Choosing a channel and writing a useful message

Your message should make sense without further explanation from you

You send a message to a group: “Please look at that proposal as soon as possible.” It isn’t clear who should respond, which version to open, or whether you want a fact-check or approval. Everyone may assume someone else will reply. The message needs a purpose, a specific subject, and a clear next step.

A more precise version would be: “Jana, please check the prices in the version of the proposal dated today and confirm they’re correct or flag any differences by midday Tuesday. I’ll send it to the customer based on your check.” The deadline should reflect the actual need and work agreement. Naming someone and setting a date doesn’t in itself make it reasonable to assign them any task.

Choose a channel based on what needs to be done. A written message provides information and a record. A call can help when you need to ask questions as you go or work through several connected uncertainties. Consider people’s availability, privacy, and preferred way of communicating. For something urgent, use the agreed contact method; don’t assume an email has been read as soon as you send it.

After a call, briefly confirm the decision and anything still to be resolved. Distinguish information from a task, and only include people who have a role to play. A long list of people copied into an email doesn’t replace assigning responsibility. If someone misunderstands the message, add the missing context. Simply saying, “I already sent it,” doesn’t show that it was clear or understood.