The most appropriate way to send routine business messages is through email. When complications arise, then a face-face interaction is required to solve the issue. At school, I mostly communicate via written text message, email or social media. I wish I had known that face-face interactions promote understanding and reduce conflict. It is also good that I now know that body communication transmits 55% of the interaction and the voice 38% because I can capitalize on that. It is saddening to know that I have only been communicating 7%.
Direct organizational pattern is having the main idea at the top a document which is followed by an explanation that is evidence. A message is structured that way to save time on the idea being passed and so that people find it easier to follow through. Anticipating a reader’s probable reaction is important in order to know how to structure a message. The anticipation also helps one to use direct approach when passing positive messages that will be received well and using the indirect approach when the message is likely to draw a hostile reaction from the reader. ‘True question form’ is a plain question that requires a true response. It is different from other queries because it is not misleading or suggests a possible answer to the person being asked. Routine inquiry is the constant messages received by an organisation from their clients. A favourable response means that a customer has received your answer to their query and is considering business with you. Being direct means that the reader easily understands the message and ending cordially means that they will consider that message. I will need to cultivate giving direct responses.The most appropriate way to send routine business messages
Directness in making a claim is important because the claim is easily adjusted through goodwill. Indirectness tends to overshadow the main message. Claims aim at a compensation for a sub-standard job done. When making a response to a claim one should consider who made the claim and why the claim was made.
Stein has a concern that email overreliance can destroy intercommunication within a company. Overreliance on email can harm an organization in the following ways. It destroys the true meaning of a conversation as body language is ignored. The message in an email is also easily misunderstood leading to conflict. Criticizing each other on email can destroy an organisation because words are often not filtered. People hide behind email because they feel safer at showing their frustration their as it reduces the uncomfortable feeling that a face-face would bring about. I prefer face to face when something is not right. Author McMillan would advocate for a face-face interactions in hostile environments.
The email I wish I did not send fell out because the receiver thought I was degrading their work when I was merely making a suggestion. I did some damage control by talking to the receiver on phone. An email should be vetted by several people before sending because they understand differently and it can be rectified before sending. In my own emails, I can ask a friend to read it through first before sending it out because they may spot something that I didn’t.
People are aggressive in emails because they are protected from eye contact. In a workplace more face-face can be achieved by setting up meetings. A business cannot survive entirely without email because they cannot visit everyone physically. In the inside however, the company can try to work face-face with options like ‘no email Fridays’. Such a stance will only need practise and it will be made perfect as time progresses.The most appropriate way to send routine business messages