How do you create and maintain professional relationships through communication and correspondence?

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Communication and correspondence are essential skills for any general administrator who wants to create and maintain professional relationships with clients, colleagues, managers, and other stakeholders. In this article, you will learn some best practices for effective communication and correspondence that can help you build trust, rapport, and respect in your professional network.

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Sheena M.

Never stop dreaming

1 Know your audience

Before you communicate or correspond with anyone, you need to know your audience and tailor your message accordingly. Consider their level of knowledge, expectations, preferences, and goals. Use appropriate language, tone, and format for your communication and correspondence. Avoid jargon, slang, or acronyms that may confuse or offend your audience. Be clear, concise, and courteous in your communication and correspondence.

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Lauren Ramirez

Internal Audit at Chewy
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It is always important to research your audience. Deeper than being grammatically correct, how can you relate and connect with your audience? It is important to know what topics your audience will be moved by.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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Its very important that you know your audience, maintain a good composure, make an engagement with the audience rather than just one sided communication,as this makes it more progressive and fun

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2 Choose the right channel

Depending on the purpose, urgency, and complexity of your communication and correspondence, you need to choose the right channel to deliver your message. For example, you may use email for formal, detailed, or non-urgent communication and correspondence. You may use phone calls for urgent, sensitive, or complex communication and correspondence. You may use instant messaging or chat for informal, quick, or simple communication and correspondence. You may use video conferencing for collaborative, interactive, or visual communication and correspondence. Choose the channel that best suits your audience's needs and preferences.

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Lauren Ramirez

Internal Audit at Chewy
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Something I feel personally sticks out, is having conversations in person. If this is achievable, I've noticed conversations in person are more memorable and personable.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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Well, individuals are particularly easy if you know what you are doing but its important that you makes sure not to try anything that may seem a bit too much because you may just put yourself in awkward position trying to impress people. People have instincts and they can tell when you are trying to be something that you are not, so keep it simple and straight to the point, remember its business and not a show

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3 Follow the etiquette

Every channel of communication and correspondence has its own etiquette that you need to follow to show respect and professionalism. For example, when you use email, you need to use a clear and relevant subject line, a proper salutation and closing, a polite and friendly tone, a logical and coherent structure, and a signature with your contact information. When you use phone calls, you need to introduce yourself and the purpose of your call, ask for permission and availability, speak clearly and politely, listen actively and attentively, and summarize and confirm the key points. When you use instant messaging or chat, you need to use short and simple messages, avoid typing in all caps or using too many emojis, respond promptly and acknowledge receipt, and end the conversation with a thank you or a goodbye.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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Like they say it really does help to know when you in Rome, its important to carefully study the room and the audience, don't be that person who is always talking, sometimes keep quite and contribute when its necessary to

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4 Proofread and review

Before you send or submit any communication or correspondence, you need to proofread and review it for any errors, typos, or inconsistencies. You also need to check if your message is clear, accurate, and complete. You may use tools like spell checkers, grammar checkers, or readability checkers to help you with this task. You may also ask someone else to review your communication and correspondence for feedback or suggestions. Proofreading and reviewing your communication and correspondence can help you avoid misunderstandings, miscommunication, or mistakes that may damage your professional reputation or relationships.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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Well this happens a lot, and it usually happens to everyone especially if you are making a presentation to very high profile clients. sometimes people turn to always be under pressure hence the errors in typos. but with the new advance technology like A.I this has helped us a lot, thou it has made us a bit lazy.

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5 Follow up and follow through

After you communicate or correspond with someone, you need to follow up and follow through on any actions, commitments, or agreements that you made. You may send a thank you note, a confirmation email, a reminder message, or a status update to show your appreciation, professionalism, and reliability. You may also ask for feedback, clarification, or confirmation to ensure that your communication and correspondence was effective, understood, and satisfactory. Following up and following through on your communication and correspondence can help you build trust, rapport, and respect with your professional network.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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Follow ups are very crucial and important, i have observed that people or client really see themselves truly valued when there is a chance of feedback. because a lot of improvements are made through feed backs, and its also important to look at every feedback with balanced mind and not take everything personal that is if you want to grow

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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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Sheena M.

Never stop dreaming
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1. Be clear and concise: When communicating, it's important to be clear and concise in your messaging. Avoid using overly technical jargon or language that may be difficult for others to understand. 2. Timeliness: Respond to emails and messages in a timely manner. This shows that you value the other person's time and are committed to the relationship. 3. Listen actively: When communicating with others, be sure to actively listen to what they are saying. This means paying attention to their words, tone, and body language. 5. Show appreciation: Finally, it's important to show appreciation for the other person's contributions and efforts. This can be as simple as saying thank you or sending a quick email to express your gratitude.

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Carl Mkwapatira

Human Resources Officer at Baylor College of Medicine
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like at some point i was new at some place and i use to have a hard time catching up with the system, since it was new to me, i used to get frustrated all the time because no matter how much i tried it seems like i was not getting anywhere. therefore i decided to slowly take each step at a time and then i learned to make schedules and plan, and most importantly i studied my supervisor and i made sure to always know what they wanted before they said it, but studying there routine. and this made my work very easy

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How do you create and maintain professional relationships through communication and correspondence?

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3

4

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1 Know your audience

2 Choose the right channel

3 Follow the etiquette

4 Proofread and review

5 Follow up and follow through

6 Here’s what else to consider

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