Sending positive messages is a common routine in the workplace. Because of this, communicating positive messages to others can sometimes be overlooked as an informal task. However, when sending a positive message to someone it is important to follow certain guidelines in order to communicate your message effectively. By following these guidelines, you will also portray a good image of yourself to the reader.
Like most professional messages, a positive message should consist of an introduction, the body of the message, and a conclusion.
Introduction
According to Waldvogel, “the greeting is one means by which the writer constructs his or her social and professional identity and relationship with the addressee(s).” The introduction of your message should include the main idea of your message; in this section you want communicate the good news to your reader. You can be as direct as you want, since in most cases the reader is interested in what you have to say. Your introduction should be concise and free from any unnecessary information that will just prolong your message; limit yourself to communicating the most important point of the message.
For example, instead of writing:
The GMC summer internship program is among the most prestigious in the nation, each year we receive thousands of applications from around the country. Thus, it is with great pleasure that I can communicate to you that, due to your outstanding skill and experience, we have selected you to take part in our summer internship program.
You can write this:
Congratulations, you have been selected to participate in the GMC summer internship program.
The second introduction communicates the important positive message immediately; as opposed to the first example, which contains some unnecessary information.
Body
The next part of your message is the body of your message. In this section, you should explain the message you want to convey to your audience in more detail. This is the section in which you clarify everything and reinstate the positive news. Also, for this section you want to include positive comments that will keep the message in a positive tone for your audience.
For example, if the audience is a customer who purchased from you, you should include comments such as: We assure you that our products are the best; we pride ourselves in providing excellent customer service.
Conclusion
This is the last part of your message and should express messages of appreciation and positive comments. According to Waldvogel, “a closing can help consolidate the relationship and establish a relational basis for future encounters.” In this section you want to give a good, final impression of yourself to your audience.
For example, if your audience is a customer, you may want to include comments such as: We look forward to providing you with the best service there is.
In this part, you should also include any follow-up actions the reader may have to take.
Communicating a positive message in the workplace can sometimes be disregarded as an informal task that is just part of the routine. However, if you want to portray a good, professional image of yourself to your audience, you should follow this quick guideline that will impress your audience and communicate your message across effectively.
Have a great day at work and remember B.N.G. Consultants is always here to help.
Sources:
“Greetings and Closings in Workplace Email” by Joan Waldvogel
http://onlinelibrary.wiley.com/doi/10.1111/j.1083-6101.2007.00333.x/full
No comments:
Post a Comment