What Do You Call People?

ThinkingWoman170With email what to call your reader is frequently a non-issue, because many email writers just begin with what they have to say, using no greeting at all.

Some participants in my workshops are offended by this practice, and want a friendly word – maybe even just their name will do it for some. Others want a “hi,” or a “good morning.” A very few like a simple pleasantry, asking for the family, the kids, or perhaps the weekend golf game. To avoid giving offense, consider your reader, his or her probable preference, and the tone you want to establish or reinforce with that reader.

At least an equal, and growing number say, “just the facts, Ma’am!” and happily cut their reading time by getting to the meat of the issue immediately.

But what about the more formal emails, like letters? If your company has an established style for this type of correspondence, use it. If not, here are a few guidelines:

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Gail Tycer offers business writing workshops and presentationsexecutive coaching,consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, or email gail@gailtycer.com

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Published in: on March 10, 2014 at 2:31 pm  Leave a Comment  

Before You Hit “Send”: Final Email Checkpoints

WomanatComputer175Unless it’s an attachment, odds are that in most cases your email will be fairly short – a screen to a screen-and-a-half maximum. And because we write so many of them, we need to write them quickly. The shorter, the better – and out of here!

Business writing is a tool to get a job done. To make it easier for your email to do its job and avoid snags along the way, here are ten quick things to check before you send it.

  1. First of all, ask yourself, “Should this information be passed along at all?” If not, don’t.

If Yes,

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We invite you to subscribe to our blog, and to our newsletter.

Gail Tycer offers business writing workshops and presentationsexecutive coaching,consulting, and writing services. To discuss how we can help, call Gail at 503/292-9681, or email gail@gailtycer.com

Published in: on March 3, 2014 at 3:13 pm  Leave a Comment  

Over last weekend, I’ll bet many of you, like me, were busy packing away ornaments, deciding which candles can be used again, and trying to find a youth organization to give our retired trees to for recycling. Or at least, again, like me – thinking about it!

And now it’s serious back-to-work time. Time to try something new. I’m not quite ready for 2014 yet – what happened to 2010, anyway? So, with a final salute, let’s wrap up 2013 with the Best of the Blog – a short collection of my top nineteen posts of that year, as judged by the number of “likes” each garnered. An “e-book” for want of a better name, and the first e-book I’ve ever done. Please email me (gail@gailtycer.com), and I’ll send you the free link.

I’d like to give this compilation to you as a thought-starter. A new way of thinking about your writing. Or maybe as a way to address a New Year’s resolution to strengthen your on-the-job writing, making it faster, easier, and more effective. Totally free. No advertising, no name collecting, no strings. Please email me (gail@gailtycer.com), and I’ll send you the free link.

We’ll talk about:

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A Heartfelt Thank You, and More About Email

HappyHoliday240May you have a truly joyful holiday season! Thank you so much for being a loyal reader of this weekly blog. Your emails and comments mean a great deal.

Now let me share a couple of emails on last week’s post:

“That first tip is such a good idea. I got one message from someone I doubt would have sent it if she had taken the time to think it over before sending – and perhaps would have modified the tone. It changed my opinion of her permanently….I think prompt replies are a must, too. Your ideas certainly make for a more civil society.”

Thank you, Carla. Not only is a “civil society” a more pleasant environment to live in, but in the business situation, leads to greater productivity!

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We’ll be happy to bring a Gail Tycer workshop to your organization. To discuss aworkshop for your people at your location or ours, or a shorter presentation for an upcoming meeting, call Gail at 503/292-9681, or email gail@gailtycer.com

Published in: on December 23, 2013 at 12:17 pm  Leave a Comment  
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Five Ways to Strengthen Your Email

WomanatComputer175

Have you ever had an email “send” before you were ready to turn it loose? Who hasn’t experienced this awkward moment and its subsequent follow-up? Today, let’s talk about the fail-safe way to avoid this situation, as one of our five ways to strengthen your email.

