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Improve Your Business Communication on Email and Chat

October 1, 2020

By Linda Olejniczak, courtesy SBAM Approved Partner ASE

Based on conversations with ASE members, most rely on email and chat to conduct their business communication daily.  Both are simple and effective methods of communication.  Use these tips to make these mediums more effective and improve your business communication.

Email

Email allows people to get relevant information and it provides enough time to formulate an answer.  Practice these tips to make it more efficient.

Be Friendly and Respectful – Kindness will always accomplish more.  Pick up the phone if you need to discuss, ask, or disagree about something.

Keep it Short – Make your content clear and concise. Include deadlines, and address if you need an immediate response or details.

No Room for Errors – Keep internet slang for your text messages to your BFF.  Keep it professional and check for errors.

How to write an email:

  • Subject Line – 2-5-word summary of the email – Project Name, Meeting Name, and Date etc.
  • Begin with a Greeting – Hi, Hello, Dear
  • Body of the Email – I need your assistance on, our meeting is scheduled, your response is requested by…
  • Closing – Thank you, Have a nice day, Sincerely
  • Signature Line – YES, even for a colleague include your signature line. Often a colleague needs to refer you to another customer and needs to quickly access your number and email.

Chat

TEAMS or other chat functions are part of most employees’ days.  It provides instant communication and collaboration.  Here are some tips to make it more efficient.

Keep it Simple – Avoid writing long and complicated phrases.

Keep on Topic – Especially in a group chat. Stick to one topic of conversation at a time.

Shout Out –Are you conducting virtual meetings? Use chat to get a colleague’s attention and ask a quick question that pertains to your virtual conversation. Watching a webinar separately at your own home office?  Use chat to talk like you would do in person.  Be efficient – a colleague before you transfer a call.

Look before you Leap – Make sure you are in the right chat before you hit enter.

Use the Status function – Help your colleagues know if you are available.

Sharing our thoughts and needs and listening to those of others is critical to forming working relationships and making employees feel valued.  Follow the key communication principles: polite, professional, friendly, accurate, and to the point. 

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