Are you a bore?

How many times have you smiled while reading an email. It's usually with a frown that we read emails because they are just tasks that need to be done. I regularly interact with one of my clients with whom I share a very good rapport, and the emails are a testimony to it. She writes just as she would speak, and I like to read the easy flow of thoughts captured so neatly in a structured way. It takes a little effort to do that, and to make sure your email is not just another chore for the reader.

Here are a five tips that will help you write like you are speaking to the person:

1. Be conversational. Avoid writing sentences like 'Attached with this email...'. You can try changing this to 'I am sending you...'. Keep the tone friendly and formal.

2. Don't be pompous. Use simple words that can be easily understood by your reader.

3. Use the reader's name if you need to build rapport. It personalizes your email. But, at the same time never overuse the reader's name. This will taste like adding too much sugar in your coffee.

4. If you are responding an email the second time, there is no need to address the reader again. Just continue as if you are speaking.

Example: Yes, Anita. The report will be ready by Wednesday for review.

Regards
Sharmila

So, there is no need to start with 'Dear Anita' again.

5. Use positive words like, 'Sure, we can go ahead', 'This sounds good', 'We appreciate your efforts', etc...

The best thing is that you will receive responses the way you write!

Communication Scorecard

How can a trainer who trains on written skills get the participants to apply the learning beyond the classroom? Most often trainers deliver training, check the learning in the classroom and leave. The trainer has done his job and the organization has provided the opportunity to learn, and hopes that the participants apply the learning at the work place.

Well, this is wishful thinking. The real scene is that participants forget to apply what they are taught in the classroom unless there is a constant monitoring and feedback until they unconsciously begin to apply the learning.

For my email training program, I have developed a scorecard on written skills that can be easily modified to the program objectives. The scorecard tracks the participants application of punctuations, grammar, tone, style and expression in an excel sheet. A value for each aspect of the email is given, errors are tracked, and a final score is generated for each email. I share this scorecard with the participants and provide feedback on where exactly they are going wrong. I do this for about three months after my program until participants get a 100% score. This is a lot of work, but ensures that there is a real improvement after training.

I will share this scorecard later, but meanwhile if you need more inputs on developing a similar scorecard just email me.

Here's a quick way to trim the flab in your emails

Ever read a few of your sent emails. You will want to trim it for more clarity and crispness. It happened to me all the time, but now I have these 5 steps to help me overcome this.

1. Write the subject first: This will keep you focussed on what you want to convey to the reader.

2. Keep out fillers: If you tend to use words that don't add any meaning to your writing, keep them out. While writing in a conversational style, we end up using fillers because that is the way we speak.
If you use a lot of 'actuallys' while speaking, you are likely to use it in writing too.

3. Find the correct word: Use one word that conveys what you mean. This will add more depth and clarity to your message.

4. Spice it well: Don't exaggerate. Writing more adjectives doesn't mean your are creative or clear. It just means you are a show off!

5. Edit, edit, edit: Read and re read like you are the receiver of the email. Cut and trim and make your email succinct.

Please do the needful. What does that mean?

A few days ago I was training a team of techies in Verizon. This team had to email or chat with their American counterparts about their project status, and there were many situations when their messages did not get across correctly because of 'Indianisms' in their language.

One classic example is the expression 'please do the needful'. Most of the emails that the techies wrote were lists of tasks or clarifications that they needed from the Americans. Each email would end with this phrase - please do the needful. To an Indian this sounds perfectly correct, but the American is left wondering what he is expected to do. When writing to an international audience, this phrase is best avoided because it makes no sense to them. Finish the email with exactly what you what the reader to do. It could be phrases like these: Please check and let me know, can you give me more information on this, can you help in resolving these issues, I am waiting to hear your inputs / feedback on this, and so on.
So, the next time you type 'please do the needful', press ctrl z!

Are you too lazy to use Caps Lock?

I have received emails from my friends that are written entirely either in capital letters or in small letters! I have noticed that their emails take longer to read. Readability is hindered when you don't capitalise your emails correctly. Also, it's rude, or it is tantamount to shouting when you write your emails in capital letters.
So, use the caps lock wisely and make your emails better. This need not apply to professional emails alone, but even while writing to friends.

At Elsevier

It's been a while since I posted on this blog as the last few days have been hectic training at Elsevier. Like I mentioned in an earlier post that it's Professional Email Writing that I have been training the teams on at Elsevier.

I started the training with a pre assessment that evaluated the writing skills of the participants. I divide the pre assessment into two parts: Testing for general language skills and using their own sample mails for editing exercises. This helps me understand exactly what difficulties learners face in writing emails. Many start with bad subject lines, others don't have a clue about subject verb agreement, and most lack the knowledge of how to structure their emails. With the pre assessment scores I draw an analysis of the gaps in their writing skills, and then develop the workshop to help them write better.

I end the workshop with a post assessment that evaluates the writing skills at the end of the workshop, and I sit with the learners to draw a personal development plan. The pre assessment and post assessment scores are communicated to the stakeholders of the program along with a report on each learner.

Let me know if you would like a similar program for your team.

A Happy Pongal to you!

Today was a holiday because of the harvest festival, Pongal. It's similar to Thanksgiving that is celebrated in the West. Since, we have so many occassions to celebrate, we also send and receive Happy Emails that spread the joy and spirit of each festival.
I received plenty of Happy Pongal emails that made me smile, and I replied with a Happy Pongal to you too!