TO: MISGUIDED
From: DEPARTMENT MANAGER
DATE: 12 th JUNE 2019
SUBJECT: PROFESSIONAL COMMUNICATION
The success and growth of our company are contingent on effective communication and professionalism of our employees. Following some cases of unethical and improper communication practice that have been demonstrated by some of our employees, I take this opportunity to point out four critical issues of concern. This is in line with the ongoing online tutoring program.
The first issue of concern that arises is ethics in communication. Every employee is bound to behave or engage their colleagues, subordinates, or external parties in a way that does not demean their individual or the company’s reputation. In this regard, it is expected that the tone and attitude used in written or oral communication be rational and non-consequential (Newman 20). The language used and choice of words impact on ethical and professional communication.
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Planning and organization of written communication are imperative. Before you delve into writing the final copy of your letter, mail, or memorandum, it is important that you should first outline the contents of the message you intend to pass. Determining the purpose of the message ensures that communication remains objective. The effective organization enhances the flow of the message and curtails unnecessary repetition. A top-down approach is recommended in proper communication, beginning with the introduction, the message, and finally, the concluding remarks (Newman 108).
Be sure to use logical and emotional appeal in your communication. Words or statements that are not based on facts often turn away the recipients of the message. Whenever possible, it is appropriate to substantiate claims with accurate evidence. Besides logic, establishing an emotional connection with the recipient is important. False accusations and vilifying someone in your message often creates an emotional barrier between you (sender) and the recipient. Be honest and forthright, but in a polite way (Troyka 4).
The fourth issue of concern is proofreading and editing of the written message. A poorly written message, full of lexical errors, improper vocabularies, misspelled words, and improper punctuation depicts unprofessionalism. While some messages can be confidential, peer-review significantly helps in identifying and correcting mistakes (Troyka 59). I reiterate that all persons should ensure that they proofread and edit the messages to rid them of mistakes before sending them.
I strongly recommend all employees should look into the issues pointed out in this memo and adhere to the practice of professional communication within and outside the company.
Thank you.
Department Manager.
