| Email. If you're like me, that word conjures up its | | | | challenge you to begin coming up with the |
| nemesis, spam. How I hate spam! Yet it becomes | | | | catchiest, most interesting titles you can for your |
| harder and harder to determine where the line is | | | | emails. Why? Back to the previous point, WIIFM. |
| between spam and useful emails. So in this | | | | Consider that the title of your email will make or |
| powerful little article, we'll take a look at how to | | | | break whether someone reads it. It is the |
| write brilliant emails that get results, as well as 7 | | | | "advertisement" for your email, and it needs to |
| writing techniques you can use immediately to | | | | sparkle. That means take a moment to come up |
| improve the response you are getting from your | | | | with something interesting, exciting, and that ties |
| audience. | | | | in with the other person's interests and needs. For |
| The key to writing effective emails is knowing | | | | example: "I need to Speak with You" How does |
| what you want to say, and saying it in the | | | | this hit you as a title? For me, almost scary. |
| shortest possible way, clearly and effectively. | | | | What, are they going to off me in a backroom |
| When you put it that way, it sounds easy, doesn't | | | | for crimes against humanity? It also states no real |
| it! Yet Mark Twain is credited with writing in a | | | | subject, only the sender's needs. Let's try adding |
| letter, "I apologise for the length of this letter. I | | | | in the recipients interests, and we get: "Would you |
| did not have time to make it shorter." | | | | Like a Promotion? I need a Moment" Now that |
| Therefore the first key to brilliant emails is writing | | | | would get my attention if I received that from |
| concisely. Let's look at several easy techniques | | | | my boss! Or even a stranger, for that matter. |
| you can use to accomplish that. | | | | Granted, you may not have exciting good news, |
| One Subject Per Email | | | | but truth to tell, even normal communications can |
| Often we begin our communications haphazardly, | | | | have a spicy, interesting edge to them. Of course, |
| rambling from one subject to another until | | | | simple requests for meeting and other routine |
| suddenly we have created a ginormous, wall of | | | | things don't need this treatment, but anytime you |
| words that only the most daring would bother to | | | | need a way to give your emails an extra edge, |
| even scan, let alone read. So the first key to | | | | use this technique! And why not? Spammers do it |
| writing concisely is to break up your emails into | | | | all the time to get their emails read. You can just |
| subjects. | | | | start noticing which spam titles catch your |
| What does that mean? It means, keep each email | | | | interest, and why, and then begin using the writing |
| you send on one topic only. Don't mix up several | | | | technique that the spammer used for your next |
| projects and discussions and ongoing events in | | | | important email. |
| the same email. Make the subject of the email | | | | 4. Make a Clear Request One of the key principles |
| the sole reason for your email. | | | | of communication is getting what you want from |
| This will also make it easier to categorize emails | | | | another person, and also fulfilling their needs. But |
| from each person/project into your email folders. | | | | you can't do that unless you make a request. Too |
| What a mess to have one email deal with 7 | | | | many times we shy away from coming right out |
| different projects. Where to put it? Your | | | | and making our request. Yet this is the only |
| recipients will be pleased if you start this practice. | | | | reason to ever communicate with anyone, really. |
| "But I have so much to write!" | | | | Think about it. All of your communications, at their |
| Then break up your communications into several | | | | core, have a request at heart. You are writing |
| short emails each covering its own subject. | | | | because you want someone to do something for |
| Use Bullet Points | | | | you, talk to you, meet with you, go away from |
| - Make your points clean and clear using bullets, so | | | | you, get involved with a project, etc. These all |
| that anyone who scans your article can pick up | | | | have simple requests at their core. Even an email |
| the main ideas quickly. | | | | to thank someone or offer recognition has a |
| - See how easy it is for your to read these | | | | request at heart: you are asking the other person |
