People judge us by our words. That's a fact. Whether spoken or written, our words tell others who we are and what we're about. Even what we don't say is judged.
How do you want to be perceived? Most of us don't realize what we sound like on paper or electronically. Take emails, for instance. We all send emails--daily. We throw our fingers to the keys and pop off plans, comments, ideas, and hellos. Emails have become so commonplace, we tend to think that it's okay to be lax. After all, it's just an email. Ah, but there's the falsity. Even in commonplace writing, we are judged. Writing your sister is different from writing a business colleague, professor, or associate.
True Story: Years ago, I was teaching a class of Professional and Graduate Studies students -- all professionals who, aside from taking college classes, had jobs and outside lives. One of the students who worked at a major pharmaceutical company challenged me.
"Emails don't matter," he said. "I don't need to do this kind of stuff. They all know me, at the office."
I said, try this. Just one week. Humor me. Then, at the end of the week, tell me what happened.
One week later, he bounded into the room. "You won't believe this," he said. "My boss actually called me out, in a floor wide meeting. She read one of my emails in front of the entire group and said, "Now THIS is how to write an email! I want you all to do this. Great job, Mark." Mark shook his head and held out his hand to me. "I never would have believed it," he said. "But from now on, I'm going to write all my work communication like this."
I challenge you: Try these out.
1. Start with a professional greeting. You know what I mean: Something like, “Dear So-and-so” or "Hello, so-and-so," qualifies. But “Hey,” “Hi there,” and “Yo” don’t cut it. Also, leaving out a greeting (starting right into the text) is improper. Give your reader respect from the get-go. Start with a proper greeting.
These ten come from my Simplified Writing 101 book that's coming out in January on Amazon. Look for more email gems in the next post.
Honored to write beside you,
Erin
How do you want to be perceived? Most of us don't realize what we sound like on paper or electronically. Take emails, for instance. We all send emails--daily. We throw our fingers to the keys and pop off plans, comments, ideas, and hellos. Emails have become so commonplace, we tend to think that it's okay to be lax. After all, it's just an email. Ah, but there's the falsity. Even in commonplace writing, we are judged. Writing your sister is different from writing a business colleague, professor, or associate.
True Story: Years ago, I was teaching a class of Professional and Graduate Studies students -- all professionals who, aside from taking college classes, had jobs and outside lives. One of the students who worked at a major pharmaceutical company challenged me.
"Emails don't matter," he said. "I don't need to do this kind of stuff. They all know me, at the office."
I said, try this. Just one week. Humor me. Then, at the end of the week, tell me what happened.
One week later, he bounded into the room. "You won't believe this," he said. "My boss actually called me out, in a floor wide meeting. She read one of my emails in front of the entire group and said, "Now THIS is how to write an email! I want you all to do this. Great job, Mark." Mark shook his head and held out his hand to me. "I never would have believed it," he said. "But from now on, I'm going to write all my work communication like this."
I challenge you: Try these out.
1. Start with a professional greeting. You know what I mean: Something like, “Dear So-and-so” or "Hello, so-and-so," qualifies. But “Hey,” “Hi there,” and “Yo” don’t cut it. Also, leaving out a greeting (starting right into the text) is improper. Give your reader respect from the get-go. Start with a proper greeting.
2. Don’t talk in text language. lol (laugh out loud), jw (just wondering), and
lower-case “i” for referring to yourself (“I”) are all examples of text-talk
that you shouldn’t ever use within emails. It’s
unprofessional.
3. Don’t use buddy-buddy phrases. Honestly, don’t write, “Just kidding”
or “you know what I mean.” Your business associate is not your roommate. College students should especially take note: You have a
professor-student relationship that’s closer to a Star Wars Jedi-Padawan
relationship than pals who live across the street from each other. When it
comes to an instructor, be kind and friendly, but keep professional boundaries
intact.
4. Capitalize properly. Yes, the Shift key still works for emails. Use it.
And with contractions (like “don’t”), the apostrophe key still works, too.
5. Use paragraph structure. One gigantic block of words and sentences is
unsightly—and not unlike the dynamics of an acquaintance at a party talking
your ear off for ten minutes. Use topic sentences with a main idea,
similar-content sentences, and conclusion statements. Make your writing
shapely, with form, direction, and purpose….even in an email.
6. Write in complete sentences, with proper grammar. With each word that you type, you’re leaving an
impression. Grammar usage adds or takes away from that impression. Make it a
good one.
7. After the greeting, use a “door opener.” “Door openers” are connecting phrases that open the
reader to personal connection. The phrase, “Thank you for [fill in the blank with the latest positive that this person has accomplished for you],” is a good opener. “I enjoyed meeting with you [or speaking with you on the phone]” is another good door opener (if it’s true). Stating a
positive and professional phrase at the beginning of your email helps to open
the door to your email readers’ mind and heart.
8. Show appreciation. Be sincere. “Thank you” and “I appreciate your time”
are wonderful ways to show gratitude and make a positive connection with others. But don’t butter up; be honest and sensible. Others can see
through buttery extra calories in your words.
9. Use your Spell Check. It’s a great tool that will save you from
embarrassment. But don’t rely completely on the Spell Check. As a quick
self-editing technique, read your email out loud before you send it. Mistakes
often pop out with a verbal reading.
10. Save the subject line for the subject. Don’t put the entire email message in the subject
line and leave the email blank. Write the email in the email.
These ten come from my Simplified Writing 101 book that's coming out in January on Amazon. Look for more email gems in the next post.
Honored to write beside you,
Erin
