Effective communication is one of the most difficult skills to learn. This is especially true because the majority of us has abandon the old fashion person to person, face to face communication that we all had to use in the 70’s and 80’s.
Today, most of us have a tendency to use e-mail as our primary communication channel. Yes, it is extremely efficient. It’s easy. But, there are sharks swimming in our pool of e-mails. It is often extremely difficult to really express our true feelings in an e-mail. They are often misinterpreted. It is difficult to be convincing and express our passion. But, e-mail and other forms of written communication are here to stay. So…. It would behoove us to create and develop better writing skills.
Follow these guidelines.
Before you type one word, ask yourself why the person you are communicating to should even want to read it. What will it do for them? Why do they need this information?
Express your thoughts based on their needs and not yours. Avoid using the “I” word.
Your first sentence should grab their attention but don’t make stuff up or try to be over dramatic. Be honest and truthful. Refer to common goals or common truths. Try to create an understanding.
Be careful of using the “Bold” key and capital letters. The reader may view words that are all caps like you are yelling at them.
Do not use words that try to show how smart you are. Write in the reader’s language. Try to write at a level no higher than high school. Nobody cares that you know what disingenuous means.
Keep your message as positive as possible. If you have to deliver a negative or extremely disappointing message, pick up the telephone and call the person. Most telephones still work.
Language – oh it can be so difficult. Use crisp clear words. Don’t use words that can be ambiguous or easily misinterpreted.
Close your message with a call to action. Let your reader know exactly what you would like them to do.
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