  1. A participant in one of my workshops came up with this tip: To avoid “sending” before you are ready, leave the “to” line blank until you are ready to send. Check your piece over for grammatical, usage, and strategic missteps, and then address and send it.
  2. Consistently reply promptly, and you will stand out in a very positive way. One of the most common questions asked is always, “How do I get people to respond to me?” At all. Let alone promptly. If you do not have the answer at your fingertips, or do not have time to provide a lengthy answer right then, answer that email with a reasonable expectation for the reader, e.g., “I will send that information later this afternoon.” Or, “I can have that report for you by Friday.” This is what our reader needs. This is what we need to do.

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Published in: on December 17, 2013 at 4:37 pm  Leave a Comment  
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Shorter, Fewer Emails

Wow! Would that be great, or what? Not so many emails to save – or not. Not so many emails to plow through – most of them mislabeled – to find what you are looking for. Emails you can “get” at a glance and move on with your day’s work!WomanatComputer175

Your reader feels exactly the same way. No surprise there. So how do you write a faster, clearer email that your reader will get at a glance? And fewer of them?

Let’s begin with the basics:

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Published in: on September 11, 2013 at 11:35 am  Comments Off on Shorter, Fewer Emails  
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What Makes You Open an Email Immediately?

Take a moment to consider: What is it that makes you open an email immediately? For most email readers, it’s either (1) who sent it; or (2) what it’s about.TwoBusinessPeople175

There may not be much you and I can do about being who we are, rather than our boss, our most important client, or the head of the company, but there is a great deal we can do about the subject — specifically about the subject line. Here are some ways your subject line can help get your email read:

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Published in: on August 5, 2013 at 11:36 am  Leave a Comment  
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Five Tips to Get Your Email Read and Answered

by Alan Taylor, Guest Blogger

TwoBusinessPeopleEmail today is both a blessing and a curse. While it is a quick and effective way to communicate, it can also be a huge burden when used to avoid personal contact or when used excessively. If you work for a mid- to large-sized company, chances are you deal with well over 100 email messages a day – a majority of which are either unnecessary or unnecessarily long. Chances are also – big company or small – that you don’t respond to every email that needs responding to – even with the best of intentions. With that in mind, here are some tips to help you get your email read and an answer to your email faster:

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To receive your Business Writing Tip of the Week automatically every week, please subscribe to our newsletter. We appreciate your recommending a Gail Tycer business writing workshop for your workplace, or a shorter presentation for an upcoming professional meeting. Thank you.

Published in: on July 24, 2013 at 9:36 am  Leave a Comment  
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Business Writing Tip of the Week: Strategic Email

Joseph Pulitzer said:

“Put it before them briefly, so they will read it, clearly, so they will appreciate it, picturesquely, so they will remember it, and above all, accurately, so they will be guided by its light.”

That goes double for email.emailIcon

Ask yourself:

  1. What am I writing? To whom? Why?
  2. What will happen when I am successful?
  3. What tone is needed to get these results?
  4. What content will get these results?

Figuring out what you want to do BEFORE you start doing it is critical for many reasons. You will virtually eliminate writer’s block; the writing will flow far better, making it infinitely more readable; your reader will have a much better chance to “get it,” thereby enhancing their impression of you as a credible professional; and when properly presented, your writing will have a greater chance of achieving what you need.  When you spend a little more time up front to think, to plan, you will spend a whole lot less time writing.

In an informal medium like email, all the rules we used to work with sometimes seem to melt away. Email is so much easier, so much faster, so much better – isn’t it? It sure can be. But it needs the same thought, the same planning that business writing has always required. In the business situation the same attention to grammar, usage, and format still applies.

Unfair though it may be, your reader also still judges you, and your organization by the only things he or she may know about you. So, unless you have established, or reinforced a relationship with that reader in addition to your email correspondence, perhaps through such activities as phone calls, meetings, or working together on a project, the only things he or she knows to judge you on are (1) how well you use the language; and (2) how quickly, and how well he or she “gets” what you are trying to say.

