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Is
That What You Meant To Say?
By Jane Watson
In
addition to words, vocal expression and body language all
play a significant role in helping people to interpret messages.
That's
why writing is the most difficult form of communication. Readers
cannot see or hear excitement, a twinkle in the eye, a quizzical
look or anger. They only have the words on paper or screen.
Therefore,
despite the warning that today we should write as we speak,
there are a few basic truths we can't ignore.
- Tongue-in-cheek
comments seldom work on paper. Humour relies on timing,
voice inflection and body language, as well as words.
Written, humourous comments often come across as sarcastic
remarks.
- A
chairman once tried to get his association's members to
hurry up with their registrations by writing, "I
would personally appreciate your attending to this because
I have other things I would rather spend my limited time
doing than following up with your renewal." He claims
he was being funny. Others thought he should resign from
his post if he was so busy.
- Enthusiasm
is hard to convey. John handed his boss, Tim, the hard
copy of a presentation he had been working on. Tim made
some minor revisions and returned the material with a
brief note saying, "Fine." John was deflated.
He had spent long hours ensuring this presentation was
outstanding and he believed he deserved better praise
than this.
- Later
Tim met John in the hall and again mentioned the word
"Fine." But this time it was accompanied by
an enthusiastic tone and a pat on the back. John immediately
felt 100 percent better. If Tim read his correspondence
aloud before he sent it out without any vocal expression
he would have a better understanding of how the receiver
would read it.
- Familiarity
is also a problem. Many readers object to being called
by their first name by writers they have never met. Yet
if they were meeting face-to-face with that same stranger,
they wouldn't have a problem with using first names. On
initial correspondence, use a formal salutation: Dear
Mr. Brown: or Dear Ms. Smith: or Dear K.W. Black:
Today's
writing style calls for you to write more informally than
you would have ten years ago. Remember, the correspondence
must still be interpreted by an unseen audience.
©2006,
Jane Watson is dedicated to advancing business communications.
She is a consultant, author, keynoter and trainer and can
be reached at jane@jwatsonassociates.com
or (905) 820-9909.
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