Effective Communications In Our Digital World
By Andrea Cannavina

According to a Pitney Bowes study, the average corporate executive receives upwards of 375 calls, voicemails, e-mails, faxes and letters each day. With such a deluge of information, is it any surprise that survey after survey indicates the time available to capture anyone’s attention is only a few seconds?

Let’s face it, who has time to listen to a five minute rambling voicemail full of umms and ahhs or scroll through a six page e-mail? Along with annoying the recipient, long winded messages that are not deleted are usually flagged for review at a later time, slowing the process and in some instances removing the productivity of digital communications altogether.

So how do you effectively use the digital communication tools of today? Here’s a few tips I’ve learned during my five years of working virtually:

• Slow Down. Just because you can shoot off an e-mail within seconds of having a thought or leave a voicemail immediately following a question entering consciousness, does not necessarily mean you should! All messages should be short and to the point and respectful of the recipient’s time. By taking a few moments to mull over your message, you may stumble across a resolution or additional points which need to be addressed may come to light.

• Be Professional At All Times. Yes, that joke your buddy sent you last night was a hoot, but you should never forward such communications to business contacts. To protect against spam, you also should not disclose your recipient’s e-mail addresses when sending to a group. Using the “bcc” (blind carbon copy) field for multiple addresses and placing your own e-mail address in the “To” field shows you are respectful of your contacts’ privacy. It also provides you with a “proof” copy of what you sent to check formatting or other issues which can affect the message by transmission through the Internet.