BY MARKUS SPRUNCK
A lot of time and energy is wasted every day in development projects, maintenance teams and IT operations units - due to inefficient communication. Many developers tend to write unnecessary, bad structured and to long mails. Maybe, one reason for this is that they like to explain every detail before they to get to the heart of the message.
Imagine you get the following message:
If this message sounds like the mails and phone calls you get every day, then you will have a lot of waste to understand the content and find a solution.
The writer makes two main errors (i) a lot of not needed details and (ii) no recommendation has been made. So, it is up to the reader to understand the topic and make a decision.
Figure 1 depicts the structure of this poor message. Unfortunately, the receiver has to read the entire message to understand if the message is important and/or urgent.
Figure 1: Structure of a poor message
Now the same message in a better structure: "We should postpone the Thursday meeting to Wednesday 2pm - because Joe could not attend. All others can join the meeting and the room will be available."If this message sounds like the mails and phone calls you get every day, you can really be lucky - you may stop reading now.
In figure 2 the structure of this good message is depicted. The text begins with the key message and then just two short rationales. A third layer of rationales would be possible, but is not needed in this case.
Figure 2: Structure of an optimized message