In the modern business world, we have lots of quick and easy channels of communication. Remember the old days when we used to actually have to write a memo (on paper) and actually send it to someone? Now we have instant communications with email, IM, text… Things should get done faster and better now right? Well that’s not exactly how things have evolved.
With the essay and instant access to electronic communication, this has exponentially increased the volume of communications that each of us gets barraged with each and every day. And it also makes it more likely that some (or many…or most) communications will be hastily composed, not proofread and quickly sent out in an attempt to move something along (to someone else) and to generally look busy (but not necessarily productive). After all, there is no paper wasted, so why not just get it out quickly, a follow up email can be sent if there was something missed or incorrect, nothing wasted right?
The downside of this approach is that this is wasting people’s time reading incomplete, incorrect or incoherent communications which then require additional communications to attempt to clarify the first ones, which may not be sufficient which lead to more communications….
Time is a very valuable resource that most organizations cannot afford to waste. Think about how much money you earn per hour and how much it costs for you to have to read and re-read and re-ask about unclear emails. This is definitely a drain on productivity which can and should be addressed in order to be more effective while using less time and effort. Clear communication reduces waste,
So what is clear communication? Let’s take an example of email. Many tasks and pieces of key information are managed these days by using email. So if this is the primary sources for managing key initiatives, how should the information be presented in an email?
Here are 5 elements of an effective email:
To follow up on the requirements for implementing the new network server, the following will be required: