三和一善 - Do not use stickers in SNS when you talk to your supervisor

Posted by Kazuyoshi Sanwa on April 16th, 2021

not talking to your family or friends. The following four NG dialogue methods must be avoided:

1. If you have something, please finish the whole paragraph. Divide it into three paragraphs at most, and don't divide it into several sentences.

〈NG〉"Report", "Team Leader", "The latest reply from the customer was received just now", "Lack of delivery", "They said it was this is because of insufficient raw materials supplied upstream."

When you report, first talk about the results and conclusions, and then talk about the reasons. This is an efficient way of communication. Therefore, the correct format of the official report should be "Report for team leader. The customer said that the delivery could not be made on schedule because the upstream supply of raw materials was insufficient. This is the call I received just five minutes ago."

If you divide your words into several fragments of text, it only appears that your speech is not focused, and it is easy to make the other person feel impatient. I personally have almost zero tolerance for such messages: "Anchor Liu", "Latest News", "The client just accepted the proposal", "We will ask you to execute this case", "Thank you, please provide a quotation." A very simple narrative, it is really tiring to hear my LINE ringing six times! There is another kind of beginning sentence which should be avoided as much as possible: "Question~~". When people are waiting for you to ask and can’t read them back for the time being, they are already waiting for your straightforward questioning. You have to add one more sentence. "??", it seems to be questioning "hey have you read my message?" Even the communication with colleagues of the same generation is very annoying, let alone customers or supervisors.

三和一善

2. DO not use cute stickers when you talk to your supervisor

Try to reply with words like "received/okay/get it/thank you" as much as possible, to show seriousness, instead of using an OK sticker. If possible, it is best to add punctuation to short sentences, especially when you are replying to your supervisor. Of course, if it’s a lighter conversation, you can occasionally post a sticker or emoticon to express gratitude and joy, but remember, it’s not the only time to apologize. You have to apologize in text, and pass on the cute and sad sorry stickers. All are just counterproductive.

3. The transmission of information related to official business should be based on text as much as possible, and the record of conversations should be kept.

When there is a problem at work that needs to be clarified, the process of text communication is evidence-based, versus voice communication which comes and goes. When necessary, it can be used as a clear and effective evidence. What's more, if you want to pursue efficient communication, why not just call the other party faster if you want to use voice? However, if you are calling a supervisor or a client, remember to send a message to ask if it is convenient for the other party to talk. It will be more polite.

4. For important instructions, such as proposal or quotation, using E-MAIL is better.

The immediacy of LINE has replaced E-MAIL to some extent. However, if it is a proposal, quotation and other important requests with antecedents and consequences, it is recommended to use E-MAIL and pass it to the supervisor in the form of a complete letter. (林嘉麗）三和一善（訳）