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Do Your Emails Suck? How to Write Emails That Get Results

Do Your Emails Suck? How to Write Emails That Get Results
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Do Your Emails Suck?

    Feel like a slave to your inbox? Improve your writing and you’ll save plenty of time by eliminating miscommunications and the need for follow-up. Email management productivity tips can only do so much if you don’t know how to write an effective email. That doesn’t mean you have to strive for lyrical prose in every message (though I always welcome lyrical prose in my inbox). The key is to communicate clearly and effectively so that recipients know exactly what they need to do in response and you can avoid endless back-and-forth and time-consuming misunderstandings. The following are some basic guidelines for writing more effective emails:

    • Get to the Point: Every email that you write should have a clear purpose. For example, your purpose may be to deliver key information, to request a follow-up action, or to persuade someone to your point of view. In a well-written email, the purpose is stated early (in the first line of the email if possible) and followed by whatever supporting points that the reader is likely to need. Don’t burden your reader with paragraphs full of non-essential details. Don’t make him try to figure out what it is that you want. If you fail to state your purpose clearly or write long, meandering intros before getting to the point, your email is far more likely to get ignored or filed away for “later” and never looked at again. That means you’ll soon be writing another email.
    • It’s Not About You: Always keep your reader’s point of view in mind. Who is your audience? What do they care about in relation to this message? What details do they need to act on the email? Don’t assume that everybody’s priorities are the same as yours or that everyone has your frame of reference. To get the response you want, communicate what’s in it for the reader and make it as easy as possible to respond.
    • Write a Good Subject Line: Your recipients get a lot of email, including plenty of junk from both spammers and inconsiderate colleagues. Your email will likely be competing for attention in a very busy inbox. Therefore, you will always get a faster response if you take a moment to craft a clear and specific subject line that communicates why your message is important. Think about your subject line as a headline – it should make your recipient want to read more. For example, the subject line “Forms” is far less likely to get a speedy response than “Insurance Forms Due Monday.” And remember, if you’re forwarding or replying to a previous email, it may be worthwhile to change the subject line if you are introducing a new topic or purpose.
    • Don’t Take That Tone with Me! Getting your tone right in an email can be tricky. What you see as direct can be interpreted as insulting. What you consider enthusiasm can be read as pushiness. Nobody is eager to respond to an email with an attitude problem. You may even inadvertently set off a hissy fit, snit, or passive aggressive pout. None of these are conducive to productivity. Read over your email before you press send and think about how it will read. Are there any phrasings that could be misinterpreted? Would a “please” or “thank you” hurt? Of course, there are times when you have to deliver bad news or negative feedback and you can’t avoid a little bit of tone. In those situations, you’re probably better off scheduling a face-to-face meeting or phone call to minimize misunderstandings and give everyone a chance to clear the air.
    • Write Like a Grown-up – When you’re writing a professional email, spelling and grammar really do count. Save your uncapitalized, run-on sentences and your excessive LOLs and !!!s for the American Idol message board. If you want your email to be taken seriously, take a little time to proofread for embarrassing errors. And the same rules apply when you’re emailing from your PDA. People may cut you a little extra slack if they know you’re composing on a tiny keyboard at a stoplight, but that doesn’t mean that it’s okay to write like a grade schooler.
    • Don’t CC the Entire Free World: Think about who REALLY needs to see the message and leave everybody else out of it. Once you get a reputation for reckless CC’ing, your messages are likely to go to the bottom of the priority list.

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    Last Updated on January 21, 2020

    How to Motivate People Around You and Inspire Them

    How to Motivate People Around You and Inspire Them

    If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

    Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

    So, how to motivate people? Here are 7 ways to motivate others even you can do.

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    1. Listen

    Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

    2. Ask Open-Ended Questions

    Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

    “Why do you want to do that?”

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    “What makes you so excited about it?”

    “How long has that been your dream?”

    You need this information the help you with the following steps.

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    3. Encourage

    This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

    4. Ask About What the First Step Will Be

    After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

    5. Dream

    This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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    6. Ask How You Can Help

    Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

    7. Follow Up

    Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

    Final Thoughts

    By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

    Oh, and you’ll become a motivational super hero. Time to get a cape!

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    Featured photo credit: Thought Catalog via unsplash.com

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