If you're a fan of the television show, The Office, you
probably remember Dwight Schrute's conversation with his boss, Michael Scott:
Michael: "What's the most inspirational thing I ever
said to you?"
Dwight: "Don't be an idiot. It changed my life."
Dwight (as an aside): "Whenever I'm about to do
something, I think, 'Would an idiot do this?' and if he would, I do not do that
thing."
Great advice for email writers! Here's more:
Don't
be an idiot: Show readers you care
The main thing "idiots" do is care more about themselves and their message than they
do about the receiver's perception of their message.
They stare at their computer or mobile device screen and tap
away at the message they want to send, without thinking (which says it all!)
about how the reader will feel when s/he reads the message. A well-crafted
message focuses on both content and intent. When readers know you have, if not
their best interests at heart, at least their interests, you'll have a much
better chance of getting the result you want.
How does a writer convey respect in an email? The best way I
know is to become the other person. Ask yourself: How would I feel if I were
receiving this?
Don't
be an idiot: Be concise
When was the last time you read - not scanned or reviewed -
an article from beginning to end? Google, rather than turning us into idiots as
Nicholas Carr wrote about in The Atlantic, "Is Google Making Us Stupid?", has helped
legitimize those of us with ADD, and the rest of the attention diminished
population, too. Everywhere we look, there is more information. For
every link we click, there is another and another. We don't have time to finish
reading a complete document anymore, even if we're interested. We scan, review
and quickly decide what we should attend to. Yet, somehow, when we write, we think the other person
will be interested enough to read irrelevant information, before getting to the
point that matters to them.
No one has time to waste. Forcing your reader to read through
preliminary paragraphs, outdated phrasing, or rambling background stuff before
getting to the main point is just silly. Take the time to think through your
message before you write, not while you're writing. Know why you're writing,
what you want your message to accomplish, and what the next step should be.
Then, after you write, ask yourself, how can I pare this down? Can I
delete info and replace it with hyperlinks or list items (people love
scrolling!) instead of writing narrative? How can I show my reader I
respect his/her time by the way I present my points?
Don't
be an Idiot: Be brief but not blunt
You've heard the expression "Brevity is the soul of
wit?" You might be surprised (I was!) by the lines that precede
that famous Shakespeare quote:
"...since brevity is the soul of wit....I will be brief. Your noble son is mad. . . ."
Shakespeare knew his character (Polonius) couldn't just tell
the king and queen the news (your noble son is mad); he had to justify why he
wasn't taking more time to appropriately prepare them. What does this have to
do with email? Prepare thy reader! Please don't confuse being brief with being
blunt. No one is soooooo busy he or she can't write a simple: Thanks for asking. (You can even type that after the flight
attendant warns you to put away your iPhone... researched and proven!)
A well-crafted email lets recipients know they're important.
Idiots forget that. They forget that the basis for productivity and
profits is good communication. So ask yourself: Would an idiot do this, and if
he or she would, please don't do it.
_________________________________________________________
SpeakerSue, Sue
Hershkowitz-Coore, is one of the most in demand speakers today. She is the perfect choice to energize
your meeting and provide practical, down-to-earth concepts to help your
attendees boost profits, professionalism and productivity. Called "A little bit like Rita
Rudner and a lot like a shot of Red Bull™," SpeakerSue is the perfect choice for your next sales conference,
association meeting or corporate conference. Call 480-575-9711, or email Kristin at Kristin@SpeakerSue.com to schedule Sue, or check her availability here. Your
attendees will thank you!
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