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All Emails Are Not Created Equal(ly)

7/13/2016

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​All Emails Are Not Created Equal
 
Some drag on with a long paragraph before getting to the point. Some are one continuous sentence without punctuation. Some are conversations between colleagues and can be very informal, where texting language can be used. Do your emails say what you really mean to say?
When an email is going outside of the company, especially for an initial contact, it should be treated as a business letter, where grammar, spelling, and clarity count. Here are a few tips to help you write better emails and ensure that your messages is not only read, but understood:


 1. The Drafts folder is there…use it.
The biggest piece of advice I like to give clients regarding writing effective emails is: Don’t hit send; save important emails to drafts. Writing is a process (the topic of my next Effective Business Writing Tip) and is done through drafting and editing; something that’s easy to forget in these times of instant communication.
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2. Forget telling the whole story.
One of the most common mistakes people make in composing email is in the long paragraph that the reader has to get through before the message gets to the point. This is what I call the “running start,” where you need to warm-up your ideas before they solidify. You are, in effect, thinking it through in the body of the email, which is the job of pre-writing (can take the form of various forms of brainstorming techniques, including free-writing, which is part of Writing as a Process). Don’t forget to edit and eliminate the build-up story.

3. Eliminate unnecessary words, too.
To accomplish this you might follow the advice of Mark Twain: “Substitute the word ‘damn’ every time you are inclined to write ‘very;’ your editor [boss] will delete it and the writing will be just as it should be.” The best way to accomplish this is to proceed to tip #4.
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4. Read it out loud
Read each and every business email out loud to yourself, stopping to ask, “Is that what I really mean? Does it sound natural? Is it redundant?” By hearing the message read, you can catch more typos than your eye can catch and you’ll know where you can eliminate extra and superfluous  words.

5. Get to the point
Academic writing, the way most of us learned to write, moves from the general the specific (remember the ‘funnel’ or inverted triangle for essay writing?), but business writing is the opposite; picture an upright triangle. Be as specific as you can with your subject line and get right to your purpose in the body. Think about your reader here, and give her or him some credit (some readers may need fewer details than others). Consider: Is there an action you want, information you want to give, is a reply needed, or a conversation you want to open?  Start with your specific purpose and build outward, adding only needed details. 
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Stay tuned. I have more handy writing tips in this series, where I’ll give you tools and techniques for pre-writing, achieving clarity, remembering grammatical structures, choosing the active voice, and many more. 
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Introverted Thinkers

7/17/2013

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I have often referred to myself, tongue-in-cheek, as a “slow-thinker.” Of course, most people think I’m saying that I’m a little slow : )-- but I’m not; I’m actually smarter than the average bear.

I am; however, an Introverted Thinker. Not introverted as in shy, but introverted as used in the Meyers-Briggs personality inventory (MBPI) to mean:

  •  I  gain energy by being alone

  • I have a very rich inner life 

  •  I process information by going inward and mulling it over… 

…then and only then do I have an understanding of the new information, how I feel about it and how I want to respond. This last piece is crucial to Introverted Thinkers living in this, an extroverted, society, if they want to communicate their ideas with confidence.  


One example used is that of a military encampment, where two units are strategizing for the next maneuver. The extrovert sends the General out to discuss tactics with what he assumes is another general, leaving the Aide de Camp in the tent to continue working. What this general doesn’t realize is, for the Introvert unit, the General stays inside making all the plans, and he sends the Aide de Camp out to meet with the other unit’s representative.



Here you have a typical situation for the Introverted Thinker: they have kept their highest ranking member inside the tent and the Aide de Camp is now face-to-face with the Extrovert’s General, who is ready to go—and plying this poor, little private with all kinds of important questions: What do we do next? What do you think? How do you feel about…?

The General feels quite comfortable asking these questions, which he would feel quite comfortable answering. But the Aide de Camp can’t answer most of these questions; he has to go back into the tent and consult with the general.

 This is this illustration’s way of saying that Introverted Thinkers have to go within and “mull it over.”
 Have you ever felt like a lowly Private trying to keep ranks with a General?

When I explained this to a client recently, he had a “light bulb” moment; realizing, for the first time, that he rarely knows exactly how speak off of the top of his head. He is a highly intelligent IT guy, originally from China, but educated in the U.S. He came to me for English Language Coaching and Accent Reduction because he finds himself hesitating in his speech, which is, in part, due to speaking English as a second language and, therefore needing to search for the right words. But, he is also just an Introverted Thinker. Once he identified himself as an Introverted Thinker he was armed with new information to use in his personal communication style.

Having the realization is often liberating enough, without having to do anything differently. The most important phrase for an Introverted Thinker to learn is:

“Can I get back to you on that?”

It’s also useful to be comfortable with silences in the conversation, which buy you time to think.

It’s also helpful to use some Free Writing to access some core ideas ahead of time... I’ll write more on Free Writing in a future blog post.


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Resistance to Change

7/15/2013

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Accent Reduction and Resistance

Recently I've noticed some resistance on the part of clients in committing to Accent Reduction training. I think that resistance relates to general resistance to change—especially if you think a person or society is trying to change you. I think people like their accents; and rightfully so; it defines them, it’s a part of their identities, and they may feel unnatural or inauthentic without it. And deep down there is reluctance to make this change.
  
I heard this recently in a prospective client who was asking about my expected results; she had tried other systems and they didn't work….I began to suspect that even if she put in the work with my system it would not work if she could not get past her reservations.

I heard it with another client with a German accent, whose husband worried that she might not be as cute without her accent.

And other client, from Greece, who talked fondly about her mother teaching her carefully how to properly roll her R’s, and now she was being taught not to do that!

  •  First of all, Accent Reduction is not the same as accent elimination (to totally get rid of a certain accent, even a regional U.S. accent, would take years of dedicated practice for most people). You will still be you; we enjoy the diversity of tongues in this country, is just that your colleagues need to understand what you are saying—the first time you say it. 
    Time is money, after all, and time is lost when you have to repeat yourself too much.


  •   Secondly, English is not better or more superior to your language of origin. Assimilation to the U.S. may occur at varied levels for different people, but certain customs and traditions will stay with you; you may like to speak your own language at home and pass it on to your children and grandchildren. But, English is the international language and the language of business in the U.S. Accent Reduction helps you be understood more easily.

  • And, you can get so good at this practice, that you can begin to choose when to turn it on and when to turn if off. You can get good enough that you feel more and more natural with proper English pronunciation of the sounds that you've learned. Authenticity is always at the heart of this practice.

Change is hard. But, with work, you can learn to reduce  the difference between your English and that of a Native Speaker, so you can be understood more easily, you can clearly state your thoughts, and you will gain confidence speaking up and being heard in business settings.
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    Hi! I'm Jeanne Funk,
    ​Owner and Business Writing Coach at Business Writing Masters, I offer tips and tricks to making your writing easier on "The Masterful Business Writer." 

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