Common mistakes in business writing (Part 3)

Before I conduct a training, I usually send a pre workshop questionnaire to the participants. This is sent through the training coordinator. I also liasie with the coordinator on the logistics and other aspects of training.

Once, I emailed a coordinator, let’s call him A, a questionnaire about 10 days before the program. I did not hear from him, so I tried calling him. I couldn't reach him.

2 days later, I dropped him another email, stating the equipment needed and other requirements for the training. Still no reply, so I called him several times. Unsuccessful again!

2 days before the program, I called him. Oh my God!! I was lucky! I got to speak to him. 

I greeted him and asked how he was. He gave one-word answers. He was curt and sounded annoyed. (Psst: And I thought HR people are friendly!)

I told him about the 2 emails I sent earlier. He said he was busy and didn't read them. 

Anyway, I got all the information from him and hung up.

3 minutes later, I got an email from him.

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Dear Sumathi,

Please send all your requirements in an email, not through numerous calls.

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I couldn't help the expletives that escaped my mouth!

How would you respond to this? I took a deep breath, and wrote:

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Dear A,

Sorry for the inconvenience. See you on Wednesday.

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I did not see him on Wednesday. Though he was the coordinator, he did not drop by to ensure everthing was ok. He asked his colleague to do it.

That brings me to 2 common mistakes in business writing I'd like to share:

1.     Not replying emails

Please reply your emails promptly to enable others accomplish their tasks. Don't create a bottleneck in the communication / work process. Have the courtesy to reply / acknowledge. This shows your professionalism.

2.     Writing when you’re emotional

Don't write or reply when you’re emotional. You may write something that you’ll regret later. I could have replied A in a nasty or sarcastic manner, but it doesn't serve any purpose. 

If you feel the other party has misunderstood your message, meet or call him immediately. Listen, clarify and sort the matter amicably. You can achieve a lot by talking and clearing the “issue” immediately. Sending emails back and forth is time consuming and may even aggravate the situation.

Dear reader, points to ponder:

• Do you reply emails promptly?
• Have you written / replied an email that you regretted later? I’d love to hear from you on this.

Epilogue:

I thought that was the end of A, but I was wrong!

2 months later, he sent me a message, asking for a training proposal. My first thought was, “Bro, seriously??” (not joy, but disbelief!)

Anyway, I sent the proposal and followed up. Again, he started his “hide-and-seek” game. I gave up on him.

And I live happily ever after.

The end.