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The ability to build business relationships depends not only on the communication skills you use in a live conversation.
You also have to negotiate and build trust online. And for some people this way of interaction is even more difficult. After all, in correspondence you can not count the intonation, quickly defuse the situation or consider by the behavior of the interlocutor that something went wrong.
Share with you the things that definitely annoy your bosses, colleagues and clients in communication.
The tendency to express oneself as formally as possible
The more clichéd your message is, the harder it is to read. Contrary to expectations, abstruse words and expressions will not make your text look professional. Bulky constructions prevent the recipient from recognizing the meaning contained in it.
Instead of using a huge number of participles and de-particles, verbal nouns, borrowed words and formulaic expressions abused by government agencies, use simple words. Brevity and simplicity are much more appreciated.
Too much water
Hardly anyone is interested in picking out the most important data from a huge text. In work and business correspondence, people are annoyed by the lack of clarity and specificity. Instead of long and meaningless essays, try to stay concise, while making sure that your message contains all the important details.
If possible, structure the information: make tables, break the text into paragraphs, visualize the data. This will save the recipient's time and also reduce the risk of your words being misunderstood or misinterpreted.
Lack of welcoming words
Business correspondence should begin with words of greeting. It is as obligatory as knocking on the door before entering the office. A greeting is an act of courtesy, a confirmation that you respect the recipient. Make a habit of saying hello even in messages that are a continuation of your chain of communication from yesterday.
Remember: it is necessary to write greeting words to the interlocutor every new day.
Errors and misprints
Of course, you are not ideally obliged to know the Russian language and memorize the rules of spelling and punctuation. But your ability to compose a text without obvious errors largely determines the impression of your professionalism.
When a person sees carelessness and a clear lack of basic writing skills in a work correspondence, it gives the impression that you are completely uneducated.
So try to check your spelling and punctuation, especially since there are special programs for this purpose. Over time, you can greatly improve your editing skills.
Lack of constructive feedback
When you receive a message that involves receiving feedback, it's important to go beyond a few words. If you're asked for constructive criticism, given a progress report, or asked any questions, be open to communication. Your responses should be meaningful, informative, and reasoned.
If you can give specific examples, don't hesitate to do so. You can also add links and images to your post as needed.
Sending files that are too large
If you need to forward large files to someone, try not to attach them to a messenger message or a letter in the mail. It is unlikely that the recipient has unlimited memory to download huge amounts of data. You should also realize that the person must have wi-fi access to download large files.
Instead of sending the data directly, it's better to create a folder on a cloud service where you can put it. Then you can send the person a link with access to the files, and they won't have to download them to their device.
Use of abbreviations and acronyms
If you are sure that the recipient knows exactly how the abbreviation or acronym stands for, then, of course, send it. But remember: most people prefer to see a clear and simple text consisting of familiar words rather than letter combinations.
If possible, try to write the whole word. This will at least show your respect for the person and their time.
Avoiding a business style of communication
Business relationships exclude informal language, even if the recipient is your buddy or best friend. Think about the fact that the person may need to forward a reply you've written to a client or boss. It is unlikely that they will be pleased to read a message in which you touch on personal problems, write jokes or use mats. Well, or your interlocutor will have to correct the text, which certainly does not make their life easier.
Another argument for adhering to the business style of communication in any work correspondence - so you can maximize your safety. Even if it occurs to someone to compromise your messages, the person won't get away with it. So remember: no double meanings, vulgarities, jokes, or other digressions from discussing work issues in correspondence.
Delay or failure to meet deadlines
No one likes to have their messages or requests go unanswered for a long time. Especially if you promised a quick resolution and you end up delaying action. Try to be responsible and respond to work emails as soon as possible.
Even if you haven't made up your mind yet, you don't want to get the person's hopes up or mislead them, it's better to send them a message. You can at least write that you are working on the issue and will notify the person about the changes. This simple action will help you confirm your reliability and professionalism, as well as reassure people who need something from you.
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