Basics in written communication
In a business environment, have a standard template for different functions like peers, teams, clients, leaders, escalations, vendors and others. Use formal and standard words that are usable to the levels of people. Don’t use unfamiliar words; also restrict the usage of idioms, dialects, phrases, and unknown jargons. Use the ‘first-person’ format not exceeding 15-20 words in a sentence and avoid writing big paragraphs. Correct your grammar and check your spellings before you send it across to the other person.
There are several types of official meetings. Face-to-Face Meeting, Telephonic- Direct call meetings, Telephonic- Direct Conference Call Meetings, Telephonic –Bridge Conference Call meetings and Video- Conference Call Meeting. It is better to understand modern gadgets in the first place.
Enter the meeting room at the right time for a call. Introduce yourself when you find some unknown people in the group. When you direct a question, specify the name of the person. It is better to avoid parallel calls or discussions during a meeting. Focus on the current discussion and do not drift away. Avoid putting meeting call on hold and making other participants wait for you. Speak slowly and clearly to express your views.
Circulate the reports to participants before the start of the meeting. If you’re sharing the screen, continue to mention the page number, column or row number for a clear understanding of others. Always end the meeting with a ‘thanking note’.
If email option is your professional mode of communication, stick to it and do not use any other mode for formal sharing of information. Set your templates for different people with signatures, disclaimers and so on.
When you are writing an email, fill the subject line in the first place. Decide your mail message is long or short. It’s a myth that you should send only short mails. You can write long messages too divided into different paragraphs. However, the recommended practice for sharing information is to use a text file and send it as an attachment in the case of long messages. Avoid using more abbreviations for the text, but use those that are officially acceptable.
When you are directly writing to a person or persons, use ‘To’ address. When you want some other people to be aware of your message, mark them in ‘CC’, as ‘carbon copy’. Similarly, BCC stands for ‘Blind Carbon Copy’, wherein you want to inform the message to the concerned people and mark the same message to others discretely or without the knowledge of the others. It could be due to privacy issue too.
When you want to reply a message, click ‘reply all’ so that it will be shared with all the people who are authorized to get it. Similarly, when you forward the mail to another recipient, do not forget to have all the mail IDs. Also, maintain the same subject line for replies to have the continuance of further messages related to the same subject.
Look for your attachments. Not all types of files can be sent through emails. For example, you cannot send .exe files. In such cases, you can use zip files and share it. However, the security settings in the other computer will decide the acceptance of your file or zip folder.
Levels of Appearance:
Appearance is purely a personal area of people. However, any working environment would expect the employees to find qualities in their appearances with neat attire, groomed hair, hairstyle, beard, clean hands, polished shoes, trimmed-nails and so on. Official dress code is distinct and it is defined in almost all business units irrespective of sizes.
A relationship in an enterprise is something how you are associating with your colleagues. Etiquette is a set of protocols in customary behaviour. You’ll learn how best you can manage the codes of conduct in your workplace.