Effective written communication in emails or project management software is an underestimated skill that is usually learned the hard way if not practiced with intention. I want to share game-changing tips for clear email communication, which is a soft skill that can take you far in any career.

Have you ever encountered ambiguities in marching orders or left a meeting feeling more confused than before you started the meeting? If you’re still wondering if your colleague has seen your email from last week and will deliver on expectations, it may be time to improve your "CTL" approach.

Mastering the art of "CTL" (Closing the Loop) can make all the difference. At Peritus, we prioritize this essential skill, and we believe it will benefit you too.

Here are five simple ways we “CTL” at Peritus:

1. CONFIRM RECEIPT

When you receive an email directed to you, acknowledge its receipt as soon as possible (IGI - I Got It). If you can't respond immediately, set a clear expectation of when you'll get back to the sender. This simple step prevents unnecessary anxiety.

2. CLEAR RESPONSE

Take the time to read the entire email or message thoroughly and address its main points or questions. By doing so, you ensure a precise and concise response, avoiding any misunderstandings.

3. SET (AND RESET) EXPECTATIONS

If you need to take additional action beyond a response, provide a clear timeline for completion. Including a specific deadline with any request ensures everyone is on the same page. We live by including a clear date with any ask. If you can’t meet an initial deadline, communicate with your team as soon as possible and reset a new expectation.

4. CIRCLE BACK

If you committed to a timeframe for a resolution, deliver on your promise and circle back the same way you would want to be kept in the loop. Consistency and reliability build trust, and following through demonstrates respect for others' time.

5. FEEDBACK

Even when you believe you’re being clear, misunderstandings can happen when you assume you’re on the same page as someone else. A wise friend of Peritus, Lizzy Yates, lives by the “NEVER ASSUME” communications motto. Encourage others to share their perspectives and offer feedback on your “closing the loop” approach. Whether it's from clients, teammates, or supervisors, learning from their experiences working with you will strengthen your communication skills.

OUR TAKEAWAY IS THIS

A productive way to start any year is connecting your team and talking through how you can better “CTL” with one another. Try putting some basic agreed-upon standards in place for confirming receipt, establishing standards for clear responses, setting expectations, circle back rules and when/how to give feedback. Give these CTL best practices a try in your exchanges, and we'd love to hear how they work for you.

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