Email happens to be the most used (at times abused) form of business communication. The importance of email, thus, should not be undermined. However, it is necessary to observe business email etiquette. Following 7 rules need to be taken care of:
Rule No. 1:
Think of all the options before deciding to send an email. Today, we have many other options like text messaging, WhatsApp, Instagram, chatroom etc. Choose the one which is most appropriate for the subject and for the receiver whom you want to contact. Remember email is a commitment.
Rule No. 2:
At times, you may be sending a venerable message. Whenever some kind of conflicting statements are made, it is necessary to be careful, very careful. In such instances, you may find it useful to print the message before sending. A hard copy can be easily examined for correctness of language syntax etc. But when you read on a computer, you may not be all that meticulous. Besides, you will have a permanent record. Who knows, you may need the record in the event the conflict escalates.
Rule No. 3:
Whenever you send an important email, it’s necessary to read it more than once. You may improve the language. You may like to modify the thought to make it more intelligible, logical & convincing. It may require extra effort. But when the message you are sending is of critical importance, extra effort is justified. After all, such critical communications are not handled on daily basis.
Rule No. 4:
Always maintain an address book. Never delete names. You never know when you need the same. But maintain the address book most efficiently. For personally known contacts, always start the name using surname first. For others business contacts you may like to form some groups. Vendors could be in one group. Clients could be in another. Further, these can be assigned subgroup names. It could be industry wise or importance wise. As per the needs of your particular organization and your role, planning needs to be done.
Rule No. 5:
In business, in spite of best efforts it’s difficult to maintain equanimity. But never send an email when you are not a good mood. Something may have happened and you may be upset. This is certainly not the right time to send an email. Further, even when you are exhausted, don’t send an email. An email is a spontaneous expression of your thought and mind. Your exhaustion could peep through the mail when the receiver reads it.
Rule No. 6:
Don’t ever cut short the business process to make it simple. When the occasion demands that you must have a face to face meeting: go for that. An effort to make it more convenient may obliterate and negate the very cause of the meeting. An email is never a replacement of a personal contact.
Rule No. 7:
Last but not the least, always keep in mind and reflect on the hierarchy of business contacts. Meeting comes first. So, when you need to convince and influence someone, you may require meeting. Yet, you cannot always meet even though it may be important business. Then, use the telephone. Have a smile on the face. Go through the contents of your call based on your objectives, and call. Don’t hurry to pick up the phone. Third in line is voice mail. Though it is not interactive, yet it has some degree of personal touch. When all the aforesaid three are not possible or not required, use email and sure remember to follow the first 6 rules.
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- It is often necessary for the manager, to remain silent, and listen. Silence also speaks. And when it does it makes the other person speak out. That is the information manager needs to understand and assimilate.
- Never reprimand in public. At times, the manager has to show disapproval of conduct or inadequate performance of his team member. It is his duty. So he needs to express his/her displeasure or annoyance. But this should not be done in presence of other staff members. Always, appreciate in public reprimand in private.
- Often time, while reacting to a major mistake or a repetitive one, manager tends to raise voice. Never do that. Instead raise your pitch (the note of the voice) and lower volume. After all the objective is to ensure that blunders are not repeated. It is not to create enemies in your own office.
- Though manager must always avoid losing temper. But sometime it may still happen. On such occasions, the manager should never negotiate a deal or any other kind of negotiation; it is best to postpone the same, at least for some time. (ever thought for a while)
- The managers should never use their tongue to cause a wound. Human tongue is perhaps the strongest organ which rarely falls sick. And if it happens, the tongue heals very fast. But the wounds it may create in the mind of the listener may never heal. Not even in lifetime, at times.
- Never be in a hurry- neither to give any instruction, not to explain to a junior ‘how to do’. Whenever a group perceives that the manager is in an overdrive, they must throttle back. Else, it will send a wrong signal.
- It is said that never do business with close relations. There is lot of wisdom in the saying. The business etiquette even forbids mixing friendship in a business communication. It is necessary to avoid influencing in name of friendship on any business deals, negotiations or even in a communication.
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Today I’ll talk to you about 6 critical aspects of one’s personality. There should never be ignored. Which are the six characteristics that define a successful person?
1. The first one represents the physical aspects. How do you look? How you carry yourself and the clothes that you wear. These are important. Your posture, the body language and your smile are even more important. Practice and rehearse your smile for different situations. This may appear silly. But it is not.
2. After physical aspects, you must develop a positive attitude. Overcome all negative assumptions. First you have to identify these negative assumptions and then throw this art. An open mind without preconceived notions, alone can breed a positive attitude.
3. Third point to be emphasized is about your communications- both verbal & written. Regarding verbal, you must ensure that you sport a reasonable cordiality at all times. A smile on your face and a desire to be cordial will do the trick. Your voice quality and modulation while speaking are also very important for the efficacy of your communications.
4. Fourth notable characteristic of personality is competence in interpersonal skills. It’s necessary to be adept in interpersonal skills. Today, more than ever before. On can achieve progress only with the help and co-operation of others. That makes if necessary that we build good relations with all concerned. It so one must develop the required capacity to build good relations.
5. Fifth distinctive feature of a successful personality is time management. Little can be achieved by anyone if his/her time is out managed productively. Only when you are and time wise you achieve something significant. Otherwise you are left behind. Growth and progress are no longer linear. They are exponential. So it’s imperative to make the best use of limited time available to us.
6. Finally & the sixth distinctive quality of personality is about your goals, focus & perspective. Success can be achieved only by consistently making efforts toward realization of your goals. This can happen with your focus on what is required to be done. Perspective must not be allowed to be prejudiced. Any circumstances or situations should not impact your desire & ability to pursue your goals.
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