Communication Skills

Communication Skills

Communication Skills

Often times the messages that we convey via email, voice mail, or answering machines can be interpreted in a myriad of different ways in which we are not aware. Our communication skills can reflect much more than we realize. The analysis of my messages was eye-opening and thought provoking.

Written communication can be misinterpreted as easily as voice communication. When sending an email in reference to a recent meeting, I failed to focus on format, context and page layout. This message may have made the recipient feel unimportant because it lacked formality. Also I may be perceived as unintelligent, since I did not spell check and there were typographical errors in the message. The initial greeting did not include the person's full name and it did not end with anything but my name. I realize that I should have included my title, department, and contact number. In the future, I need to pay better attention to spelling and need to proof read before sending messages ("Understanding E-mail Netiquette," 2010). Also, the subject line was lacking clarity; it would help the recipient prioritize the message with a clearly defined subject line (Granberry & Strasser, 2007).

I found several areas needing improvement after analyzing the three messages placed on my answering machine. I would like to take some time to review the vocal cues that stood out the most. First, the tone was appropriate and clear, but in a plain, monotone quality. Secondly, I noticed problems with the volume of my voice. It was easy to hear, however, there were many distractions amidst the background. At times, it was difficult to concentrate on the message due to faint conversations being heard in the background. There were also times where the fluency had points of interruptions and there were several pauses of silence. Another observation was that my pitch consisted of an even and low frequency. Finally, I found much discouragement with the rate and fluency of my messages. The rate was varied in the entire message and I seemed to be hurried at the end of each. In one message in particular, my rate was too rapid to even comprehend the return phone number (Tubbs, 2009).

When leaving an outgoing message for others, it's important that the message reflects professionalism. The caller needs to feel confident that they are important to you, especially if you're not there to take their call at that moment. You need to stress to the caller when you will become available and also when you will be able to return their call.

When playing back my outgoing message in my office, I realize that I did not convey the confidence that I would have wanted to the caller. I may have been smiling while recording