| thoughts with bullet points? | | | | to accept your thanks, and possibly even respond |
| - It will help you to organize your thoughts more | | | | back to you. So start thinking about your emails in |
| easily | | | | terms of "what request am I making of this |
| - It will go a long way towards making your | | | | person," and your emails will become much more |
| communications more effective. | | | | effective and easier to read. And, the side benefit |
| Only 2-3 Points Per Email | | | | is you'll probably start getting more of what you |
| | | | actually want! Now how's that! |
| 1. Use no more than 2-3 points per email | | | | 5. Keep Negative Emotions Out I can't stress this |
| 2. Use bullet points, or number them, as described | | | | point enough! No matter how innocent or small a |
| above! | | | | remark may seem to you, if there's anything |
| 3. This will make it very easy for your recipient to | | | | derogatory or inflammatory about it, leave it out! |
| handle your communications quickly | | | | What may be funny to you could trigger some |
| "But I need to write more than that!" | | | | deep emotional issue in the other person. |
| Then you need to have a meeting with the | | | | Seriously. Leave negativity or off-color remarks |
| person, or you need to seriously reconsider why | | | | out of any email. There are a few great reasons |
| you are emailing them. Remember, tick tock tick | | | | to do this. First off, legally speaking, if you have |
| tock. Nobody wants to read a long email! Let me | | | | written negative emails to someone, you could |
| say that again: nobody wants to read a long email! | | | | get in trouble for harassment, or worse, |
| Tatoo that on your arm and refer to it often, if | | | | depending on what you wrote of course. |
| you have diarrhea of the alphabet. | | | | Remember we are now in an age when |
| Write Shorter Paragraphs | | | | absolutely everything is being monitored, or at |
| Write shorter paragraphs, each with a topic | | | | least can be monitored. You don't want the IT |
| sentence. | | | | department intercepting an email, or another |
| "Huh?" | | | | coworker or even the boss getting hold of |
| That means each paragraph should have one | | | | something negative. Secondly, you will never get |
| main idea that you state clearly, usually in the first | | | | the results you want from negative emails. I don't |
| sentence. If you find another idea creeping in, or | | | | care how clear or right you are, if you are having |
| you have a paragraph longer than 3-4 sentences, | | | | an issue with the other person I can 100% |
| consider making a new one. It's easy: just hit | | | | guarantee you will only make the situation worse |
| "Enter!" Your recipients will thank-you, as it makes | | | | by "giving them a piece of your mind." Not only |
| it much easier to understand what you are trying | | | | will it not give you peace of mind, but usually you |
| to say. (Note: this paragraph is 4 sentences long | | | | will have sender's remorse the moment you sent |
| (plus this one), and just notice your reaction to | | | | it, too. Thirdly, even if you manage to state your |
| having to read this much text at a time...would | | | | issues non-threateningly, the other person may |
| you really want a paragraph longer than this? | | | | "hear" it differently. Think of an email like a |
| Remember, tick tock tick tock). | | | | dramatic script, interpreted by actors. Will the |
| Use the Spell/Grammar Checker | | | | actor (your recipient) getting your script know |
| In this day and age, there's simply no excuse for | | | | your meaning? Will they interpret it correctly on |
| sending out emails with misspelled words and | | | | the stage in their heads? If they get it wrong, it |
| grammatical errors. Your email is your emissary, | | | | could be bad news for you! Therefore, if you are |
| your ambassador if you will, that represents you | | | | having an issue with someone, and you absolutely |
| and your wants/needs. You don't want your | | | | must email them about it, then the only thing you |
| recipients to judge you for such a simple little | | | | should write is that you would like to speak with |
| issue. Yet they will! So take the extra 30 seconds | | | | them or meet with them in person. Even if "they |
| and use the spell/grammar checker of your email | | | | started it." No buts! Just do this! |
| program. | | | | 6. Respond within 24 Hours Nobody likes to wait! |
| If you're using Outlook, you can even get the | | | | If there's an urgent or even important email, |
