نکته های تکمیلی
دقت داشته باشید که نکات زیر کم و بیش در همه جای دنیا به عنوان Media Harrassement شناخته می شوند:
- استفاده از فونت های درشت تر از 12
- بولد کردن بخش هایی از نامه در صورتی که این بخش ها غیر ضروری اند.
- استفاده از رنگ های تند برای فونت نظیر قرمز. (رنگ آبی ملایم پیشنهاد می شود.)
- استفاده از حروف بزرگ در محل های غیرضروری یا نوشتن یک کلمه به صورت کامل با حروف بزرگ (نوشتن کامل یک کلمه با حروف بزرگ در مفهوم «داد کشیدن» تلقی می شود.)
- استفاده از ادبیات محاوره ای، غیررسمی، نوشتن نامه بدون خط پایانی تشکرات معمول
- برچسب زدن، تهمت زدن، استفاده از استریوتایپ ها، نصیحت کردن دیگران و گوشزد کردن غیرمستقیم کارشان به آن ها
مثال برای سه نوع مختلف از نوشتن ایمیل برای یک موضوع
شخص مورد نظر قرار بوده است دیروز به شما ایمیل بزند، ولی فراموش کرده است. امروز شما میخواهید برایش در مورد آن مسئله مهم ایمیل بنویسید. من سه نوع مختلف ایمیل برای این منظور می نویسم:
Aggressive:
Well, it is not my fault I didn't forget to send an email
Passive:
Oh how terrible. That is dreadful.
Assertive:
You have forgotten to send me an email, perhaps you were busy. So, I send you this email to ask about....
هر سه این ایمیل ها برای رفع یک مشکل نوشته شده اند، اما سه پاسخ مختلف خواهند گرفت و بهترین پاسخ به ایمیل سوم داده خواهد شد.
(برای تمرین هم که شده در گوگل Acknowledgements & Empathy statements را بیابید.)
من چند نمونه از Assertive Phrase برایتان می نویسم.
Assertive phrases: Requests, Statements, Positive singnals & Positive Possiblities
Requests
I would like
I need to have
I need you to
It is important that I have/you
It is imperative that I have/ you
I will be able to do X if I have
Statements of express limits/boundaries
It is not that I am not willing, I simply cannot
I am not in a position to do that
Regrettably, I am not in a position to deliver/ provide/ give that
As much as I would like to do, I cannot
Unwanted Behaviours
I cannot have
I will not have
I need to restrict
That conflicts with our policies, and regrettably, we have to
Wanter Behaviours
What we need is
That is precisely what we need
I am looking for precisely that
Positive Signals
I am genuinely keen to help
I honestly respect your
I am very grateful for
Positive Possibilities
I am very keen to ensure that by 'x' you have/will be
I want to keep you
I want to ensure you that we continue to help/support/provide you with
یک نمونه واقعی از تجربه خود و ویژگی های هر ایمیل برایتان می نویسم
Actual Scenario: Suzanne (supervisor) had left the institute, and she had taken all of her samples and stuff from her office and the lab. She removed all the cores in the sediment lab. Yavar found that his samples are not in the same place as he put them before. Yavar made a picture from his sample box (which was empty) and decided to send a message to Suzanne and ask her about his samples. He wrote in his email to send to her.
Aggressive email
Dear Suzanne
I investigated the cool room, and I didn’t find the samples. If I were you, I would ask before doing this. However, I sampled them, and I know what I am talking about. I would like to ask you to return them at once, as I need them. I HAVE NO CHOICE MORE THAN REPORT THEM TO THE ADMINISTRATIVE LEVELS.
All the Best
- Specifications: There are some hidden messages in the written email which could be categorised as follows
a) Making the decision for someone else: If I were you… (Hidden message: I know better than you)
b) High aggressive behaviour: I know what I am talking about … (Hidden message: You do not know anything, and I am the only person who knows it)
c) Offensive demand: return them at once (Hidden message: I order you to return them to me as soon as possible, or you should put this in high priority, and I do not care about your time. I am seeking Win/Lose situation, and I should win.)
d) Menacing: I have no choice to report this (Hidden message: I do not believe that we can have a productive relationship and I will report all of your mistakes to the administrative level, including your past and future mistakes.)
e) Using capital letters: According back to the Dignity at the workplace rules (Brunel, 2016) any written communication should be avoided to use capital letters in any unnecessary place. Using capital letters stands for shouting to people. Shouting to the people is the direct result of being furious and angry. This kind of attitude will block all the relationship in any working environment.
f) Using bold and red font: Using bold and red font can stand for media harassment and should be strictly avoided. (Dignity at work, Brunel 2016)
در ایمیل اول مواردی نظیر تهدید کردن، قضاوت کردن، خشم پنهان و نقض حقوق مدیا در نوشتار به چشم میخورد. این ایمیل میتواند به عنوان Harassement به مقامات مسئول گزارش شود. در مورادی چنین مسئله ای جرم تلقی میشود.
Passive email
Dear Suzanne
I looked at the lab today, and I did not find my samples. I am sorry to send you this email. I just wanted you to know it does not matter if you replace them. Again, I apologise if replacing of them needs to much energy and efforts for you.
All the Best
Specifications: Again, there are some hidden messages in the written email which could be categorised as follows
a) Unclear message: The main purpose of this email is not clear. Had it sent to thank or to inform the person about what has happened?
b) Self-put downs: apologiess for what the person was not responsible.
c) Statement of the false event: the person does not admit that she took his samples.
d) Self-blaming: apologise that replacing took so much energy and efforts of her.
در این ایمیل شخص به خاطر عملی که انجام نداده است، در حال معذرت خواهی است. این ایمیل نیز جواب مورد نظر را نخواهد گرفت.
Assertive email
Dear Suzanne
Today, I was looking for my samples in the lab. I found the box empty as we put my samples on them together. I understand that you might replace them unwanted to move your samples. However, I searched all the labs, and I did not find my samples. I honestly respect your relocating related replacements, but I am in need of those samples. Hence, I will be elated to hear from you about the possible place of those samples.
Your efforts are acknowledged and appreciated
Thanks for your attention to this message.
All the Best
Specifications
a) Clarity: nothing is concealed in the message. The facts and the events explained without longsome reasoning.
b) Empathy: trying to understand the person’s situation and respect the replacements due to relocation.
c) Polite request with neutral language: I will be elated to hear from you about the possible….
d) Being open and honest: I honestly respect your ….
e) Positive attitude: Your efforts are acknowledged and appreciated, Thanks for your attention to this message.
ایمیل سوم (که جوابش چند روز پیش با اشاره به محل نمونه ها آمد) دارای ویژگی هایی نظیر شفافیت در بیان مسئله، احترام و ایجاد حس همدلی در شخص مقابل، درخواست مؤدبانه، صداقت و تلقی مثبت از واقعه همراه است و مؤثرترین شیوه در مدیریت درخواست های ایمیلی از دیگران است.
علاقه مندی ها (Bookmarks)