Your boss wants to send a brief email message welcoming employees recently transferred to your department from your Hong Kong branch. They all speak English, but your boss asks you to review his message for clarity. What would you suggest your boss change in the following email message, and why? Would you consider this message to be audience centered? Why or why not? Revise the email so that it follows effective communication guidelines.
"I wanted to welcome you ASAP to our little family here in the States. It's high time we shook hands in person and not just across the sea. I'm pleased as punch about getting to know you all, and I for one will do my level best to sell you on America."
After researching cultural differences between the United States and Hong Kong, what advice would you give your boss?
Oh, my! Would a person who doesn't speak English as a first language understand ASAP, little family, high time? I'm sure you get the idea. You need to rewrite this memo and get rid of these idioms.
We'll be glad to check your revised memo.
Dear [Employees' Names],
I hope this email finds you well. I wanted to take a moment to extend a warm welcome to all of you who have recently joined our department from our Hong Kong branch. We are delighted to have you as part of our team here in the United States.
As we begin this new chapter together, I understand that cultural differences may exist between our two regions. Therefore, I would like to assure you that we value and respect your diverse backgrounds and experiences. Our goal is to foster a collaborative and inclusive work environment where everyone feels comfortable and supported.
In order to effectively communicate and collaborate, I suggest we familiarize ourselves with each other's cultural norms and practices. This will facilitate smoother interactions and help us better understand and appreciate each other's perspectives. If you would like to share any insights or have any questions about American culture, please do not hesitate to reach out. Additionally, I encourage you to share any aspects of Hong Kong culture that you believe may be helpful for us to know.
Once again, I want to express my enthusiasm and eagerness to get to know each and every one of you. I believe that our diverse team will bring great value to our department and contribute to our collective success. Please feel free to stop by my office or schedule a meeting if you have any questions or concerns. I am here to support you in any way I can.
Thank you for your attention, and I look forward to working closely with all of you.
Best regards,
[Your Boss's Name]
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In revising the email, here are the changes made:
1. Remove informal language: The original email contained informal language like "ASAP," "pleased as punch," and "sell you on America." To ensure clarity and professionalism, it is advisable to use more formal and inclusive language.
2. Provide a warm welcome: The revised email starts with expressing a warm welcome to the employees, acknowledging their recent transfer and emphasizing their importance to the team.
3. Acknowledge cultural differences: The revised email acknowledges the existence of cultural differences between the United States and Hong Kong and emphasizes the importance of respecting and valuing diverse backgrounds and experiences.
4. Encourage cultural exchange: The revised email suggests familiarizing ourselves with each other's cultural norms and encourages open communication for sharing insights and asking questions. This promotes understanding, empathy, and effective collaboration.
5. Offer support and open-door policy: The revised email concludes by assuring employees of the manager's availability and willingness to support them in any way needed. This helps create a sense of trust and openness within the team.
As for whether the message is audience-centered, the revised email is more audience-centered compared to the original. It acknowledges and respects the cultural differences of the Hong Kong employees and emphasizes creating an inclusive environment for effective communication and collaboration. It also encourages open dialogue and offers support. Overall, these changes make the email more audience-centered by considering the perspectives and needs of the employees.