Do you want a response?
Do you ever find yourself bemused and even frustrated at how someone communicates with you in a professional context (and sometimes in personal contexts too!!).
You neither know what they are trying to say nor why they are telling you and what they want from you?
Certainly, rude is horrible, inappropriate and will almost certainly put someone off responding to you at all, never mind properly. The one thing you can say for it though is that it does usually mean you are clear what the person wants!
I have found myself feeling unreasonably annoyed recently with people who just didn’t communicate clearly, not just with what they said but how they said it.
The first example was an email from someone I met at an event. This person followed up with an extremely vague email about what they are doing in their work, together with a string of random questions to me. They lost any credibility they had with me. The other thing that was interesting was that they used an email address I hadn't given them so they had clearly researched me but had not put their insights to good effect in terms of expressing the relevance to me of what they were saying and asking for what they wanted.
Whenever you are communicating with someone, no matter what the method, it is reflecting on you, especially if the person hasn't met you yet. Even if they have, it is reinforcing the image you already created of yourself with that person. If the original impression was positive, you certainly don’t want to ruin it! Therefore, it’s worth putting time and effort into planning follow-ups.
Even if you are clear about what you are trying to achieve by sending the email, make sure it is clear to them. I did reply to that email as I’d have felt rude not to but it’s tempting not to as there was no clear point to it. I didn't really understand what this person might want from me and that made me wary. It also means they didn't get such a considered response from me.
The second example was someone who called me and spoke in a voice so quiet I could barely hear her. She was so quiet I thought that she wanted to talk about her image but didn't want anyone around to hear! She started saying she’d met me last year and asking whether she could email me about an event. Not only that, there was no context given to the event or why I might like to go.
Therefore, all I could respond was, “Yes fine, email me, but I can’t promise I can come.” As I rushed to my next meeting, she didn't make me want to listen either through her voice or what she said. It was polite that she bothered to check she could email me though!
We are all busy people with lots going on so my message is that we don’t get much air time with other people, especially on the phone and by email so some top tips to get the most out of whatever communication you are engaging in and need a response to:
Structure your communication – this needs some planning.
Introduce yourself with appropriate context, both personal and to the topic. Someone is far more likely to respond and positively if they see the point and better still remember the person it’s coming from, if they've met you before.
Be concise whether in your words and sentences in an email or your words and sentences and how you express them through your voice. Good calls start with a clear, adequately loud voice!
Be clear to the other person what you are wanting from them and make sure you do that quickly. What do you want them to do next?
Remember, it’s not just about that moment but the image you are creating of yourself, whenever you encounter others in a professional context.
Getting a response is hard in our busy world, increase your chances of getting a response and the one you want! Communicate yourself positively and clearly – remember it is all part of your personal image. What does your communication say about you? Calls and emails matter as much as face-to-face.
If I can help you when any aspects of how you communicate yourself so you get better engagement with others, get in touch joanna.gaudoin@insideoutimage.co.uk
I've checked this article through several times, can you imagine the irony if there was a typo?! Do let me know if you spot one...
Image courtesy of freeimages.com/PerHardestam