How to write a motivation letter to employee?
- 0.1 Remember that touch of reassurance goes an extended way.
- 0.2 Make a comparison to a problematic situation that ended up being a complete success!
- 0.3 Become aware of what you are doing.
- 1 Netiquette
- 1.1 Sort of Emphasis
- 1.2 Up, down, or across the chain of command?
- 1.4 Differences in communication styles sometimes make writers nervous. After all, you are still an equivalent person in several contexts, aren’t you? Isn’t all this code-shifting kind of schizophrenic?
- 1.5 With The Boss
- 1.6 With The Colleagues
- 1.7 With The Subordinates
- 1.9 Here are some things to stay in mind:
- 1.10 First, consider the company culture in your firm.
- 1.11 Now consider the character of the topic matter of the e-mail.
- 1.12 Lastly, note the circumstances of the e-mail itself.
- 2 Do
- 3 Do Not
Remember that touch of reassurance goes an extended way.
No matter what our job is, we have all had the sensation that we simply cannot perform it. Then someone comes along and says, but you can! A capable motivator knows the way to bring out the simplest in his or her reports. And one of the only ways of enabling an employee is by expressing confidence in his or her know-how, skills, and skill to triumph. Sometimes when employees express doubt about their ability to try to do something, they are just posing for reassurance.
Make a comparison to a problematic situation that ended up being a complete success!
Often once we are worried about a few potential outcomes, we expect other situations that led to failure—and we jump to other situations that led to success. An appropriate comparison to a difficult situation that ended up okay brings the message home that difficulty is usually a prerequisite to success.
But choose your illustration carefully! If you compare the employee’s present difficulties to the issues facing the Allied Forces during WWII, you will get a whimsical smile, but you will not necessarily bolster confidence.
It is better to settle on something from the employee’s experience if you recognize enough about it to seek out a parallel.
If not, choose a situation from your own experience and start the comparison with, “I think I do know how you are feeling . Once I was handling the peak Corp. account….” once you share your feelings with an employee, you strengthen your bonds. You furthermore may model for him or her the realities of getting ahead—tough work and doubts are normal. We must twiddle our thumbs and keep it up.
Become aware of what you are doing.
To improve your skills, you want to recognize your errors. As successful overachievers, many busy executives are already onto subsequent tasks rather than finalizing the one they only began. Sometimes just slowing down an e-mail and taking the time to reread it carefully can cause insight.
An E-mail has changed how writer’s express emphasis. within the old days, italics were king. If you needed to draw attention to a word, phrase, or idea, you only switched to italics and it had been done. If for a few reasons the italics did not work on your word processing system, you used underlining. Italics and underlining “mean” an equivalent thing: Pay attention! The change a la mode means I am saying something important!
Then the primary e-mail programs arrived, and italics got clobbered. Some e-mail programs allowed the author to ascertain the italics within the message before sending, but when it received the opposite end, it had been gobbledygook. Because writing must have emphasis—ways of showing the reader that some words.
need special attention—stop-gap strategies emerged, like framing the thought with underscores.
As e-mail programs improved, the stop-gap method for italics became less common. at the present, many e-mail programs allow you to send an e-mail with italics from one computer to a different one without compatibility problems. the utilization of italics among employees during a single company is typically not a problem because most workers are going to be using equivalent software and hardware.
Sort of Emphasis
But the stress issue does not end there. Another sort of emphasis emerged during the italics’ dark days—capitalization. While the busy business reader, skimming his or her way through a document, will not give italics their due, capitals always garner attention provided they are not overdone. The trick with using capitals for emphasis has got to do with restraint. Because tons of capitals produce the effect of shouting, you do not want them to scream everywhere on the screen. Rather than producing the specified effect, the capitals will cancel one another out.
Boldface type also emerged as a way of emphasis during the first days of e-mail. Most frequently, boldface type appears when writers try to contrast different sorts of emphasis, using capitals for one quiet idea, italics/underlining for an additional, and bold for the third.
So where does that leave you? First, remember that an excessive amount of emphasis features a self-canceling effect. Second, if the e-mail is casual, use capitalization for emphasis, as long as it does not begin to rant. Third, use underlining and italics for more formal e-mails. Fourth, use bold if you are contrasting with capital. Fifth, use all of them (sparingly!) if the layout and content of the e-mail require that you segment the reader’s attention to specific, details in several ways.
Up, down, or across the chain of command?
Think about it—you do not present yourself to the boss the equivalent way you are doing to a colleague or a subordinate. Or a minimum of, you ought to not!
Different communication contexts elicit different communication styles. For instance, you are doing not roll over in bed within the morning and speak to your partner in an equivalent way you will speak to staff at the budget meeting later within the day. The vocabulary, syntax, and presentation are different.
Your partner might hear, “Oh no! It is time to get up again,” complete with a curse and a mumble. Your staff, however, will hear, “Good Morning! I would like to many thanks all for coming to the present IT meeting on such short notice. First, we would like to address….”
