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How can you provide clear and concise instructions to your virtual team?

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Working with a virtual team can be challenging, especially when you need to communicate complex or urgent tasks. How can you provide clear and concise instructions to your virtual team without causing confusion, frustration, or delays? Here are some tips to help you master the art of writing effective emails for collaborating and brainstorming with your remote colleagues.

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1 Define the goal and scope

Before you send an email to your virtual team, make sure you have a clear and specific goal for the message. What do you want them to do, know, or learn? How does it relate to the overall project or objective? How much detail do they need to complete the task or participate in the discussion? Avoid vague or ambiguous terms that could lead to misunderstandings or assumptions. Use SMART criteria (Specific, Measurable, Achievable, Relevant, and Time-bound) to set realistic and actionable expectations.

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Yvonne Tate

I empower Black Women to do more with less by providing fractional business operations infrastructure, project-based consulting, strategy and tech implementation services.
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It's important to have something of an outline; at the very least, know where you are and where you want to go. The concept of helping implies that there is some sense of direction to begin with. If it's something you need help with piecing together, bring what you have to the table and allow process owners to contribute. The saying 'two heads are better than one' is accurate. If you know exactly what you want or need, have it clearly documented in terms all parties can understand so there is no miscommunication. Establishing SOPs (Standard Operating Procedures) creates a standard source of truth.

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2 Use a clear and concise subject line

The subject line of your email is the first thing your virtual team will see, and it will determine whether they open, read, or ignore your message. Therefore, it is crucial to use a clear and concise subject line that summarizes the main purpose and urgency of your email. Use keywords that capture the attention and interest of your recipients, and avoid filler words or phrases that add no value. For example, instead of writing "Update on project X", write "Project X: deadline extended to Friday".

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Yvonne Tate

I empower Black Women to do more with less by providing fractional business operations infrastructure, project-based consulting, strategy and tech implementation services.
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Establish the priority as well so people know how to manage their schedules should they need to juggle them to accommodate you.

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3 Structure your email logically

The body of your email should follow a logical and coherent structure that guides your virtual team through your instructions or ideas. Use headings, subheadings, paragraphs, and bullet points to organize your information and make it easy to scan and digest. Start with a brief introduction that explains the context and goal of your email, followed by the main points or steps that your virtual team needs to follow or consider. End with a clear call to action that specifies what you want them to do next, such as reply, confirm, provide feedback, or join a meeting.

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4 Use simple and direct language

When writing an email to your virtual team, use simple and direct language that conveys your message clearly and politely. Avoid jargon, slang, acronyms, or technical terms that your recipients may not understand or may interpret differently. Use short and simple sentences and words that express your meaning without ambiguity or confusion. Use active voice instead of passive voice to emphasize who is responsible for what action. For example, instead of writing "The report was submitted by John", write "John submitted the report".

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5 Proofread and edit your email

Before you hit send, proofread and edit your email to ensure that it is clear, concise, and error-free. Check for spelling, grammar, punctuation, and formatting mistakes that could undermine your credibility and professionalism. Use tools like Grammarly or Hemingway to help you improve your writing style and readability. Read your email aloud or ask a colleague to review it to catch any errors or inconsistencies that you may have missed. Make sure your email is respectful, courteous, and appropriate for your audience and tone.

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Yvonne Tate

I empower Black Women to do more with less by providing fractional business operations infrastructure, project-based consulting, strategy and tech implementation services.
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Grammarly is my go-to. I've been out of school a fair number of years, so there are likely 'rules' that I don't remember. Grammarly also makes great suggestions, 'cause I can be 'wordy' at times. It's like having a virtual writing coach to gently guide me so I'm not unnecessarily verbose. ;)

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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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Yvonne Tate

I empower Black Women to do more with less by providing fractional business operations infrastructure, project-based consulting, strategy and tech implementation services.
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Make your point and land your plane. Many of us don't have time for lengthy emails because yours are not the only ones we have to read and act upon. :)

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How can you provide clear and concise instructions to your virtual team?

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3

4

5

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1 Define the goal and scope

2 Use a clear and concise subject line

3 Structure your email logically

4 Use simple and direct language

5 Proofread and edit your email

6 Here’s what else to consider

Virtual Teams

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How can you provide clear and concise instructions to your virtual team?

1

2

3

4

5

6

1 Define the goal and scope

2 Use a clear and concise subject line

3 Structure your email logically

4 Use simple and direct language

5 Proofread and edit your email

6 Here’s what else to consider

Virtual Teams

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