Communication is central to getting things done at work. There’s no doubt that routine email messages are the mainstay of information-sharing in the workplace, although business communication is also handled through text messages and in-person meetings. Campaign Monitor reports that most employees receive an average of 121 emails each day. Some emails follow routine spoken messages as a way to solidify what was shared. Others may serve as a virtual pat on the back or a message that insists on improved work performance. Show
Sharing Routine InformationThe most common message sent in the workplace focuses on sharing basic information. Sharing passive information or an action request falls under this category. You may also send an instructional email that provides details about a new assignment or a policy change in the organization. The format that you use for routine informational emails can affect how your employees digest the content of the message. Consider this example of a routine message example for sharing information: Opening: Good Morning. Find attached to this email our new policy on employee overtime. Please review it in detail, so that you’re aware of the changes to our current policies and procedures. Body: We developed this policy to provide clarification about the approval process for overtime and the limit on additional compensation for each employee. This policy is active immediately. Closing: If you have any questions about this new policy, please talk to your supervisor or contact human resources. It is our goal to have transparent communication about all of our policies and procedures. Sharing Bad NewsBad news comes in many forms, but most organizational leaders manage this type of message at some point. If you have to deliver a negative message to an employee or an entire workforce, consider your audience and the most effective way to share the information. If you’re providing performance feedback or terminating an employee, meet in a private office. The Society for Human Resource Management emphasizes the importance of being direct with your message. You may feel inclined to skirt the issue, but open and transparent communication is the best course of action for a negative message. Resist the urge to pad a negative message with something positive. You may cloud the issue if you use filler to soften your approach. Persuasive Messages Are CompellingEven if you aren’t in sales, the art of persuasion is critical in business communication. You may convey a persuasive message in an email, letter or meeting. Routine communication examples that are persuasive include budget proposals, sales pitches, marketing plans, client acquisition and new project initiatives. Important topics that you should cover in a persuasive message include:
Feel-Good Messages Make a DifferenceSending a positive message to an employee or colleague is satisfying. Messages of this nature should be clear and to the point. A brief, often spontaneous message of encouragement builds morale and encourages hard work and loyalty. If you’re sending a routine email that recognizes a job well done, it should include the following:
It’s important to focus on the recipient of this message. You also want to point out the behavior that you are commending with an empowering tone. Finally, keep the message short and authentic in tone.
What are the two ways to begin a routine inquiry?A routine inquiry should not open with a question or request. orient the reader, followed by the request or question. The opening of a routine inquiry should focus on the main objective. you'll ask in the body of the message.
What is the first step you should take when a problem arises?While you may not know how to resolve most issues right away, you will know the problem-solving steps to take to uncover the best response: Define the problem, determine the cause, discover the best solution, take action, and analyze the outcome.
Which of the following is used to begin a routine request when using the direct approach?Strategy for Routine Requests
Using the direct approach, open with your main idea, which is a clear statement of your request. Use the body to give details and justify your request, then close by requesting specific action.
Which of the following is the first step in writing claim messages using an indirect approach?Open with a Buffer The first step in using the indirect approach is to write a buffer, a neutral, noncontrover- sial statement that is closely related to the point of the message. A buffer establishes com- mon ground with your reader, and if you're responding to a request, a buffer validates that request.
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Which one of the following is the most appropriate beginning for a typical routine message?
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