| spell check to happen automatically for you | | | | make sure you are on top of it. In fact, make it a |
| before you send out the email! Just look in the | | | | habit to respond to all emails within 24 hours or |
| help system for how to set up this convenient | | | | less ("or less" being the operative phrase here!) |
| little feature. | | | | 7. Keep Track of Emails The final piece of the |
| Read on to discover 7 powerful techniques you | | | | communication puzzle is to keep your emails |
| can use to instantly boost the effectiveness of | | | | sorted and organized so you can find them easily. |
| your emails... | | | | Too many inboxes are one big jumble! You can |
| 7 Powerful Ways to Get Results from your | | | | get started right away with making folders for |
| Emails | | | | your contacts and projects, and then filing emails |
| Besides using the powerful writing techniques I | | | | into those folders when you get them. A great |
| have just shared with you, I urge you to consider | | | | way to do this, if you are using Microsoft Outlook, |
| using the following additional ideas to really make | | | | is to use the Rules feature. We will discuss this |
| your emails as successful as they can be. | | | | great tool in an upcoming How-To, but in the |
| | | | meantime use the help system to figure it out. It |
| 1. Always state why you are emailing, up front | | | | makes all your incoming emails automatically get |
| "Hello John, I'm writing because I wanted to find | | | | filed into the right folders for you, as soon as you |
| out your availability for a project I think you | | | | receive them. Being able to put your finger (or |
| would enjoy." - Simple, powerful, pleasant, | | | | mouse!) on exactly the right email is terrifically |
| effective. "Hello Johhn, how are you? It's Mike, | | | | helpful, and using email folders will go a long way |
| from IT. Did you catch the game last night? | | | | towards helping you get a handle on your |
| Anyway Susan saw you in the hall yesterday and | | | | communications with others. Ultimately, this will |
| she mentioned something to me about how you | | | | enable you to get more of what you want and |
| might like to check out a project we are doing..." - | | | | be able to respond quickly to others' needs. |
| Isn't that a lot to wade through? I'll say it again: | | | | Conclusion |
| tick tock, tick tock. Most people will scan the | | | | I have presented some valuable ideas for turning |
| beginning of the email and if they can't figure out | | | | your emails into powerhouses that get you the |
| what you want right away, they may stop | | | | results you need. We discussed: |
| reading. | | | | - One Subject Per Email |
| 2. WIIFM There's a radio station playing in | | | | - Use Bullet Points |
| everyone's head, and if you don't know about it, | | | | - Only 2-3 Points Per Email |
| you will miss out on possibly one of the most | | | | - Write Shorter Paragraphs |
| important ways to communicate of all time. That | | | | - Use the Spell/Grammar Checker |
| radio station is "WIIFM," and it plays "What's In It | | | | We also looked at 7 powerful ways to get results |
| For Me" 24/7. That means you need to state | | | | from your emails, including: |
| what's in it for your recipient right away. You can | | | | |
| combine this with the first technique, of always | | | | 1. State Why You're Emailing Up Front |
| stating why you are emailing up-front. Our | | | | 2. WIIFM |
| example then becomes: "Hello John, I'm writing | | | | 3. Create Catchy Subjects |
| because I wanted to find out if you would be | | | | 4. Make a Clear Request |
| interested in a directing project that pays $97 per | | | | 5. Keep Negative Emotions Out! |
| hour, and allows you to use your own equipment | | | | 6. Respond within 24 Hours |
| and produce your own films at your discretion. I | | | | 7. Keep Track of Emails |
| know this has been a dream of yours for some | | | | Even though using these techniques might feel |
| time, and you were the first name to come to | | | | foreign to you at first, I urge you to give them |
| mind when I came across the project..." Note how | | | | an honest try. Begin using them immediately, and |
| I've dovetailed the reason I'm writing with the | | | | I guarantee you will begin to get powerful results |
| recipient's wants. You can't make a more | | | | from your email communications with others. To |
| powerful statement than that! | | | | your success! |
| 3. Create Catchy Subjects This might sound silly | | | | Until next time, we'll solve our problems Bit by Bit. |
| at first, or even ridiculous, but I am going to | | | | |