photo credit: romana klee
Packaging is key when communicating. Dictionary.com defines packaging as “the manner as which something, such as a proposal or product, or someone, such as a candidate or author, is presented to the public”. How you package your message can either help support your point or distract from it.
Every way you communicate is a reflection on you. Whether you are communicating in person or in an email, it is important to prepare and deliver an effective package. It is even more important to pay attention to content particularly in emails. In an email you are not able to read how your audience reacts to your message. It is easy for the recipient to misinterpret an email message. You have one opportunity to send a clear message to make and support your point.
- Proof, proof, proof the content and all documents. Make sure you do not have any typos, make sure if you use peoples names that they are spelled correctly and that you are consistent. If you refer to Mr. Joe Smith as Joe in one portion document, do not refer to him as Mr. Smith in another.
- Get to the point, do not be wordy. Be clear and concise.
- If you have attachments for an email, reference each attachments in the email and the information that is in each document.
- Before you send an email, open up each attachment and print it to make sure it looks good and prints correctly. Check for formatting errors. Nothing is more frustrating than receiving a document and trying to print it and it does not print correctly.
- For an in person meeting make sure you have enough handouts for everyone. Always have at least one extra.
- If it is your meeting, always have an agenda.
- Anticipate questions that may arise either from the email or the meeting and have necessary supporting information and/or documentation.
Although much of this may be common sense and seem simple. Too often mistakes are made due to lack of preparation. By taking just a few minutes upfront you can create an effective message with great results.
Happy Packaging!
{ 2 comments… read them below or add one }
Hi Chris:
I totally understand what you are trying to convey, however the question that I would like to ask is: Are people so critical of errors and misspelled words that they let it get in the way of the message that is being delivered? I would suggest to you that no matter how careful someone is regarding proof reading and spelling/grammar checks that some times small errors simply slip through the cracks. Humans make mistakes so as recipients of written communications we should try to be less critical and more understanding when they occur. I have seen far too many recruiters remove otherwise qualified candidates from consideration simply because they had a typo on their resume.
In reading your article (please excuse me for being a bit too wordy here but I want to make sure that you understand that what follows is not a criticism of you but rather an example of what I tried to convey above. If I attempted to be “clear and concise” and got “straight to the point” you might think that I missed the point of your message and was simply going for a “got you” moment which couldn’t be farther from the truth). I am certain that you put a lot of time and effort into formulating the content of the advice that you presented. I am equally certain that you proofed it, spelled / grammar checked it, and proofed it again before you published it. However, despite all of your preparation and proofing a mistake slipped through. You wrote:
• Before you send an email, open up each attachment and print to make sure it looks good and prints correctly. Check for formatting errors. Nothing is more frustrating then receiving a document and try to print it and it does not print right.
An alternative:
• Before you send an email, open up each attachment and print IT to make sure it looks good and prints correctly. Check for formatting errors. Nothing is more frustrating THAN receiving a document and TRYING to print it and it does not print CORRECTLY.
I only mentioned it because I see “than” and “then” misused far more often than I would care to. Despite our best efforts and preparation, sooner or later mistakes happen to all of us – ironic that it happened here. In any event, I really do appreciate the advice.
Larry
Thank you Larry, I appreciate your feedback. This is exactly my point.
)