Photo by Austin
A universal hurdle faced in global business communications is the potential for misunderstanding and ambiguity. Misinterpretations can lead to misaligned expectations, unnecessary delays, and even conflicts. One common area where these issues arise is in the scheduling of meetings. Let’s delve into the importance of clearly articulating time zones, dates, and acronyms in emails and how it can greatly improve communication clarity.
The Confusion of ‘Tomorrow’
“Let’s catch up tomorrow at 8:30 a.m.,” is a commonly received phrase in my email inbox, especially from colleagues working in different parts of the world. The inherent confusion lies in the question: whose ‘tomorrow’ are we referring to?
Being based in the U.S. while communicating with a team member in Australia, ‘tomorrow’ could mean two entirely different days. This confusion is compounded when considering which time zone the 8:30 a.m. is referring to.
Spelling Out Time Zones for Clear Communication
The key to avoiding a flurry of clarifying emails is to be as specific as possible from the get-go. Always specify the exact time zone, day, and date when scheduling.
Avoid: “How about tomorrow at 8:30 a.m.?”
Embrace: “How about tomorrow, Friday, July 16, 2023, at 8:30 a.m.? US Eastern Time?”
To eliminate all room for doubt, especially for critical meetings, include both time zones in the same sentence.
Ideal: “How about tomorrow, Friday, July 16, 2023, at 8:30 a.m.? US Eastern Time (10:30 p.m. Australia AEST time)?”
Websites like http://www.timeanddate.com can assist in time conversions, even accounting for international Daylight Savings Time.
Dispelling Acronym Ambiguity
Acronyms can often lead to misinterpretations. A simple misunderstanding of the acronym “PM” once led to a cascade of miscommunications – I initially thought it meant “project manager” when it was intended to mean “product manager”.
To avoid such situations, always clarify acronyms at the beginning of the message.
Best practice: Type the full phrase with the acronym in parentheses immediately afterward, e.g., “The Product Manager (PM) is responsible for this task.”
Conclusion
In summary, clear communication is essential for effective email communication, particularly in a global context. By spelling out time zones, dates, and acronyms, you can avoid misunderstandings, saving time, and fostering more seamless collaboration.
If you’d like to learn more, check out “Don’t Reply All”
