In order to effectively communicate through writing a person needs to have a firm grasp on the rules of grammar and spelling. Without proper grammar, the message sent by the sender can be misunderstood by the receiver. Additionally, many people tend to use the wrong homophones in their writings causing confusion for the reader. Writing is an art, and if a person is going to rely on communicating through the writ, the person should carefully re-read his or her writing before sending the message.
In the email example from Jane to Mark, it is unclear what report Jane is expecting. Mark could be working on a couple of reports for Jane and he may need to know which one she is referring to. Additionally, Jane is mentioning a missing report. Which missing report? Who has the report? Finally, at the end of the email, it is not clear if Jane is willing to just accept the data without the report because she is alluding to having Mark send the data in a separate email.
As a final note, Jane is coming across as a desperate person in her email. Possibly even coming across as a blamer towards Mark if Mark does not deliver.
Voicemails can trump emails as long as the sender’s voice is clear and understandable. Voicemails can be a problem to understand when the sender is someone who has a heavy foreign accent. However, voicemails are better than emails because the receiver can pick up on the voice inflections and perceive the message differently than through emails.
In this example, Jane comes across differently than she did through the email. There is still a sense of urgency but it is not as desperate sounding as it is conveyed in the email. There is still the question as to what data Jane is looking for or even the report she is alluding to. However, it is now clear that Jane would be happy if Mark could at least send through an email the data that she needs.
Face to Face
Face to face is the preferred choice for communicating. Through face to face, a person can read body language while listening to voice inflections. If there are any doubts with the message being conveyed, the persons can discuss and resolve the inquietudes instantly.
In this example, Jane comes across as calm and pleasant in her solicitation of the much needed data. The request for the data is urgent but she does not sound abrasive as she did in the email.