Real-Life Communication -- Solution
Here's another way you can approach it. (First, did you notice
the mistakes? There are three of them. In the second sentence, the "your"
should be "you"-- a spell checker wouldn't catch that one. In the third
sentence, "acceptions" should be "exceptions." In the fourth sentence, "schedule"
should be "scheduled.")
Dear Colleagues,
As you
know, I was happy to join the company recently and meet all of you. I'm
hoping we can work together to make our operations even more successful.
Our
company is planning to upgrade our equipment so we can sustain our competitiveness
in the marketplace. This will mean some changes in the way we all approach
our jobs.
I don't want anyone to worry about how these plans will
affect you, so I'm asking that everyone join me for a meeting on Friday
afternoon at 4:30 p.m. in the main conference room to hear about the new initiatives
and have a chance to ask questions and share ideas. I'll bring the pizza.
Bob
By
using the word "our," you make it sound like you are planning to work with
them rather than bark orders at them. It also implies a mutual stake in the
results. Commenting that you want to make the operations even more successful
acknowledges that you realize the company is already successful and you want
to see it continue.
Finally, describing the details of the changes
in an atmosphere where people can enjoy some good food and ask questions will
ease their fears as they absorb the information. Then sign your first name.
"Written
communications must be clear and concise with good grammar and good spelling,
so classes in business communications are recommended," says
improvement specialist Sonja Hughes.