Effective Office Communication
In today’s communication scene, there’s text messaging, chat, private messages and electronic mail. The use of electronic mail or email as a form of communication is popular in businesses and personal communication. Some people prefer sending an email compared to talking on the phone because it’s much easier for them to convey their thoughts through writing. Plus, it gives them more time to think of what to write than spontaneously speaking.
On a flip side, there is always a drawback to everything. It is therefore necessary to make sure that you write an email properly to avoid any miscommunication; here are some useful tips:
• When creating an email, make sure that you keep it short and simple. Time and again it has been mentioned that the shorter and more precise the conversation is, the easier it is to understand. The same thing goes for emailing. Long emails take a lot of time to read; most people who receive long email messages end up scanning the mail. One cannot afford to waste their time on reading a mile long email. Go straight to the point, there is no need to beat around the bush.
• Before sending an email, proofread it first. Just like any ordinary correspondence, make sure that there are no typographical errors, grammatically incorrect sentences and misspelled words. Proofreading your email will also give you the chance to revise any inconsistencies with your thoughts and how it was said on the email. Sending short and direct messages does not excuse anyone from these errors.
• If you have a number of tasks or points to discuss in the email, use bullets or numbers to point them out. This will make it easier for the reader to go through the tasks and make it easier to understand. Putting too much words or having an unreasonably lengthy email often drowns out the essence of the message.
• All email services provide a Subject box where you can write the main purpose or the topic of your email. This will help the receiver determine the importance and urgency of the email. It will be best to have one subject per email. This will make email correspondence easier and more organized. In most cases, email correspondence involves a back and forth sending of messages; if you mix topics under one email it will be tedious to trace the update of a particular subject.
• Label your emails properly. If you are sending an email to the CEO of your company, make sure that you include this in the email. Likewise, don’t forget to sign your email. Just like literally signing a written letter, you can sign on your emails as well. Your email signature usually includes your name, your designation, the company you work for and its logo. This, of course varies from person to person.
• When sending an email with attached files, don’t forget to mention this in the email. In case they won’t be able to see the attachments, you can inform them right away. You can simply put “refer to the attachment” or “attached to this email.”
Regardless of the method of communication, whether it’s via email or through a RingCentral Internet phone, it is important to be clear on the message that you are conveying. Effective communication is the corner stone of any relationship, be it in business, profession or personal.
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