Directives
Guidelines
State the clear, firm directive up front. Don’t bury your directive in implications. Remember even though your intention may be to soften the directive, your reader may not infer what you intend. If necessary, ask the employee to verify compliance.
Include courtesy words even when you have authority to command. Don’t use “fight” words such as “ignored,” “failed to,” “refused,” and even “must” at times. Such words emphasize a negative and hostile attitude.
Don’t resort to sarcasm.
Give reasons for your directives when you can. Giving reasons does not suggest weakness or the need for justification of your decisions. Instead, reasons help the reader to determine whether to approach you again if the situation or circumstances change, thus allowing correction. People cooperate better with a “why,” even when they don’t agree.
Give all details and guidelines to accomplish the directive. Include names, dates, costs, preparation, procedures, and follow-up expected. Missing details provide an escape hatch for reluctant followers.
Acknowledge that the reader may not agree with your evaluation of the situation but be firm about your directive nonetheless.
Email This Page!