The email should include a meaningful subject line. The latter should accurately give a clear description of the content in the email. It should provide the reader with a concrete reason to read the message inside. If the subject part is blank or contains vague titles may lead to a missed opportunity to persuade the reader to check the message. It is important to understand that the reader has many messages in their mailbox. A clear and precise subject line gives a busy professional the reason to open the email; otherwise, they might ignore it.
Ensure that the message is focused. The sender should know why they are writing the email, whether they are responding to a request, apologizing for a mistake, or even requesting the recipient to take some form of action. The email should be purposeful, and the intention should be clearly and precisely communicated. It should be direct, and address the reader directly to catch their attention. The email should be well organized; otherwise, readers will get bored reading a complex message which is too wordy and requires a lot of time to go through it. There is a high likelihood that they will just hit the reply button if they are required to contribute anything and fail to read the rest of the message. If the message contains a lot of important information and nothing can be omitted, the sender should number all the key points. They should start with a clear statement followed by an explanation. It is also important to split all the unrelated topics and write them separately. Suppose the management sends all the organization employees a message that relates to only some employees. In that case, many of them will waste time going through the whole thing to check whether there is any information that applies to them. Some of them may give up when they find the first sections do not apply to them.
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Use a polite tone throughout the email. It is important to use words such as thank you and please but avoid wordiness because it wastes the recipient's time (which is rude). Also, ensure that the email is readable to help the reader focus on the message. Proofreading is also very important to avoid redundancy and hard-to-read sentences. Writing short paragraphs separated by blank lines is also essential because unbroken blocks of texts can be intimidating or boring. The sender should take time to format their message to make it easy for the reader. Moreover, fancy typefaces should be avoided because the recipient's email may not have all the features used by the sender, such as bold fonts.
Identify myself clearly. This entails proper salutations. Identifying myself will save the unnecessary reader time they could use to figure out who the sender could be and their position in the organization. Despite my rank in the company, I will be kind to all the recipients. I am sure that the reader will be impressed by my kindness and how well I explained my position in the company and the reason for contacting them.
Possible Causes for the Caustic Exchange Depicted in the Email Chain
Absence of clear directions in the organization on how to carry out various tasks. If the leaders fail to discuss or formulate deliberate strategies and tips or fail to communicate coherent information to all employees, conflicts are bound to arise. Directives are very significant for any organization. They help members understand where and when to meet or what is required of them. Unclear directions may cause resentment within the organization or teams.
Poor communication and feedback channels. The sender should communicate their message, and it should be simple and easy to understand for the reader ( Abiodun, 2019) . The statement should address the issue at hand. All the recipients should be able to receive the email within the stipulated time and respond accordingly. If the message does not reach the sender in its initial form, it will have no value.
Challenges blending different personalities into a unified and cohesive team. The recipients have different characters. For example, some are flexible while others are not; some are more accepting to change while others are not. Understanding the different personalities of workers in the organization is fundamental ( Derr, 2020) . It helps to understand the type of message to include and identify possible strengths and challenges associated with each personality. This allows the management or the sender to compile an all-inclusive message to avoid resistance and prevent potential conflicts.
Assumptions that I Need to Make Regarding the Scenario to Support My Assertions.
The recipients know what I want. Providing so much information may create confusion because such data makes it hard for the employees to differentiate between what is and what is not important. This can be verified by testing the employees using questions or observing them.
Another assumption is that the employees care; this is not true since some employees are not always committed. Assuming that the employees have content is also possible. This makes the sender provide limited information, and the recipients may fail to understand the message in the long run.
What Makes my Message Effective.
The email is well organized. I have put all the information clearly and logically, making the info visually scannable and easily digestible ( Hossain & Asheq, 2020) . The email format is also official, and all the necessary information is placed where it is supposed to be. I have also used an appropriate tone to ensure that the email is not misinterpreted. The tone is both serious and formal to attract the reader's attention. Using the right tone ensures that the recipients grasp everything. I have also used clear action plans by clearly communicating all the important items. Additional elements that make my email effective include using a subject line, greetings, and a brief pleasantry.
My intent for how my message might impact future communications and actions among team members include: promote a healthy organizational culture, reduce misunderstandings, solve conflicts easily, provide clear directions and encourage team spirit.
Part 2
To: Emergency Operation Team
From:
Subject: Group Email Communication
Good Afternoon Team.
I hope this message finds you well. I would like to inform you that you have been selected to join this Emergency Operations Team. Your skills and experience proved that you would make an excellent addition to the team. I am very glad to work with each one of you. I understand that you all hold different leadership roles in your respective departments; with that said, you are still expected to cooperate and respect one another because you are currently in the same teams. Every member will be expected to contribute their views, ideas, and opinions when necessary.
All the important details of your groups will be communicated instantly and using effective channels. We will schedule meetings, and all members are required to attend. The first meeting will be held next week on Monday at 10:00 am, and the venue will be communicated two days before. This is the official email group and name that will be used to communicate and convey important information.
Regarding the previous email chain that I received today, I would like to inform you that such kind of communication and sentiments will not be tolerated by this organization from now henceforth. Kindly note that respect is highly required from you. Whenever you are frustrated or annoyed, ensure that you find better ways to communicate and resolve the issue at hand. We should be time conscious and avoid wasting time on unnecessary problems such as communication etiquette.
If anyone has issues, please reach out to me through this email or my work email. I wish all of you good luck in your groups.
Thank you,
Yours sincerely,
Team lead
References
(2020). Mass media and the concept of interactivity: an exploratory study of online forums and reader email. Media, culture & society , 22 (2), 205-221.
Abiodun, A. R. (2019). Organizational conflicts: Causes, effects, and remedies. International Journal of Academic Research in Economics and Management Sciences , 3 (6), 118.
Derr, C. (2020). Major Causes of Organizational Conflict: Diagnosis for Action. Working Paper.
Hossain, M. U., & Asheq, A. A. (2020). Do leadership orientation and proactive personality influence social entrepreneurial intention?. International Journal of Management and Enterprise Development , 19 (2), 109-125.
