business writing how to write effective email (and other messages)
Post on 04-Jan-2016
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Business Writing
How to Write Effective Email(and other messages)
Today’s Lineup
Plan for efficiencyPlan for effectivenessPlan for understandingPlan for actionPlan for less
What’s in it for me?
Less email means more time for you.Be calmer and more in control.Get your point across instantly.Improve your professional image.Get “buy in” and quicker results.
Warm-up
Email is different from other forms of communication
Hard to convey emotionsNo tone or body languageEmail is asynchronousNo shared context
Ask these questions: Is it appropriate? Is it needed?Who is my audience?
Recent Email Survey
0%
20%
40%
60%
80%The Message is Not Getting Through
Getting Started
SalutationFormal (Dear, Good morning) Informal (Hi, Hello)
BLUF (Bottom Line Up Front)Put your most important idea firstGet attention immediatelySet the tone
Forget about the Subject line…for now
Exhibit A
From: Jane SmithSent: Monday, May 5, 2008 2:47 PMTo: Tom JonesSubject: Notes from the budget meeting
Good afternoon,I went to a meeting today about budgeting in anticipation of the upcoming review process. One of the things we were talking about was expenses. I think you know that there is new guidance coming down about expense processing. What I didn’t know is that the guidance isn’t so much about process as it is about cutting expenses. So the VP spent some time telling us that we might as well start watching expenses now. We batted about some ideas and agreed that 14-day advance airline tickets, professional book purchases and monthly birthday celebrations are places to look at.Regards,Jane Smith
From: Jane SmithSent: Monday, May 5, 2008 2:47 PMTo: Tom JonesSubject: Directive: Reduce Expenses
To all staff members:
Please start reducing expenses. Three areas we can hit right now are 14-day advance airline tickets, professional book purchases and monthly birthday celebrations.This came out of a discussion in the budget meeting. The new guidance will be more about expense reduction than we thought. I say we get started now.Regards,
Jane SmithAccounts Manager561.555.1234
Exhibit B
Build the Body
Short sentences Short paragraphs Short messages
Bullets are better
Remember your ABCsAction summary
Background
Close
Write for the Reader
Anticipate the reader’s questionsWhy are we meeting?Do I have to attend?Do I need to prepare?
Imagine a conversationWho else is on the project?When is it due?What are the next steps?
Obey the Rules
3 syllables or lessAverage 15 words per sentence (or less)Eliminate commas (break into 2 sentences)
Common typeface (no script, no whimsy)No stationery (no backgrounds)Common language (no jargon)Use the Active Voice whenever possible
Read this Sentence
Why was the road crossed by the chicken?
Was it hard to read? That’s because we expect it to be in the Active Voice.
Active v. Passive
The Sullivan Report was presented with numerous errors.
Sullivan
Report
Who’s to blame? Bob or the report?
Active v. Passive
Bob made numerous errors when presenting the Sullivan Report.
The Active Voice clears this up immediately.
Eliminate Empty Words
The Writer’s Brief Handbook lists these words as the most common empty phrases.
By means ofDue to the fact thatFor the purpose ofFor the simple reason thatIn order toIn spite of the fact thatIn this world todayIt is important that
It is necessary thatOn the occasion ofPrior toIn anticipation ofUntil such time ofWith regard toIn the neighborhood ofHad an effect on
MustWhenBeforeBeforeUntilAboutOf / AboutInfluenced
ByBecauseForBecauseToEven thoughTodayMust
Eliminate Empty Words
Use these instead. They are much shorter and convey more clarity.
If You Only Remember One Thing…
After you have finished writing the body of the message…
Read it out loud!
Strengthen the Subject
Be Direct and DescriptiveAction Required:… Info:…Request:…EOM:…
End of MessageDo not reply
NEVER use the Subject line as your message
Address for Success
Who is my audience?Do they really need this message?Address recipients properly.
To: need to know/actCc: FYIBcc: secret audience
Send Less to Get Less!
Send Less to Get Less
60% return rate – send 5, get 3 backReduce email time by 20% in 3 weeks!
Same 3 questions: Is it appropriate? Is it needed?Who is my audience?
Final Stretch
BLUF to inform immediatelyUse bullets to grab attentionWrite with conciseness to keep interestWrite with clarity to increase understandingActivate your Subject line to prepare the readerSend Less to Get Less!
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