Tenor in Email Communication
Today we will be discussing “tenor” in workplace emails. We will: 1) explain what tenor and how it is reflected in workplace emails, 2) why using proper tenor in the workplace is important, and 3) provide tips as to how you can successfully determine tenor for use in your own workplace emails. (First Slide) What is tenor? Tenor is the tone of a form of communication that reflects the relationship between the speaker and their audience. In regards to email, it is the relationship between the writer and their recipient.
Every person uses different forms of tenor on a daily basis, whether they are in the work place, at home or even with friends. Tenor is present in an email and can be reflected in a number of ways. It is most evident in the formality of the speech used and the words chosen in the communication of ideas. However, the tenor of an email can also be affected by the subject matter of an email. More serious or pressing issues often call for a more formal use of tenor. (Second Slide) Why is tenor important?
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Tenor is an important element of workplace communication for a number of reasons. Firstly, the tenor used in an email demonstrates one’s level of respect for who they are speaking to. In the workplace, it reflects the level of respect one shows for their superior, co-workers or even direct reports. This is evident in the politeness and mannerisms displayed in the email. Calling your friend “dude” may be normal in their company, but calling your boss the same may be taken as offensive or undermining. Secondly, tenor can display your dedication or seriousness about issue.
While some subjects may discussed light-heartedly, such as an office event, while other require more a serious tone, such as discussing grievances or personal absences. Mistaking tenor in the workplace can have a number of negative effects. It could possibly damage your work relationships and create tension in the workplace, reduce the effectiveness of workplace communication and processes, as well as reduce your chances for advancement in a company. Always remember to consider if your words could be misinterpreted before you click send! (Third Slide)
So how do you determine the proper tenor to use in your email? There are 3 simple questions that you can use to evaluate your relation to the recipient and effectively gauge the proper tenor in an email. These questions are as follows: Ask yourself – What is the recipient’s position in the company? Are they a superior? A co-worker? A direct report? While these employees all share different roles, they can all be treated with different tenors. While your boss requires a highly formal level of tenor in your communication, a co-worker may not. – What is the subject matter of the email?
As we have already mentioned, the subject matter of the email you are writing may also have an effect on the tenor you should be using. For instance, consider the co-worker mentioned above. On a day-to-day basis, a co-worker may not require a highly formal tenor in communication. However, while discussing this co-worker’s grievances, bereavement leave or other personal matters, a more formal tenor may be required to spare their feelings and show your respect for their situation. – Another good question to ask yourself is: Who will have access to the email?
Although you may think the email you just sent is only seen by the recipient, this may not always be true. The last thing you want to happen is for your boss to see an email that you wrote and think that you may have disrespected another employee by using informal tenor. To end this conference, we would like to suggest some tips for determining and executing proper tenor in workplace emails. 1. Always use more formal language in your initial message. Once your recipient replies, it will be easier to determine what tenor is appropriate.
It is better to err towards the casual side after an exchange of emails. 2. When in doubt, mirror it out! Mirroring is a valuable tool in determining workplace tenor. When mirroring, one simply replies to an email with the same tone as the sender. In other words, send email you would like to receive and you will do no wrong. 3. Always think before you send! You may think you are communicating one message, but your recipient may read another. Always be sure to re-read you emails and consider if your words could be misinterpreted.
