There is no denying that management is the backbone of every successful organization. It is the effective leadership qualities of the managers that lead to the achievement of an organization’s objectives. A crucial aspect of management is written communication. It is not only necessary to facilitate an exchange of ideas amongst the employees but also for meeting targets in the required time, setting goals and providing support at the time of crises. So how different types of leaders should address their fellow employees and other leaders to achieve the desired results?
1. Writing for Position
The position is the starting place of the leadership ladder. It is a foundation upon which the leadership influence is built. This title is generally given to those who appear talented and capable to the management authority. You must start inculcating the practice to communicate with your subordinates through regular emails as you would be allocating duties to them on daily basis. You need to guide them on how to proceed in their tasks and address their problems. So make sure you use simple sentences to make your points clear to the operative employees.
2. Writing for Permission
This stage of leadership is all about your influence as a leader. It allows you to broaden your network, build a relationship with the employees, gain your followers and hence take their permission to lead them. So, always begin your emails with words of appreciation. A little motivation from your side can transform the whole culture of the company. If you want to inculcate trust among them you need to be affirmative in your writing. For instance, avoid using abstract nouns such as ‘analysis’, ‘decision’ or ‘solution’. Instead, use strong words in a sentence for example, ‘the management has ‘decided’ to change the project title’.
3. Writing for Production
Leaders at this level are the people with a result oriented mindset. They are the ones who are making a noteworthy impact on the organization. Their writing should reflect their enthusiasm. Use a parallel writing structure making it easier for the employees to understand your emails. If your team has come up with an idea that can alter the status of a project you should take the opportunity to reflect the same to higher authorities. Recommend the actions directly and not what you think alone. For example, ‘we recommend including video marketing right from the beginning rather than in later stages of the project’.
4. Writing for People Development
This is a transition of leaders from being the producers to the developers. This level is no more about self-discipline and organizational traits. It is about your ability to develop these traits in others. Sending a formal email after every meeting, briefing out once again what you expect from them and welcoming their opinions is a good way to initiate fruitful conversations. Avoid personalization rather write on behalf of what the company is looking forward to. Do not use qualifiers, such as ‘it ‘may’ be crucial to include…’ Instead be specific. For instance, ‘it is crucial to include…’
5. Writing for Pinnacle
The topmost level of leadership, a respected and valuable place in the organization, the Pinnacle leadership allows the leaders to create a legacy. Hence, at this level, people follow you not because of your title but for what you have done in achieved in your career. Your words should have the power to drive your employees at the time of crisis, make them believe in the company’s vision and reciprocate your sense of level-headedness. While addressing the managers be as detailed as possible as you lay down the company’s objectives. Your managers look forward to your encouragement and reassurance. Address their issues and always be open to feedback, comments, and recommendations.
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