The thing about processing emails is we’ve learned to speed-read them. That’s because we’re so overloaded with information, we’ve gotten faster at processing it.
That’s great, except misunderstanding from misreading can slip in and effectiveness goes to hell.
I’ve been experimenting with relaying information to test speed-reading skills and get effective results. In general, brevity and conciseness here rule. I think a little structure strategy can help too. Mostly, it’s about getting to the point faster, organizing information well, and making it easy for others to step in your shoes for a moment.
I look at 4 types of emails:
1. The Problem email:Something went wrong. You need the other person to act on it to fix it.
State the problem right away. Every time I’ve tried to save grace by starting the email with a thing or two that went well, I find that I miss my point.
2. The Updates email:Use bullet points, or numbering and bolding. Add a sales pitch by reorganizing the info to include at the top the items most critical to the other person. Always start with the positive. If things are not going well, use the opportunity to brainstorm an action plan, offer to act on it, and ask for more suggestions.
3. The Follow-up email:State the progress made, or the roadblock you’re facing. Before you ask the person for further action (again!, please) let them know how this is going to help them - maybe by them being so helpful to the project and to you that they should feel like a rockstar, or by you ceasing to bug them (nicely). Either way, always give your reasons. Let them get in your shoes, and they’ll be happy to help you.
4. The Intro/Request email:I love
Danielle LaPorte’s insight on this. She calls for identifying affinity, using brevity as a form of respect and specificity as a call to action, being honest and exposing your passion.
And mostly, we can stick to
Elmore Leonard's advice: “I try to leave out the parts that people skip.”
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