One rule in our business ... Never Assume Anything! Yet on a daily bases we get in a hurry or fall into our relaxed mode and the checks of our systems goes by the wayside.
Such is the case when it comes to our email communication with our clients and parties to a transaction. We send a well thought out email outlining bullet points, etc.
Did you call/text the receiver that the email was forth coming or ask for a reply on the email to acknowledge receipt? If you were waiting for a reply and received no communication back did you follow up with a call? Assumptions are made that the communication was received. Do you know for sure?
My favorite assumption is that your client actually read the entire email. Ever outline some important communication and then have the client reply thanks! Yet questions posed were not answered, etc. Did they read all of it or just glance over?
Avoid miscommunication by placing safety nets into your business:
- Follow up in some manner to make sure the communication was received. Also keep in mind that a left voicemail/text does not mean that the other party even received that message. Make sure there is some manner the other party acknowledges receipt.
- Call in advance to warn the email is on the way and when it will be sent.
- If your email content has action required from the party who receives, make sure you stress on the beginning that there are action items. This alerts them to read carefully.
- Organize the email with easy to read bullet points, avoid lengthy paragraphs, get to the point and stay on task with the message.
- Don't ramble - this is a business communication so be professional and precise. Bold/star/underline areas to bring attention to important action steps.
After all your effort and you still do not obtain the information/response sought, then there is no harm in resending your original message with a message. In the previous email I sent there were a few questions/action items that I was looking to receive information, feedback, etc. For your convenience I have the email attached below to reference (never assume they kept your email and may have deleted). I look forward to your response and apologize for the inconvenience. There .. polite message and getting them on task!
Avoid the Assumption that your emails are received and read. It will open the door for better understanding, communications and give the right impression that you are a professional!