Communication Guidelines
Emails undeniably are an important form of written communication, therefore mistakes ( typos, grammar errors, misspelling etc) will make your message unclear. Here are some of the basic email communication guidelines.
- Don’t use caps unless you are emphasizing something. Caps is taken as shouting. If someone says “OK” instead of “ok”, it can imply that the person is angry at you. So use caps sparingly.
- Always reply to all (in email) else it becomes unclear who got what message. In case if you want to chat with a person privately then reply with his/her email AND CHANGE THE SUBJECT, let it act like a different email/thread and not be a part of the present conversation.
- Have proper indentation.
- Use please properly. “Let me know when you free” and “Please let me know when you are free” can make a lot of difference, the reason is that the person on the other end can’t see you and the words you choose reflect your body language.
- Avoid SMS emails/chats, it hurts to read esp for the senior guys. This is becoming more common with the NextGen Y2.0
- Good subject line for email helps.
Also, please add your suggestions as comments. We will include the suggestions with a link to your site. Now, I need to rush for a meeting.
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7. Using BCC while sending important documents to more than one party, say sending resume to more than one company.
Communication acts as a very important tool for retention in an organisation:
i) grievances are properly handled if they are communicated in a proper manner to the management
ii)when the team members are involved more in the decision making , they develop a sense of loyalty.
iii)the talent and creativity of the key players should be fully utilized.
iv)Proper line of communication should be followed to avoid rumours and gossips.
Also, avoid making typos. They leave bad impressions and, of course, create dozens of confusions…
Example:
Any Updates On Newsletter ???????
If the client/team member is in a good mood then it may not do any harm but in case if they are is some other mood then too many question mark can be taken in an offensive way. It can taken as a shouting too.
So be careful when you are using signals for emphasis.