Handling correspondence may seem trivial and tedious. However, communicating proactively and consistently is crucial for cultivating trust and demonstrating relationship reliability. Additionally, sharing information, responding to requests, and following up on open items are necessary to foster transparency and collaboration with colleagues and stakeholders.
Thinking about the recipients and their expectations can help you determine how best to approach them to ensure your message is received as intended. For example, disclosing lousy news or disseminating complex information warrants a discussion first via phone or in person to minimize misinterpretation. On the other hand, email works well for straightforward information like quick status updates to a group of people.
How you reach out and respond is a choice.
Every second, you choose how you want to be in relation to yourself and others. Adapting your preferred method and style to meet others where they are is essential to interconnecting.
Furthermore, reflecting on what’s worked well and what hasn’t can provide insight into the best approach with a particular person or group. For example, consider how you felt when you proactively shared information and received a favorable outcome like appreciation or reinforcement. Then, think about how you felt when someone needed to follow up with you on your promises and how that might have impacted their perspective and further interactions.
Standards and expectations.
Standards, like the “8Cs of Good Communication,” are practices we hold for ourselves. These tend to be subjective and contain a level of quality that we deem appropriate for the situation. The importance you put on your standards influences the expectations you unconsciously or consciously impose on others.
Your beliefs and assumptions about how you want others to act toward you can lead to conflict and misalignment with others. Understanding the “why behind” how you act, think, and feel can help you showcase your emotional intelligence and communicate more effectively.
Tips to organize and prioritize your correspondence.
Taking accountability to correspond in a timely manner can help you build your brand equity and credibility, strengthening your interpersonal relationships. Also, realizing the time and energy it takes you to communicate can help you plan accordingly and manage your schedule more efficiently.
For example, suppose you find yourself avoiding your inbox or refraining from responding to a text. In that case, you may need to shift your outlook and establish habits that make overcoming resistance easier.
Here are some tips for organizing, prioritizing, and deploying rigor in your communication correspondence:
Create a few manageable lists.
When you feel overwhelmed, it’s a sign to clear out your brain clutter. A way to combat this is to create three core lists: (1) a master list extracting everything that is in your mind, (2) a weekly list that highlights main tasks, and (3) a daily list that you can use to review what was accomplished, setting an intention of focus for tomorrow. Each morning, you can reassess your plan to see if it still makes sense based on anything new that may have arisen. Making this a ritual can assist you in remaining on top of what’s most critical. Use the “stop, start, continue” method to evaluate and organize what is on your lists.
Clear out your inboxes daily.
Whether it’s your email, text, or messaging apps, schedule time to concentrate 100% on responding. This way, you can openly process what you’re reading, taking any necessary actions and deciding how best to answer based on the sender before replying. Also, if you struggle with “saying no kindly,” remember that when you say “Yes” to one thing, you’re saying “No” to another. Also, “no” doesn’t need to be forever. It can be “Unfortunately, I can’t right now” or a follow-up conversation to discuss and find a compromise.
Be genuine in your exchanges.
Successful interactions require each person to feel seen, heard, and understood, where clashes are repaired promptly. Recognizing that some relationships warrant extra attention, such as proactively providing status updates or sharing information, is a way to keep in touch and show interest. Also, being authentic, responding within 24-48 hours, and following through on commitments can make a big difference in building rapport.
Express appreciation and recognize contributions.
Acts of kindness and respect do not need to be lavish to create meaningful moments or showcase gratitude. Making it a point to notice and acknowledge another’s contributions, thank those who make a positive impact, and actively listen are potent ways to show respect and deepen relationships through courageous communication.
Tap into your highest expression.
How you express yourself, your tone, and how you deliver your message will make a substantial difference in ensuring your message is clear, concise, and without contradictory thoughts. To magnify your message, use words that evoke enthusiasm and resonate with the other person. Also, incorporate quality, care, and excellence in all you say and do and solicit feedback to ensure your messages resonate, are clear, and relevant.
Honing your skills takes commitment and practice.
Conversing in a calm, compassionate, and curious manner emits a vibe that encourages sincerity and connection. As Maya Angelou famously stated, “I’ve learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.”
Activate your best with those around you.
Self-leadership is about getting to know yourself better and applying that knowledge to how you connect with others. As a lifelong student, certified professional coach, and consultant, activating the best in others through self-leadership, interpersonal relations, and team dynamics are passions of mine. My approach is personalized and customized, tapping into various assessments, disciplines, modalities, and techniques. Also, check out my “Micro & Mini Service Offerings” and try one session to inspire you. Sign up solo or with another person or group to work on a specific exercise or activity and split the costs! Contact me to get started.