Email and voice mail are common tools for communicating across cultures, but they can also pose challenges and misunderstandings. How can you use them effectively and respectfully to convey your message and build rapport with your international contacts? Here are some tips to help you improve your phone etiquette and avoid cultural faux pas.
Before you send an email or leave a voice mail, do some research on the cultural background and preferences of your recipient. Different cultures may have different expectations and norms for communication, such as the level of formality, the tone of voice, the use of titles and greetings, and the response time. For example, some cultures may value directness and brevity, while others may prefer politeness and context. Some cultures may appreciate humor and personal stories, while others may find them inappropriate or irrelevant. By knowing your audience, you can tailor your email or voice mail to suit their style and avoid offending or confusing them.
Whether you are writing an email or recording a voice mail, your goal is to convey your message clearly and concisely. Avoid using jargon, slang, idioms, or acronyms that may not be familiar or translated well to your recipient. Use simple and straightforward language and structure your email or voice mail logically. Start with a clear subject line or introduction that summarizes the purpose of your communication. Then, provide the main points and relevant details, and end with a clear call to action or request. Use bullet points, headings, and paragraphs to organize your email, and use pauses, emphasis, and transitions to organize your voice mail. Keep your email or voice mail short and to the point, but not too abrupt or rude.
One of the most important aspects of phone etiquette is to be respectful and courteous to your recipient. This means using appropriate salutations, titles, and sign-offs, and addressing them by their preferred name or pronoun. It also means being mindful of the time zone and the cultural calendar of your recipient, and avoiding sending emails or voice mails at inconvenient or inappropriate times. For example, you may want to avoid sending emails or voice mails on weekends, holidays, or religious days, unless you have a prior agreement or an urgent matter. Additionally, you may want to avoid using sarcasm, irony, or jokes that may not be understood or appreciated by your recipient, and instead use positive and polite language and expressions.
Personally speaking, this is a rule to follow for life regardless of work. But, in regards to staying professional, I think trying to read tones and impersonal references (for example, if you know their name is Patrick but really only like Pat) helps the conversation stay positive. Using polite greetings and good-byes (instead of just Thank you it could be Thank you, enjoy the rest of your day!)are a measurable attribute and reflect well for the company!
Another key aspect of phone etiquette is to follow up and confirm your communication. This means acknowledging the receipt of an email or voice mail, and responding in a timely and appropriate manner. Depending on the urgency and the culture of your recipient, you may want to respond within a few hours, a day, or a week. If you do not receive a response within a reasonable time frame, you may want to follow up with a polite reminder or a phone call, but avoid being too persistent or aggressive. You may also want to confirm the understanding and agreement of your message, by summarizing the main points, asking for feedback, or requesting confirmation. This can help prevent misunderstandings, errors, or conflicts.
Before you send an email or leave a voice mail, it is always a good idea to review and revise your communication. This means checking for spelling, grammar, punctuation, and formatting errors, and correcting them. It also means reading or listening to your email or voice mail from the perspective of your recipient, and making sure that your tone, style, and content are appropriate and effective. You may want to use tools such as spell checkers, grammar checkers, or translation software to help you with this process, but be careful not to rely on them too much, as they may not capture the nuances or subtleties of your communication. You may also want to ask a colleague or a friend who is familiar with the culture of your recipient to review your email or voice mail, and give you feedback or suggestions.
Email and voice mail can be powerful tools for communicating across cultures, but they can also be tricky and risky. By following these tips, you can use them wisely and respectfully, and improve your phone etiquette and your cross-cultural relationships.