurt anyone.
“Without keeping everyone informed, I’ve seen it happen where one person reaches out to a client with contradictory information from another person. When I send out information updates, they go to the whole team. It’s smart to just let everyone know, hey this is where we’re at, even if there are no tasks associated with who I send the email to. Even if it’s just as ‘FYI.’”
What makes Makenzie a Master Communicator? We've Rounded Up Four Tactics.
1. Begin things with a phone call.
Makenzie likes to call first, and then follow up by email.
“I think starting with a phone call adds to the personal aspect of it. It opens the door for communication and they know I’m someone they can get in contact with easily,” Makenzie said. “At the same time, sometimes phone calls are easily forgotten, and maybe that person didn’t take notes. An email helps support the critical information.”
2. Get it on the Outlook Calendar.
When it doubt, get it on the calendar. EVERYONE’S calendar.
“A lot of what my job entails there are a ton of meeting reminders, a ton of deadlines, and tasks that need to be completed on time for a project to be completed,” Makenzie said. “That Outlook meeting reminder is a great alert and a reminder to keep all parties accountable for getting everything done.”
3. Remind three times… and then…
Makenzie lauds VP of Strategic Technology for a “silent rule” he has set in place.
“If we’re waiting for him to approve an action item or give insight on what needs to be done, we follow up two to three times. If we don’t hear from him, it is our direction to make an executive decision that we feel is in the best interest of the process. This keeps the ball rolling,” Makenzie said.
4. Mute when applicable.
There’s little room for subtleness here. Take note if you’re attending an online meeting with Makenzie: She ain’t afraid to hit the mute button. And rightfully so.
“I’m not afraid to point out that we’re getting off-topic and it’s important that we get back to what we are doing here,” Makenzie said.
Another feature she uses in Elevate is notes.
“I am the official note-taker in most of our meetings. Afterward, these notes get sent out to all attendees and include all action items, important snippets, and things that must get done. It’s very easy to send out without having to craft a lengthy email.”
Keeping folks in the loop? That’s great. But when you’re collaborating with Makenzie Vital, expect the lasso. And expect everyone to be firmly informed.
