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How and When You Communicate Reflects on Your Role as a Professional
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How and When You Communicate Reflects on Your Role as a Professional

Connie Condon, Senior Vice President – Diversified Nonprofit Services

Regardless of the job title or description, each individual should be considered a Professional. Their words, actions and appearance reflect daily on other’s perceptions of them.

Communication is essential in any workplace and it comes in many forms that include: Face-to-Face; Written; Email; Voice mail; Text Messaging and Instant Messaging. Each requires engagement by the sender and receiver to be effective and the method dictates some common sense applications that project professionalism.

Face-to-Face communication requires that both the sender and receiver be present in the communication so that information can be shared. Sometimes, it is essential that this type of communications is followed by a written piece so that decisions that were discussed are outlined and both sender and receiver understand the discussion.

When the communication is in written form, every professional should have the basic skills of formatting a memo or letter in a manner that conforms to basic business etiquette. Additionally, when a response is required, the professional should attend to it within a reasonable period of time. To wait weeks to compose a written response sends two messages: 1) the recipient did not feel the response was worth their time or 2) the recipient had a different perception of its importance.

When it comes to Email, Voicemail and other forms of electronic messaging, it is essential that each be responded to relatively quickly. Some Professionals determine that they will respond within 24 hours, which allows the sender to know that it has been received and their communication attended to. Even a short response that the message was received and the content will be addressed will send the message that the sender has not been ignored.

Take some time to determine your professional etiquette involving communications as it is one of the easiest ways to improve and enhance the perception others have of you.