So take a look at that piece of email.

1. Overall, is it no more than a screen to a screen-and-a-half? If you have more to say, did you prepare an attachment for the longer message, and use the main email as a “cover letter” introducing your attachment?

2. Does your first paragraph – not more than a maximum of five lines – inform the reader of exactly what you want him or her to know? Or, does it persuade him or her to take a specific action? Is there any ambiguity? After the first five lines, is your reader immediately “in the picture”? Does he or she “get it” at a glance?

3. If you have a message detailing a number of steps or processes, are the details well presented in the next paragraph or two, following a logical, well-organized pattern?

4. Have you written – or not written, as appropriate – a good, strong close? Remember that just quitting after you have said what you need to say, is also an option, and may be a very good one.

5. Overall, how does this piece “read”? It’s all about the reader now. Knowing what you know about your reader, put yourself firmly in his or her shoes. What questions might your reader still have, after reading this email?

And then, still looking at it from that reader’s point of view, how would you expect him or her to feel about what you have written? Neutral? Happy? Angry? Depending on how you expect that reader might feel about what you have written, what can you expect him or her to do, as a result of those feelings?  And then, what, if anything, do you need to do to be ready for that response?

6. Is it possible to put your reader completely in the picture in five lines, or fewer? If so, most readers would rather read no more than five lines than they would several pages. Of course this assumes that from those five lines your readers know exactly how your message applies to them, what they need to do, and how they need to do it, if action is required of them. “Action” can mean anything from how to go out and physically do some action, to how to think about, or change the way you think about an issue or a process.

These are the steps to take to “put your reader in the picture.” This is the way to “Put it before them briefly, so they will read it, clearly, so they will appreciate it, picturesquely, so they will remember it, and above all, accurately, so they will be guided by its light.”

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We appreciate your recommending a Gail Tycer business writing workshop for your workplace, or a shorter presentation for an upcoming professional meeting. Thank you.

Tip of the Week: Effective Email Structure for the Four Types of Email

How your email is structured – how it is presented, organized, and what it looks like – is critical to how your reader “gets it” – or not.

While various types of online business writing are done, let’s focus on the differences between traditional paper, and email writing: format, length, and tone.

Format can be an issue. If you are part of an intranet, it is likely, in fact even probable, that the screens of all the computers on that intranet will be set the same. This will not be true for emails going to computers outside of your intranet. So if your email is format-dependent, it will be a good idea to send it as an attachment.

How about length? The maximum length for an email should be not more than one-and-a-half to two screens. Any more than that is too hard on most readers’ eyes. The result of this can be an almost imperceptible eye irritation that may result in a not-so-imperceptible reader irritation – definitely not what you’re looking for.

Tone, always a critical element in any written communication, is especially important in an informal communication like email. “Tone” is the relationship the writer establishes or reinforces with the reader.

There are four types of email:

  1.  The original

  2. The reply

  3. The cover letter

  4. An attachment

The original may be a very short message, requiring a very short answer. The original will be most effective if the first paragraph follows the who-what-when-where-why-how formula, and when you do this, you will most likely also reduce the number of emails in the string.

The reply to the original may also be very short. Depending on the amount of detail required for a complete answer, it may also be very helpful to use the who-what-when-where-why-how formula to reduce the number of questions going back and forth on this subject. Remember: no more than five lines in that first paragraph.

The cover letter for an attachment is an important, but frequently-overlooked option. The writer will forge ahead, saying everything he or she has to say in the email. This often results in a multi-screen email that increases the odds of misunderstanding, or even lack of understanding on the reader’s part. If your email will be more than one-and-a-half to two screens, “attach” it, and use a who-what-when-where-why-how cover letter.

An attachment may be as long as you need it to be. The first paragraph of each section, assuming there will be more than one section, should also be a who-what-when-where-why-how paragraph.

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© 2013 Gail Tycer • www.GailTycer.com

Published in: on December 17, 2012 at 1:51 pm  Comments (1)  
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