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Once upon a time, a long time ago, people used this material called “paper” to communicate. They even took classes that included the proper way to write a letter on this paper.

There were seven parts to this communication.

1. Sender’s name and address
2. Date
3. Recipient’s name and address
4. Greeting
5. Introduction
6. Body
7. Closing and Signature

Beautiful, precise penmanship and correct grammar were also stressed, because communication had great value. These letters were often saved and cherished, with some having historical significance.

What Has Changed

Fast forward to today – past the paper, beyond the fax machine (thankfully, beyond the wretched rolls of thermal paper), beyond email, and now into a world of texting, chatting, and AI.

As you can see, a lot has changed!

We have gone from seven points of clear communication to something like this:

BTW ICYMI the MGR said this is ASAP. IDK why and IDC but the MGR said LMN, and I said NP. IMHO and TBH, YOLO, and this is a PIB, but OK. BRB.

What Has Not Changed

Methods of communication have changed, but the need for clear, connective communication has not changed.

While we recognize the convenience of shortcuts and, frankly, have some fun with acronyms, remembering some of the paper rules will help with today’s communication.

Here’s an example.

A leader emails or texts someone on their team.

“I need the report ASAP!”

The team member will try to read their thoughts, and they will send them the reports they think they need.

“You misunderstood. I need the Smith Company report on this month’s financials. And it needs to go to me and John Smith by noon tomorrow.”

Now, let’s examine where this communication went wrong, in context of the Seven Letter Parts rule.

Was the sender identified?

Maybe, if the person’s phone number is familiar. But if not, it may not be recognized as a legitimate text. It could end up in the unknown sender file.

Is there a date?

In this case, yes. Most systems use date and time stamps. What is not clear, however, is how ASAP is defined. This may mean “tomorrow” to you, while your team member may interpret it as “immediately”. They may stress, change their plans, and drop everything to deliver what they think you need right away, only to have you say, “Oh, thanks for doing this. It could have waited until tomorrow.”

Is the recipient’s information correct?

If you have ever sent a sensitive message to the wrong person, you know why this matters!

Greeting

In the Seven Letter Parts rule, the greeting included a salutation like, “Hello” or “Dear”. This was followed by the person’s name.

Now, consider how important a person’s name is to them and ask yourself when the last time was that you included a person’s name in the email or text.

The salutation is a warm greeting, which establishes an initial connection.

Contrast this to the text above: “I need the report ASAP!”

There is no warmth and no connection.

Also consider the impact of saying, “You misunderstood.”

This placed the blame on the team member when, in reality, the leader did not communicate clearly what they needed.

If you want to build camaraderie with your team, train yourself to greet them warmly and use their name. The no-greeting message comes across as an order to a no-name person. Think about the message you are really sending when you do this.

And instead of saying, “You misunderstood,” you could say, “I may not have communicated that clearly.” One will devalue your team member, and one will make them feel respected. And they will respect you for it as well.

Introduction

An introduction serves as a bridge. It establishes a human connection point. It allows you to say something positive or to set the stage for why the person is receiving the message. If you skip the introduction, it can feel like the person is brought into the middle of a conversation with no context.

Body

This is where you provide the detail of what you need. It does not need to be lengthy or elaborate, but it should address enough detail to be clear. It helps to ask, “Who? What? When? Where? How? and Why?”

• What do you need?
• Who needs the information?
• When do you need it?
• How does it need to be done? (if there are preferences)
• Why is it important?

Closing and Signature

While a formal signature is not required, you do want to close cordially.

“I need the report ASAP!” is missing something very important. It is missing a “thank you.”

If you need to convey detailed information, use a well-crafted email. If you need to have a quick or urgent conversation, use text or instant messaging, but do so with respect. And, keep in mind, you can still call a person or meet with them face to face.

Whatever method you use to communicate, be clear and connective in order to add value.

For valuable resources on Leadership Strengths and Tools, click here.

Deb Ingino is a highly sought-after executive coach, mentor, consultant, and speaker worldwide. Deb is well versed in business operations and in the importance of asking key questions most business leaders won’t ask themselves. She brings deep experience in leadership development, strategy, high performance team building and effective communication. She has a passion for leading people to discover and maximize their strengths as well as those of fellow team members, while offering advanced strategies to achieve high performance. Deb is the perfect fit if you’re ready to take your leadership and impact to the next level!