Hi everyone!
I hope you’re all doing well. Thank you for your patience since my last post in 2018.
Yesterday I asked the question: how do you communicate succinctly, yet enthusiastically? I felt that I can only do one or the other.
Well, as Instagram usually does, folks delivered— perhaps too well. The advice was too good to be contained to some Instagram screen shots. Instead, I decided to consolidate it into an evergreen blog. A lengthy, evergreen blog. So much for concise communication… 😏
I hope you enjoy this advice as much as I do! Feel free to leave me a comment with your favorite tip below.
#1 — Be Yourself!
Brene Brown says, "Clear is kind. Unclear is unkind," and I use that as my north star. Your enthusiasm comes across to people who interact with you. And if you're writing an email to someone who's a friend, they'll get that personality loud and clear. For biz, just know that you don't owe anyone a big, bright, sunshiny email. You can just be clear and kind, which you always are.
100% agree on face time. I always kick projects off with a video call where I'm confident my personality shines through (as would yours), so five word electronic responses after that will be more accepted
Write haikus, read Cormac McCarthy, and when you realize that while each has it's brilliance they do not capture your enthusiasm, go on with being your sparkling verbose self. 🌟👍🤔😁
#2 — Context is Key:
I always try to be short, sweet, and to the point in emails. I always thank people for a quick reply/their time if my email request will require follow up. I do occasionally throw in the occasional emoji (such as ☺️ or 🎉 if they are sharing good news with me) in an email if it’s someone I correspond with regularly, but not enough that it looks majorly unprofessional.
It’s so dependent on how much rapport you have with the person you are contacting. Assuming zero rapport: It has to do with email formatting! Use it to draw attention to key information within the message. That way you can dress the email with your personality, but the format allows the receiver to rapidly identify key info if they don’t want to read the whole thing. In building rapport: Face to face is worth 5 phone calls. One phone call is worth 10 emails. Typically, communication only happens 30% of the time. Written is the least personal.
I agree with the formatting tip. I have to communicate a lot with CEOS and when I do my rule for them is one idea per sentence. And instead of a big paragraph, break up each sentence with a line break. It's visually easier to read and just flows better. It also makes it easier for them to digest information and not just ignore something. Also...exclamation points when used sparingly can be effective. The occasional Great ‐‐ Thank you! can work wonders.
#3 — Short, Sweet and To The Point:
Brevity is wit, so be brief!!!! Also people want to hear the facts. Not the story the facts might connote. Stay with facts, beliefs, and actions, not feelings. Once feelings go into an email, the interpretation can go any direction. Keep anything with feelings to in person, video, or phone. People get way too many emails these days. The minute I see an email with more than three sentences, I triage and move on and may not get back to it for several days.
It is practice. I’ve just decided that since I don't want to read long emails I won't write long emails.
Getting rid of filler words like “that”, if possible! great article on google “how to avoid overusing the word ‘that’ in your writing”
I took a creative writing course at the local community college years ago and the professor gave the advice using the example of “I love you.” You could say “my love for you flows like the greatest of waterfalls, and the sweetest of chocolates” or you can simply say “I love you.” It’s so much more impactful when it’s from the heart.
#4 — Formatting:
Put the main point of the email/ask in the first sentence! Then add extra details and context. Keep it under 5 sentences, if possible.
I’ve struggled with this too. What I’ve kind of settled on is opening the email by communicating my enthusiasm. “Awesome!” Or “I was so excited to get this news!” Then I can dive right into bullet points and not worry about ending every sentence with an exclamation point.
I also work with someone who uses the subject line really effectively and it’s great for brevity. Instead of the subject being “question about meeting” she will ask the question in the subject line, and since I’ve started doing that too I find I really like it.
In my work, I try to distill every email into the following format: -1 intro sentence. This is where you put enthusiasm! -2-5 bullet points about the facts -Open questions -Closing and thanks. This is where you reiterate enthusiasm!
I’m in business development, and keep prospect emails to one opening sentence, three bullet points, one close sentence. Emails need to be treated like a billboard. Polished. Concise. Impactful. Admittedly, I abuse the exclamation point though. Oh, The shame! 😂
#5 — Speaks for Itself:
You just do this!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
#6 — #GirlProbz…
It’s a catch 22 especially for women. I’d rather be effective than liked at the end of the day.
I’m sorry you’re a woman it’s not possible 😅
As the other person said, this is so much harder as a woman (my wife has a high-level job and has to do lots of fake enthusiasm to account for misogyny blahhh).
#7 — Sprinkle Personality:
One of my favorite phrases is “I can’t overstate how thrilled I am about XYZ.” Boom. Succinct but excited
Add one line that just says "I'm so thrilled you brought this up" or "I can't wait to see this in action"
#8 — And For Balance…
So... I went the other way. I used to be very short and to the point. And I learned over time that it came off constantly as a rigid and cold. Honestly... I wouldn't change. Losing personality by trying to use fewer words is just a capitalist pressure that you don't need to give in to.
Thank you so much for taking the time to read this piece! Please let me know your thoughts (in the comments 😂).
All the best,
Ellen