Communication Etiquette
Hello,
I will be talking to us through some communication etiquettes when writing. I am not an expert on this subject matter, however, I will try to drop the little tips I know and yes, contributions and questions are allowed. Life is all about learning.
#1 — For anything you are writing, if you cannot put it on a notice board or bulletin, don’t put it anywhere. This includes emails, blogs, Twitter, Facebook and all forms of social media
#2 — If you are writing to a person for the first time, it’s best to stick to the formal way of communication and writing. No short forms, no abbreviations.
#3 — Try to understand when to use the following words; this/these, been/being; it’s/it’s/its’; their/they’re/there; most of these similar-sounding words (Williams can help with the technical name) mean different things and can make your audience winch with pain.
#4 — Writing can be very tricky because you cannot decipher the facial expression of your audience, their body language, or tone of voice for you to quickly change your style. It’s advised you used it as a last resort after attempting face-to-face and phone conversations, at the least.
#5 — Be aware of your tone, it’s best to read, re-read, and read again anything you are writing. One word may have gone with the wind while typing. Your tone speaks a lot more than you realize, you should read out loud when proofreading. Try not to sound snippy, sarcastic, or demanding. You can ask a friend or colleague to help you read through as well.
#6 — Don’t send an email or post when you are angry, upset, or distracted. Emotions are never a good thing to ride on — positive or negative.
#7 — Always check for spelling and accuracy of your words; the use of the right words in the right context. For example, telling a software engineer that you “constructed” an application will raise eyebrows when the appropriate word to use is “build/develop”. Because construct is synonymous to build does not make it fit in this context.
#8 — If you are a jovial person, never make use of emoticons in official communications, only in personal communications are these permissible
#9 — If you have known somebody beforehand but never sent them a written communication, it is best to approach the person with a formal tone. Let him/her be the one to dial down the tone to an informal one. Also, don’t forget to add titles as appropriate e.g. Ms. Favour, Dr. Gabriel, or Barr. Williams. Oftentimes, when they reply with their names, you will take a cue of how they prefer to be addressed going forward e.g. Barr. Williams can sign as Best Regards Williams (meaning you can ditch the Barr. when communicating to him next time)
#10 — Always Proofread… One word omitted can throw the seriousness and attention your communication deserves into the mental trash bin of your recipients.
#11 — Don’t forget to use the right punctuation marks, if necessary get a material to help on this and study how best to use them and your prepositions as well. I know it can be a bit confusing and very frustrating — trust me I have been there.