The same principle holds in an e-mail. Different readers require different vocabulary, syntax, and presentation. You will write to your boss, “I need to discuss a confidential HR issue with you. Could you create time to meet with me on Thursday?” Your colleagues might receive an e-mail like this: “Let us attempt to speak today about the present HR issue within the department. Are you free at noon?” Your subordinates would probably receive an e-mail more along the lines of: “Please meet in my office at 3 PM this afternoon to debate the HR issue.”
Differences in communication styles sometimes make writers nervous. After all, you are still an equivalent person in several contexts, aren’t you? Isn’t all this code-shifting kind of schizophrenic?
Yes, it is. But at an equivalent time, it is not. Language allows us to present different aspects of our personality. That is one of its great gifts— it is a wonderful, flexible tool. It is sort of a white shirt—you can wear it with a suit, with jeans, or open over your underwear. You are still an equivalent person. What is changed is which aspects of your personality are emphasized.
With The Boss
With the boss, you always want to signalize to the very fact that you simply have gotten what it takes for a promotion, a raise, or a bonus. Therefore, you communicate that you have things in check, that you have your eyes on the large picture but have not lost sight of the small print, that you simply love a challenge, that no mountain is just too big to climb, or that you simply are during a constant I-can-do-it mode.
With The Colleagues
Colleagues see a rather different you—you might be an ally or a rival. With them, you would like to stress that you simply are getting to delay your end of the bargain; that you will not let them down; that you will not backstab or undercut them once they are not looking; which your success will complement, instead of detracting from theirs.
With The Subordinates
Subordinates want to be assured that you are fair which they will assess your authority—when they do not know what to do. You would like to stress that you are aware once they are performing well, you can help them get ahead. If they show you, they deserve it, that their loyalty to you will pay off, and so on.
Differences in communication style reinforce the hierarchy of the business hierarchy—who is at the highest, who is within the middle, who is at rock bottom. In e-mail, differences in communication requirements play call at a wage scale formally at one end and casualness at the opposite. Greater formality inheres with the boss and sometimes with subordinates. E-mails to colleagues tend to be a touch more informal.
But it is not cut-and-dry. It depends, to an outsized degree, on context.
Here are some things to stay in mind:
First, consider the company culture in your firm.
If it is on the formal side, your e-mail should be, too. Are women allowed to wear open-toe shoes? Are men allowed to travel without ties? Do workers have Casual Fridays? How casual maybe a Casual Friday? Also, consider what business the firm is in and the way it conducts that business. Is it within the techno music industry or does it concentrate on corporate mergers? Does it encourage camaraderie among employees with frequent social events? How does it portray itself within the community? Pay close attention to how upper reaches of management dress and behave, because they often attained their positions partially by their ability to reflect the image of the firm.
Now consider the character of the topic matter of the e-mail.
Maybe a lot of cash involved? Large sums tend to elicit a more formal e-mail style. Is that the material banal or is it considered a politician document? Let acronyms and abbreviations into an e-mail about company picnic, but do not perform in an announcement of litigation—spell everything out, and use italics, not capitals, for emphasis. Would you rather reply over the phone than send your response over the net? How serious is that the written record? Serious paper trail, serious tone.
Lastly, note the circumstances of the e-mail itself.
Is it the primary time you have got received an e-mail on the subject? Or the 10th? Is your e-mail a part of a posh chain of forwards and replies or is it a stand-alone? Are you forced to reply immediately, or are you able to take your time? Is it a brief e-mail or an extended one? Is it introducing a situation or commenting on one? Long e-mail threads tend to favor abbreviated responses. The stand-alone e-mail usually strikes a more formal note, particularly when it is financial or legal content.
The best way of understanding the e-mail style that you simply should use is by observing the design within the ones you get. What tone does the boss use? Your colleagues? Your reports? find out who the simplest writers are in your firm and follow their clues.
- Gauge the acceptable level of ritual by considering the image of the firm, the reader, the topic matter, and therefore the circumstances of the e-mail.
- Use acronyms, abbreviations, and in-house slang in casual e-mails.
- Drop the reader’s name within the salutation if your e-mail is a component of a back and forth, or subsequent installment during a long thread, or written to an in-depth colleague.
- Consider using one-word sentences and one-liners when appropriate. Be happy to use sentence fragments, capitalization, and many dashes in a casual e-mail.
- Make the error of thinking that each one of the e-mails you write should conform to an equivalent style—it does not.
- Use the markers of hardcopy, like memo headers, in e-mail unless you are certain the firm required them.
- Forget to write down out contractions, acronyms, abbreviations, and most small numbers in a formal e-mail.
- Use incomplete sentences and one-word sentences in a formal e-mail.
- Choose capitalization for emphasis if the context is formal—use italics.
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