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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