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REMEMBER THE FOUR P’S WHEN COMMUNICATING
by Peter Post
When I teach communications etiquette, I always start with The Four P’s.
These four pieces of advice are the bedrock of positive, relationship-building
communications. They are important whether the communication is verbal or
written.
Public versus private
Think carefully not only about what you are about to communicate, but how
you are going to communicate it. For instance, I once overheard a conversation a
person was having on his cell phone while on a train. The person he was talking
to apparently kept trying to discuss the qualifications of a candidate for a job. To
his credit, the person on the train refused to discuss the issue, “I can’t talk about
it right now, I’m on the train.” Silence, and then again his refusal. And again. And
again until he ended the call. In this blog I’ve related numerous email and twitter
gaffes in which a private message was sent using a public means of
communication. Remember the Bulletin Board Rule: If you can’t post what you
want to communicate on a bulletin board for anyone to read (or broadcast it using
a megaphone), then don’t email it, tweet it, blog it, IM it, or leave it on a
voice mail.
Proofread
Excusing your errors by putting a note at the end of a text saying “Please excuse
typos; this was written on my phone” does not remove the impression that you are
a careless person, it just reinforces it. Be particularly careful in today’s digital world
because auto-correct can make you look foolish and spell check is no guarantee
that everything is correct. Spelling is particularly important when it comes to
people’s names. Before you write to someone for the first time, call the person’s
office and double check the spelling of his or her name. Getting it right is expected;
getting it wrong leaves you with egg on your face.
WEEK
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Jesuit Commons
Pronunciation
Mispronouncing words can make you look like you don’t know what you are talking
about. Mispronouncing a person’s name can be a fatal error, especially in a job
interview or when meeting a new client . Take the time to find out how to
pronounce a person’s name ahead of time. Doing so will ensure your meeting will
start off on a positive, professional note.
Patience
Take your time when communicating, especially when replying. If you’re feeling a
little frustrated, wait five minutes before returning a call so the frustration you feel
subsides and isn’t heard in your tone of voice. When sending digital
communications try using the “send later” or “draft” button. Wait a few minutes
and then reread your message or ask a colleague to read it to be sure of its tone. Or,
go into a quiet, private room and read your message out loud. You’ll hear the tone
in your writing.
Remember, an ounce of prevention ….
http://www.boston.com/jobs/news/jobdoc/2014/07/remember_the_four_
ps_when_comm.html
© JC:HEM 2014