What Message Are You Sending?

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bad_communicationToday’s environment is consumed with endless means of non-“oral” communication methods. Texting, emails, instant messaging, letters, notes and stickies are just a few.

When drafting an email or written message, you must be mindful of how you attempt to convey your messages. Often, the recipient of a message interprets it differently from the expectations of the well intentioned sender perspective. This often results in a moment or situation that stalls progress or even creates a confrontation.

Be very mindful when sending messages to review them for accuracy pertaining to both the conveyance of the necessary information/message and the best potential for clarity by the recipient. Communication is a means of exchanging thoughts. Make certain the exchange of thoughts is clear, effective and positioned to be received as intended.

Emails and other nonverbal forms of communication are often deprived of personality. It’s not safe to assume the recipient of a message “understands” the sender’s personality or vantage point. Many senders attempt to add personality to the message in a variety of ways.  Below are my recommendations to ensure your message says what you want it to say and conveys it the way you want it conveyed.

  • Emoticons and symbols add personality to a message but are often viewed as too casual or unprofessional.
  • Varied colors of text adds flavor to the message but can be difficult to read, confusing, distracting and can lack professionalism.
  • Font and sizes variations must be carefully used to convey adequate emphasis throughout the message.
  • AVOID UNECESSARY USES OF ALL CAPS AND EXCESSIVE PUNCTUATION!!!!!!!!!!!!! This can be perceived as screaming, yelling or demanding.
  • The improper use or lack of punctuation is detrimental to the message. Confusion is the only result in this instance.

The end result of many messages sent have led to issues that range from the incorrect message being received (a simple misunderstanding) to hurt feelings or damaged relationships, even short term and long term damage to relationships.

When communicating, it’s imperative to exercise greater caution and regard for the recipient as well as the intended message. When adequate caution is exercised, the potential for progress will be enhanced instead of hindered.

Sales and success are directly impacted by the ability to clearly and effectively communicate with those around us. The better you are at communicating, the better you are at closing deals.

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4 Responses to “What Message Are You Sending?”

  1. Zann Palmer Says:

    Fantastic blog Dexter. Here’s a tip that’s saved me a lot of embarrassment. When composing emails, I do not type in the recipient’s email address. That way I can never send an email to someone without proofing what I wrote. Once my email says what I believe it should say, I enter the recipient’s email address and only then hit send.

  2. edapacheco Says:

    I wish many could read this post. I used to work in a company where even the IT professionals oriented the personnel to be cautious when sending emails, but their attempts to make the practice effective failed. As a result, even I was affected professionally and personally by the miscommunication of my superiors and colleagues.

  3. Donna Lasseter Says:

    And be sure that spell check is on! It is so easy to make sure our messages are spelled correctly but it’s amazing how many people don’t use spell check. Now if we could only get “grammar check”!

  4. Lloyd Carver, Sr. Loan Officer Says:

    Here is a good one. Before you forward an e-mail from a 3rd party to your client, make sure there is nothing in the body of the previous e-mails that is disparaging to your client. As a loan officer, we have to watch this given some of the off the wall things our clients do!!

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