Estimated studying time: 4 minutes
I not too long ago wrote an article about “The way to Write an Electronic mail that Others Will Learn”. It supplies nice ideas and reminders about sending good e-mail messages. After the article was revealed, it occurred to me that one other frequent type of enterprise communication is textual content messaging.
So, I reached out to my group once more and requested them ideas for writing an expert textual content message. Please word, I’m not speaking about private textual content messages. It might make sense to view sending texts to family and friends otherwise out of your supervisor and colleagues.
Earlier than drafting a textual content
- Ask your self, “Why are you sending a textual content?” If emails are purported to be transient and to the purpose, textual content messages ought to be much more so. Textual content messages ought to deal with one subject and/or one query.
- Be delicate to the date / time you ship the textual content. Though textual content messaging is extra frequent, there’s nonetheless a sense that textual content messages have the next precedence and never everybody makes use of DND (don’t disturb) options.
- If the message isn’t time delicate, think about using e-mail or the recipient’s most popular messaging medium. The aim is to get a response, so ship the message the best way somebody needs to get it.
Drafting the textual content message
- Use their title. And let me add if that is the primary time that you simply’re sending a textual content, it might be useful to determine who you might be. I used to be not too long ago on a enterprise journey and my consumer wished to ship me instructions to the place we had been assembly, however they’d by no means texted me earlier than. So, the textual content stated, “Hello Sharlyn. That is NAME. Listed below are the instructions.” I appreciated it – particularly as a result of they had been sending me a hyperlink and I didn’t need to click on on it with out context.
- Be informal however not too informal. Don’t kind in all lowercase. Take into consideration the anomaly of utilizing slang and acronyms. Possibly keep on with utilizing phrases and phrases that you already know are generally used so there aren’t any misunderstandings. (You may nonetheless kind in all lowercase and be as hip, edgy, and funky together with your family and friends as you would like.)
- Maintain it transient however use full sentences. That is in all probability one of many methods you possibly can have your textual content stand out as being skilled and business-like … use full sentences.
Let me add that there was fairly a dialogue about the usage of emojis. Some people are completely towards it, primarily as a result of some emojis are generally misinterpreted. An instance is the palms collectively emoji – does it imply “I’m sending prayers” or “thanks” or “excessive 5” or one thing else? Different people felt emojis are okay if that’s a part of your tradition or your relationship with the recipient. Right here’s my thought. I don’t usually textual content those who I don’t know. So, I’d prefer to consider that I can decide whether or not emojis are acceptable for the recipient. When unsure, save the emojis till you already know for positive.
Earlier than you hit the ship button
- Take a second to proofread. Double test spelling – it issues. As a result of readability and brevity are the aim, make sure that your textual content accomplishes the aim.
- Insert some frequent courtesy. Utilizing “please” and “thanks” goes a great distance in getting your textual content learn and responded to.
- When unsure, mirror their fashion. That is very true when responding to another person’s textual content. Take note of how others talk with you. What’s their writing fashion? Do they use slang, acronyms, and emojis? It may be useful to comply with their lead.
Textual content messages are a type of enterprise communication. Even when it’s solely in emergency or extraordinary circumstances. Which is why they need to be transient, clear, {and professional}.
Sadly, like emails, many organizations don’t put any pointers in place the place textual content messaging is worried. Possibly they need to. The very last thing any firm needs is to have to analyze an worker relations challenge and see some very questionable textual content messages. This checklist might be a place to begin. Outline when texts ought to be despatched and the way they need to be written. It’ll assist with correct efficiency and productiveness!
Picture captured by Sharlyn Lauby on the HR Know-how Convention in Las Vegas, NV
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