Cortni Potts
From the beginning of the grant writing process to the end, communication between myself and my agency took place. This partnership in turn required professional communication whether it be an e-mail, a phone call, or an in person meeting. Here are some tips regarding professional communication in various platforms.
For E-mails, the communication begins with the greeting. Openings such as “hi” or “hey” begin an the message with an informal tone. To ensure a formal tone use greeting such as “dear,” “professor [name,” or statements such as “good morning.” This formal tone should remain throughout the entirety of the message concluding with a signature that includes both a short sign-off such as “thanks,” and the name of the sender. The body of the e-mail should contain no errors, and include just enough detail to explain what is being referred to.
First begin the phone call by stating who you are, brief reason for calling, and who you want to speak to. During the call, you should avoid talking in long sentences. One way to do this is by pausing between thoughts to break up the dialog and give the other person a chance to respond. While you are listening to the other person, you should take notes to capture the important details and avoid confusion after the call has ended. When taking notes be sure to ask for clarity on anything that may be confusing. It is better to ask in the moment than later.
When meeting in person, be sure to give your undivided attention throughout the duration of the meeting. To ensure this use both verbal and non-verbal communication. Ask questions and take note of any information that will be needed after the meeting ends. Use open body language to convey that you are present and engaged in the conversation.