Simplifying Communication at Work
Business Management, Business communication October 27th. 2009, 4:13am<!– /* Font Definitions */ @font-face {font-family:Wingdings; panose-1:5 0 0 0 0 0 0 0 0 0; mso-font-charset:2; mso-generic-font-family:auto; mso-font-pitch:variable; mso-font-signature:0 268435456 0 0 -2147483648 0;} /* Style Definitions */ p.MsoNormal, li.MsoNormal, div.MsoNormal {mso-style-parent:”"; margin:0in; margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:12.0pt; font-family:”Times New Roman”; mso-fareast-font-family:”Times New Roman”;} a:link, span.MsoHyperlink {color:blue; text-decoration:underline; text-underline:single;} a:visited, span.MsoHyperlinkFollowed {color:purple; text-decoration:underline; text-underline:single;} p {mso-margin-top-alt:auto; margin-right:0in; mso-margin-bottom-alt:auto; margin-left:0in; mso-pagination:widow-orphan; font-size:12.0pt; font-family:”Times New Roman”; mso-fareast-font-family:”Times New Roman”;} @page Section1 {size:8.5in 11.0in; margin:1.0in 1.25in 1.0in 1.25in; mso-header-margin:.5in; mso-footer-margin:.5in; mso-paper-source:0;} div.Section1 {page:Section1;} /* List Definitions */ @list l0 {mso-list-id:1504206352; mso-list-template-ids:-1752642976;} @list l0:level1 {mso-level-number-format:bullet; mso-level-text:?; mso-level-tab-stop:.5in; mso-level-number-position:left; text-indent:-.25in; mso-ansi-font-size:10.0pt; font-family:Symbol;} ol {margin-bottom:0in;} ul {margin-bottom:0in;} –> Here are a few proven tips for simplifying communication at work:
1 - Write in a simpler and more colorful way. Business letters are normally like a museum for habits of bygone times, such as “You are respectfully requested,” “Please find enclosed,” and “Yours faithfully.” Even personal letters contain phrases that have long complex phrases, and even simple friendly greetings are sometimes expressed in a monotonous and stiff way.
Take the mustiness out of your letters! It’s going to be hard at first, but eventually you will find that the new style of writing is more pleasant to read, unpleasant correspondence is easier, and that the recipients are happier to read your letters. Make use of all your senses. Write what you hear, see, taste, and feel. You can also stick to this ideal for writing letters - write as you speak.
2 - Make written memos easier. “Write me a report about it.” This has been an epidemic in the US for a long time. Try to convince your manager that the information content is the important thing, not the appearance. In many cases, a copy of the important document (letter, prospectus, newspaper article) with a few handwritten comments is the simplest solution.
3 - Simplify your email. “You have 75 new messages.” More and more people are greeted by their computer at work with such notifications. In some companies, the staff is trained by specialists, just so that they can deal with their emails and then move on to their other activities.
Here are some valuable tips on how to do just that:
- Delete without opening. Check the sender and the subject of your incoming messages listed before your read the individual messages. You may delete any messages unread. Some email programs have filters that enable you to reject at the outset certain types of undesirable messages. Emails with subject lines in capital letters, for example, are virtually always advertising.
- Put things into baskets. Reproduce a sensible paper system in your PC. Don’t misuse the inbox for miscellaneous storage, after reading messages; sort them into project-related folders or mailboxes.
- Invent abbreviations. Agree with colleagues on abbreviations to use in the subject line so that the recipient can quickly determine what the message is about. Examples are “To do,” or AR (action required) for important matters that have to be dealt with. “Info” or “FIO” (for information only) for things that are not so urgent.
- Express yourself concisely. You should make it a goal to write emails as short and concise as possible. When you reply, quote the other person’s message only if it is absolutely necessary and then only relevant excerpts. That makes it simpler for the other person to read your email. After all, email was invented for the purpose of simplification.
Janet is fairly new to the idea of writing articles online, and has been spending much of her time writing for websites. You can visit one of her latest projects: Coleman Air Mattress - and another project which helps people find the best information for Simmons Air Mattress.
