NEW RULES FOR COMMUNICATION

As the work world changes, we also need to change and update our communication skills. We all have cell phones and also leave e-mail messages. What is appropriate? The following are some new suggestions on voice mails and e-mails that may alter how we are doing things.

Courtesy and efficiency go hand–in-hand. Determine carefully what you are trying to communicate before calling or e-mailing someone.

● Take time to say to yourself or write down what you mean before calling or sending that e-mail. All too often, we are in a hurry to communicate and either leave inappropriate or incomplete information that may hurt us or to say the least, leave a bad impression.

● If you are uncertain about what you are saying or sending, write it out and have another person look at it and make suggestions.

Be direct. Come right to the point when you leave the actual message. Thinking carefully beforehand about what you want to say does not waste the other person’s time by doing your thinking on their time.

Avoid unnecessary verbiage. You do not want your voice message to go unheard or e-mail unread because the recipient has to wade through a ton of words before they can get to the message. Think what kind of an opinion the recipient will form of you if you cannot succinctly communicate what you are trying to say. It is possible that this person will hang up on your voice mail or delete your e-mail without getting your message.

When leaving a voice mail, don’t leave "cryptic" messages that require mind reading, such as "I have something I want to talk to you about. Please call me back." This leaves the feeling of being controlling. The listener will want to know the subject before returning your call, especially if he/she does not know you. Most people will be reluctant and suspicious if you do not leave enough information for them to form an appropriate response.

When sending an e-mail, don’t add a lot of extraneous stuff not related to the subject if you want it read or in case the recipient wants to come back to reference it at a later date. You are encouraging no response.

Be careful when sending an e-mail communication, as there is always a tone that will be coming through - be it frustration because you have not received a reply or anger that you did not get the job, etc. Passive/aggressive statements can amazingly worm their way in, and you may unintentionally create a bad impression with a person who may still be seriously considering you for a job. It may be wise to write out an e-mail or voice mail message and not send it for a day to be sure that it is what you really want to communicate. Read it over and make any necessary changes before sending it along or making that phone call. Once written or once said, it cannot be recaptured and you may regret it.

Remember the impact of visual "cues and signs". For example, don’t capitalize all letters in a word unless you want to sound like you are shouting, because that is how it will be perceived. It is also wise to eliminate smiley faces, as this also is not among the new rules for communication. Save those for casual e-mails to friends.

Proofread and spell check any e-mails before sending.

Do not be frustrated if you do not receive an e-mail or voice message immediately after sending one. Most people are very busy and cannot always respond on your timetable.

Do not reply immediately to responses (e-mail or voice mail) that upset you. Take time to think before answering to ensure a response that is appropriate.

If possible, use e-mails or voice mails to set up face-to-face encounters. The best way to sell yourself is in person.

Is there a time when e-mail is better than voice mail? The answer is yes. Because e-mail is written, it is more formal, takes more time to prepare (showing care) and can create a paper trail. Also, use an e-mail if you have a lot of information to communicate, as it relieves the recipient of taking notes.

Another nice thing about e-mail is that it gives the recipient the opportunity to frame a response without pressure. So, anytime you think your receiver would respond better by having the opportunity to think things over, send an e-mail. It is also more courteous and less controlling.

(Partly based on an article by Nicky Marone as it appeared in the Colorado Daily)