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e-book E-Mail: A Write It Well Guide (Write It Well Series on Business Communication)

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When it comes to neutral or positive messages, usually the best strategy is to get to the point. Make it clear:. They give the information, but forget to tell the audience what to do with the information. One helpful tip is to end the communication by looking towards the future. Tell the reader what you want them to do. Thank you for emailing us about the broken strap on your baby carrier. We would be happy to send you a replacement carrier at no cost.

10 tips for effective business writing

Make sure that the warranty number located on the waistband of your carrier is clearly displayed. As you can see, Ilya breaks the good news immediately, then clearly lays out what Alice needs to do next to receive the new carrier.

Even the drawbacks, such as having to cut the straps on her current carrier so that it is not used by another baby, are stated positively. Ilya also includes attachments to help her easily follow his instructions. He then ends on a positive note. Remember that when you communicate, you should always be aware of the context, audience and purpose of your message. Concision is highly valued in the workplace, but it should come at the expense of tact or using a positive tone. And what if those audiences have different levels of experience with your subject matter?

When you read this email, ask yourself the following questions:. Why now? I have been a member of the VCU community for a long time, I love working here, and I know this is a place where I can bring my whole self to work. I think my work and VCUL community are enriched when employees are authentically present.

I think that all you kind folks at VCUL are open to welcoming me.

What does that mean for me, your colleague? Instead of using she or her pronouns to refer to me, you can use they and them. What can I call you? What if I get it wrong? If you catch yourself, correct and move on. Will you correct me if I get it wrong? It depends on the situation. Can I correct others? I hope that you can respect me and honour how I am asking to be addressed, recognizing that inclusion is a core value at VCU, so we can work together. Another option is to just use my name instead of my pronouns.

Thank you for reading this far and thank you for your support. In this email, Erin uses a lot of the strategies we just discussed. They are direct and get right to the point delivering the key message in the subject line and the first sentence , then provide supporting details. They meet the needs of multiple types of audiences by using clear headings and links to external resources for those who want more information. They also use a warm, positive tone that assumes that the VCU community will be supportive and respectful.

Delivering negative news is never easy. Some people prefer their bad news to be direct and concise. Others may prefer a less direct approach.

ADVANTAGES AND DISADVANTAGES OF WRITTEN COMMUNICATION

How you break bad news will also depend on your culture, your family and norms of your industry. For example, people in India might be very direct with their family and close friends, but use an indirect approach in a workplace setting. Regardless of whether you determine a direct or indirect approach is warranted, your job is to deliver news that you anticipate will be unwelcome, unwanted, and possibly dismissed.

In this section we will examine several scenarios that can be communicated internally within the organization and externally outside the organization , but recognize that the lines can be blurred as communication flows outside and through an organization or business. Internal and external communication environments often have a degree of overlap.

The rumour of anticipated layoffs may surface in the local media, and you may be called upon to address the concern within the organization. When you break bad news, you first want to think about the best possible outcome for everyone involved. If you handle the news with professionalism, you might be able to preserve the working relationship in the future.

This also applies to external communication. Sometimes, an angry customer might complain on social media. You might not be able to preserve the relationship with that customer, but other customers will be watching to see how you handle it. If you deal with the angry customer in a fair, professional manner, you will leave others with a positive impression of your company. There are seven goals to keep in mind when delivering negative news, in person or in written form:.

Brian has frequently been late for work, and the problem has grown worse over the last two weeks. Your manager has instructed you to put an end to it. The desired result is for Brian to stop being late and to improve his performance. First, you could approach Brian in his work space and speak to him directly. Advantages to this approach include the ability to get right to the point right away. The approach described above does not provide the opportunity for discussion, feedback, or confirmation that Brian has clearly understood your concern. It fails to address the performance concern and it limits the correction to the lateness.

Overall, it fails to demonstrate respect for all parties. By , that number will grow to It happened in , when a Philadelphia attorney began typing an email to a colleague. The missive involved a proposed settlement of a lawsuit against pharmaceutical giant Eli Lilly and Company. The actual recipient? A New York Times reporter.

Days later, the paper published a front page story about the proposed billion-dollar settlement. Another burden of this tool: the overwhelming obligation of answering our inbox. But, love it or hate it, the adoption of email as a way to communicate in business has forever reshaped how we do our jobs.

In a generation, sending and receiving information went from a slow, uncertain process to lightning fast. These days, people send billion business-related emails a day, according to researchers at the Radicati Group. That number is expected to hit billion by Very few people used email consistently even 20 years ago.

Sure, many of us had AOL accounts back then, but those were largely personal. All the way into the s, speedy replies were not the norm, and even faxes were considered a more effective way to send information than email. That changed in the early s, when email at the office became ubiquitous. Then came the BlackBerry in Very quickly, email drastically changed the way nearly every professional works, said Will Schwalbe, who is executive vice president of editorial development and content innovation at book publisher Macmillan in New York City.

Tip: Picture the typical reader in your mind. Is she an year-old university student in a small New Brunswick town or a year-old executive in Vancouver? Do you simply want to share information? Do you need to explain a difficult concept? Or do you want to inspire your readers to act?

Most importantly, what is your key message?

BBC - Capital - Love it or loathe it, email changed the world

Tip: Show your document to someone outside your department or company and ask whether anything is missing. Creating problems? How many times have you read about low-hanging fruit, win-win solutions or pushing the envelope? Do they inspire you—or make you yawn? Thought so. Every field has its acronyms and technical terms. On a webpage, for instance, you can insert a hyperlink to the definition. Cut the flab to keep your readers.