【Email範本】如何用較婉轉的英文提醒同事?「As we've discussed…」

在職場上,團隊合作無疑是重要學問,每個工作項目均需與不同部門通力合作,互相充份發揮所長,達致成功。然而,每位同事的性格、能力不同,若要培養出默契,便需靠互相提點及磨合。若果經過多次面對面的提點及指正後,對方的表現仍未達乎標準,不妨婉轉一點,寫一封電郵感謝對方的幫忙之餘,同時提醒對方需要改善的事項以及其它細節,為日後帶來更好的團隊合作效果。

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1. 當同事趕不上進度時….

工作時記緊要顧及對方感受,盡量不要給對方hard feeling,可嘗試用較溫和的字句提醒/列出對方仍需跟進的要點

範本:
Hi there,
As we've discussed, I'm in in charge of [project/presentation/report/putting together a chart] for [client/company/a team]. I can't complete it without [your co-worker's missing part].
I'm still missing the following from you:
- [Insert task 1]
- [Insert task 2]
- [Insert task 3]
To get the project done, I need this by [choose a date] at the absolute latest. If you need help completing this/these or there's an obstacle standing in the way, please let me know so we can find a solution.
[Your Name]

此電郵的關鍵在於找出同事正面對的障礙,並提供協助。雖則同事目前已於某細節上已趕不上進度,但此時並不宜假設當中的原因,相反應了解同事的困難所在,加強溝通,努加合作解決問題。

2. 若同事重覆曾提點的過錯時….
若然曾虛心提點過但同事仍重覆錯誤,應該立即指正,而不是釋放負能量給予對方壓力。

範本:
Hi there,
I wanted to send you a quick note because [the mistake] we discussed came up again. Unfortunately, it caused the team to [effect 1, effect 2, effect 3], which was not ideal.
Do you have any additional questions I can answer to help you correct this in the future/Is there anything standing in the way of being able to do this?
Please let me know, and I'd be happy to help.
[Your Name]

此範例與前一個的用意相若,先直接列出問題所在再施予援手,以一個正面的態度完結電郵。無人完美,最重要是能從錯誤中學習。

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3. 當同事猶豫不決,做不了決定時….
相信大家在職場上總會遇過….在工作合作時,因某些同事遲遲未回覆或做決定,而影響了其他部門的運作,拉低了大家的工作效率,若要表達此時此刻的着急之情,可參考以下範例:

Hi there,
I think we need to take a step back and re-evaluate what we've discussed so far. Ultimately, this should help us make a final decision
Here's what we've considered so far:
- [Insert consideration 1]
- [Insert consideration 2]
- [Insert consideration 3]
Based on this, my recommendation would be [your thoughts on the final decision]. If you all agree, I think we can move forward. But if not, I'l find time on the calendar for us to discuss in person.
[Your Name]

若當中涉及跨部門的合作,在電郵中應加強語氣和用字,讓同事快速作出回應,盡快令工作項目重回正軌,與此同時亦可透過電郵向大家可以展示你的領導能力。

﹙資料來源:The Muse﹚
https://www.themuse.com/advice/3-times-a-blunt-email-response-is-necessary-templates-included


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