In today’s fast-paced world, effective communication—especially in professional and leadership settings—goes beyond simply passing information. It’s about how the message is conveyed to maintain clarity, ownership, respect, and professionalism. The rise of social media and instant messaging has undoubtedly made communication faster and more convenient, but it has also created a tendency to overlook traditional manners and politeness.
Let’s break down why this matters, how it impacts relationships, and ways to improve professional communication.
The Situation: A Forwarded Instruction
Imagine this scenario: A leader forwards a whatsapp message to their team that reads, “Please tell all students of the English Class to pay their school fees. I’m going with it on Monday,” with no additional context or personalization, aside from a brief, generic greeting like “Good morning to you, sir/madam.”
While this might seem efficient, it raises several issues:
- Lack of Ownership: Forwarding a message without rephrasing it or adding personal input distances the sender from the instruction, making it feel impersonal and robotic.
- Missed Opportunity for Engagement: A forwarded message does little to build rapport or respect with the recipient.
- Erosion of Politeness: Social media norms, such as quick forwards, can create a perception of indifference or lack of effort.
- Clarity and Context: Forwarded messages often lack additional details or nuances that could help the recipient better understand the task.
How It Should Have Been Done
Even in a world where communication is instant, taking a moment to personalize and clarify a message is essential. Here’s how this situation could have been approached differently:
Acknowledge the Recipient
Start with a polite and engaging greeting that establishes a respectful tone:- “Good morning, [Recipient’s Name]. I hope this message finds you well.”
Provide Context
Briefly explain the instruction’s importance and why you’re sharing it:- “I am reaching out to ensure that all students in the English Class are informed about their outstanding school fees.”
State the Instruction Clearly
Rephrase the original message in your own words:- “Could you kindly remind all students to settle their payments by Monday? I will be following up on this matter then.”
Close with Professionalism
End the message on a positive and polite note:- “Thank you for your cooperation. Please feel free to reach out if you need any clarification.”
Here’s how the final message might look:
Subject: Urgent Reminder on School Fees (Subject being optional)
Good morning, Tom Jones,
I hope this message finds you well. I am writing to ensure that all students in the English Class are reminded about their outstanding school fees.
Could you kindly inform them to settle their payments before Monday? I will be following up on this matter then.
Thank you for your cooperation, and please don’t hesitate to reach out if you have any questions.
Best regards,
Jane Doe
Why Politeness Still Matters in the Digital Age
With the convenience of social media and instant messaging, it’s easy to think that formalities are unnecessary or outdated. However, this couldn’t be further from the truth. Politeness is timeless and plays a vital role in building trust and respect. Just because technology has made communication easier doesn’t mean we should forget the importance of manners.
- Efficiency Without Effort Isn’t Enough: A simple forward may save a few seconds, but it often communicates a lack of effort or care.
- Politeness Humanizes Digital Interactions: Taking a moment to personalize messages ensures they feel less transactional and more meaningful.
- Maintains Professional Standards: Whether through email, instant messaging, or social media, politeness reflects professionalism and respect for others’ time and effort.
Tips for Professional Communication
- Use Your Own Words: Avoid forwarding messages without adding context or rephrasing them.
- Be Polite and Courteous: Acknowledge the recipient and maintain a respectful tone throughout.
- Provide Clarity: Ensure your message is clear, complete, and free from ambiguity.
- Stay Professional: Treat digital communication with the same formality as a face-to-face interaction when appropriate.
- Remember the Human Element: Technology is a tool, not a substitute for the respect and care that foster strong professional relationships.
Final Thoughts
Leadership and communication go hand in hand. While social media and instant messaging have made it easier than ever to connect, they should not replace the thoughtful and respectful practices that define professional interactions. Taking a few extra moments to craft a clear, personalized, and polite message can transform how instructions are received and executed.
Let’s not allow the ease of modern communication tools to dilute the values of respect and professionalism. Instead, let’s use them to enhance our ability to connect meaningfully and effectively.