Common communication courtesies Apr18 '07

What follows are a couple "communication courtesies" that not enough people practice.

Use caution when forwarding

Do not forward an email to someone without first explaining to them the meaning.

I really despise the "Forward" option in email software. People assume that whatever they forward will be fully read and understood by the recipient. Actually, the opposite happens. The recipient is presented with a long email thread, with half sentences, bad grammar, and is expected to understand the request.

Use caution when forwarding. It's OK to do it, as long as you provide a sentence or two of explanation, prior to the forwarded thread. It's just complete laziness to simply hit "Forward," and think that you've "done your job." You haven't. You've just caused more work for someone else, because you are lazy.

Word of warning for forwarding to me: when I get forwarded emails, without an explanation from the sender, I take a lot longer to get to that request. I don't have time to sift through everyone's individual response.

Email or IM before you call

The phone is no longer a primary communication source in work places. All companies use email, and many have adopted instant-message as an alternate way of communicating.

The phone is a terribly rude interruption. It requires your "undivided" attention, possibly drawing that attention from an important task.

Instant-message and email are a great "mediator" to communicating on the phone, and are much less obtrusive. Before you call, drop that person an instant-message or email, politely saying something like this:

"Hey, are you busy? Let me know when you get a sec for a phone call. Thanks."

This way, the person is not immediately drawn away from their task. Rather, they can either accept or decline the phone call invitation, and they have a moment to wrap-up whatever they were doing.

If you're not a big fan of email or instant-message, then expect a lot of your calls going to voicemail. Get with the technology of the times.

Relevant

Here are some other posts from me that further discuss technology and communcation:

Categories: Annoyances , Communication , Email , Instant Message

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matthom is published and produced by Matt Thommes - an independent publishing enthusiast, mobile blogger, content creator, informative writer, web developer from Chicago. Never one to conform, Matt intends to promote the effect the web has on our lives, in an effort to intensify, instruct, and clarify all that is happening around us.