COM FPX 1250 Assessment 5 Audio and Visual Communication Communicating a Change 2
Communicating a Change
Today I will present a change in communication and its mode. Since the epidemic, the number of individuals working remotely all across the world has grown, which means we’re exchanging more information from afar. Software may make it much simpler to distil complicated projects, concepts, and difficulties. As the years passed and technology improved, the application has remained one of the most efficient and appropriate tools a professional may use to connect with coworkers, clients, and employers.
Guidelines for using email for communication
We rely extensively on emails at XYZ Inc. to interact with coworkers, vendors, and customers. As a result, emails must be very carefully worded in order to accomplish their intended function (Wipulanusat et al, 2018). That is, we must communicate the knowledge we seek while being courteous. Good email messages communicate information simply and concisely, saving both the sender and the recipient time.
Here are some guidelines to follow while drafting an email:
- Using formal salutations and sign-offs
- Making effective use of topic lines
- Keep your message concise and to the point
- Use key points to list important facts
- Be mindful of your attitude
Using formal salutations and sign-offs
It is traditional to begin an email with a greeting, just as it is customary to begin a personal letter to someone. It is customary to address persons in formal emails using titles including such Mr. Mrs. Miss, preceded with their last name, Madam or Sir. When speaking with friends or coworkers, somebody can prefer their first names.
Making effective use of topic lines
This is a concise statement outlining the aim of your communication or the goal of your conversation (Wipulanusat et al, 2018). When composing a professional email, provide a title tag such that your recipient knows what to expect and can easily locate the message if required.
Keep your message concise and to the point
No one has time to actually read an emails with much more than 5 paragraphs; hence, whenever writing an email, keep it brief and concise.
Use key points to list important facts
Key points make it much easier for the recipient to read the email quickly and efficiently (Pidun et al, 2019). It also helps the reader discover the important parts of the email. If the receiver is required to do it after receiving the email, underline the call to action.
Be mindful of your attitude
While writing an email, it is crucial to consider the general tone of your message. Analyze what you’ve produced as if users were the recipient to get a realistic picture as to how the tone could be received.
Digital tool for the team to use when not using email
Besides from email, the digital medium that will be implemented for this team will be Slack. This is a real-time communication and notification software that is cloud-based and allows users to receive messages right on their displays. Slack allows you to have live chats with any colleague or team (Johnson, 2018). When you need a speedy response, you can easily capture a specific someone else’s attention with a notice, unlike email, in which every new communication is weighted equally. With other apps, email has different abilities. you must continually shift tabs, screens, and your concentration for even the simplest of activities. Slack integrates with all of your business tools, allowing you to discover information and take rapid actions without leaving chats.
Reasons why this application is more effective than emails
Reasons why this application is better than emails are that;
- Slack allows you to have real-time chats with any member of the team, as opposed to emails, where one must open their inbox to view their emails, which might take a few moments before they reply (Johnson, 2018).
- Slack also enables the team to stay engaged and be engaged in any conversation. Every team member has access to and may read the same communications, as well as be aware of their respective tasks.