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How can you avoid email miscommunication with multilingual colleagues?

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Email is a vital tool for communication in any workplace, but especially in a global and multilingual environment. However, email can also be a source of confusion, misunderstanding, and conflict if not used carefully and respectfully. How can you avoid email miscommunication with multilingual colleagues and foster a positive and productive cross-cultural collaboration? Here are some tips to help you.

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Shankar M.

Transformational Leader | Tech Exec | Thinks Global, Acts Local | Large Scale Systems
Ignacio Polosa

Executive Management Top Voice. CEO in Latam Countries. Finance and tax planning Senior executive. M&A experience. Tech…
James C.

Senior Marketing Professional | Expertise in CRM/Email Marketing, eCommerce, Marketing Strategy, and Digital Marketing

1 Know your audience

Before you write or reply to an email, consider who will read it and what their cultural and linguistic background is. Different cultures may have different norms and expectations for email etiquette, such as the level of formality, the tone of voice, the use of humor, the length of the message, and the frequency of follow-ups. Likewise, different languages may have different rules and nuances for grammar, syntax, punctuation, and spelling. Try to research and understand the email preferences and practices of your colleagues, and adapt your style and language accordingly. Avoid using jargon, slang, idioms, or acronyms that may be unfamiliar or ambiguous to your readers.

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Marcos Monterroso Godinho

CEO at Tikedo Spain | Global Executive | Managing Director | Board Member | International Expansion | Change & Transformation | Leadership | Industry | Retail | FMCG | Packaging
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Primero, al redactar correos electrónicos, utilizaría un lenguaje claro y conciso, evitando jergas o frases complejas que puedan generar confusiones en la traducción. Además, consideraría la posibilidad de utilizar herramientas de traducción automática para asegurarme de que el mensaje se comprenda correctamente en el idioma de destino. También alentaría a mis colegas a expresar cualquier duda o inquietud sobre el contenido del correo electrónico y estaría dispuesto a aclarar cualquier punto si es necesario. Esto promovería una comunicación efectiva y colaborativa, independientemente de las barreras lingüísticas

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2 Be clear and concise

One of the main challenges of email communication is the lack of non-verbal cues, such as facial expressions, gestures, and tone of voice, that can help convey your meaning and intention. This can make your email more prone to misinterpretation, especially if your colleagues are not native speakers of your language. To avoid confusion, be clear and concise in your email. Use simple and direct sentences, avoid passive voice and complex structures, and use bullet points or numbered lists to organize your information. Make sure your subject line is relevant and specific, and state the purpose and main points of your email in the first paragraph. If you need to request something, make it clear what you want, why you want it, and when you need it. If you need to give feedback, be constructive and polite, and avoid sarcasm or criticism.

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Ignacio Polosa

Executive Management Top Voice. CEO in Latam Countries. Finance and tax planning Senior executive. M&A experience. Tech & AI fan.
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Use clear, concise language and avoid jargon or complex terminology that may be difficult for non-native speakers to understand. Opt for simple, straightforward sentences and avoid ambiguous phrases or idiomatic expressions.

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3 Check and proofread

Before you hit send, check and proofread your email for any errors or mistakes that could affect your message or impression. Use a spell checker and a grammar checker to correct any typos or grammatical errors, and read your email aloud to see if it sounds natural and appropriate. If possible, ask a colleague who speaks the same language as your recipient to review your email and give you feedback. If you are not sure about something, ask for clarification or confirmation. If you are writing in a language that is not your native one, you can also use a translation tool or service to help you write or check your email, but be aware that they may not be 100% accurate or reliable.

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4 Be respectful and empathetic

Email communication is not only about conveying information, but also about building relationships and trust with your colleagues. Therefore, it is important to be respectful and empathetic in your email, and show that you value and appreciate their work and perspective. Use appropriate salutations and closings, and address your colleagues by their preferred names and titles. Express gratitude, appreciation, and recognition for their contributions and achievements. Use positive and polite words and phrases, such as "please", "thank you", "I hope", "I appreciate", and "I look forward to". Avoid using words or phrases that could be perceived as rude, aggressive, or demanding, such as "urgent", "as soon as possible", "you should", or "you must". If you encounter a problem or a disagreement, do not use email to argue or blame, but rather to seek a solution or a compromise. If necessary, switch to a phone call or a video chat to resolve the issue more effectively and respectfully.

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Shankar M.

Transformational Leader | Tech Exec | Thinks Global, Acts Local | Large Scale Systems
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Earlier in my career, I collaborated with colleagues across The Netherlands, India, and China. It's crucial to recognize that respectful and empathetic behaviors can vary significantly between cultures. One useful piece of advice I've gleaned is to employ verbs that denote action (such as initiate, facilitate, supervise, upgrade, design, enhance, etc.) in your emails. This approach fosters a sense of collaboration while establishing clear expectations. Remember, conciseness and precision are essential for business communications. Should communication issues arise, it's advisable to make a phone call or arrange a video conference without delay.

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Andrew McBarnett FCMA CGMA

Business Strategist | Driving Sustainable Growth Through Operational Efficiency and Profit Maximisation
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From my experience, it's crucial to write simply and clearly. Avoid slang and terms that might not translate well. Also, encourage questions for clarity, showing it’s okay to seek understanding. Consider using translation tools or including summaries in the colleagues' primary languages. By being considerate of language differences, you can foster a more inclusive and effective communication environment.

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5 Follow up and follow through

Email communication does not end with sending or receiving an email. You also need to follow up and follow through on your email to ensure that your communication is complete and successful. Follow up means that you reply to your email in a timely and appropriate manner, and acknowledge the receipt and the content of the email. You can also use follow-up emails to remind, confirm, or update your colleagues on the status of a task or a project. Follow through means that you do what you say you will do in your email, and deliver on your promises and commitments. You can also use follow-through emails to inform, report, or evaluate your results and outcomes. By following up and following through, you can show your professionalism, reliability, and accountability, and build trust and credibility with your colleagues.

Email communication is a skill that can be learned and improved with practice and feedback. By following these tips, you can avoid email miscommunication with multilingual colleagues and enhance your cross-cultural communication and collaboration.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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James C.

Senior Marketing Professional | Expertise in CRM/Email Marketing, eCommerce, Marketing Strategy, and Digital Marketing
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Write your response in your original language along with providing a number or process for them to have a remote online voice discussion to discuss further. For extra effort use Google or Bing translate to provide a rough translation of your response, which could be appreciated or held against you depending on the individual.

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How can you avoid email miscommunication with multilingual colleagues?

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6

1 Know your audience

2 Be clear and concise

3 Check and proofread

4 Be respectful and empathetic

5 Follow up and follow through

6 Here’s what else to consider

Executive Management

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How can you avoid email miscommunication with multilingual colleagues?

1

2

3

4

5

6

1 Know your audience

2 Be clear and concise

3 Check and proofread

4 Be respectful and empathetic

5 Follow up and follow through

6 Here’s what else to consider

Executive Management

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