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Mastering the Short Email

Mastering the Short Email

Mastering the Short Email

    “I apologize that this letter is so long. I did not have the time to make it short”

    — BLAISE PASCAL

    Good writers know that lean, vibrant language is almost always preferable to verbose, rambling writing. There is virtually no writing in the world so good that it can’t be made better by making it shorter. There are exceptions, of course – a contract needs to cover every possible potentiality, as does the text of an international treaty, but these documents are not really meant to be read, they’re meant to be enacted.

    When you send email, though, you most definitely mean for it to be read. By a person, even. With everyone’s inboxes bulging at the seams with unwanted come-ons, weekly newsletters, Amazon notices telling them about the latest product that people who bought whatever they bought also bought, status updates, listserv posts, and who knows what else, you face an awful lot of competition in your recipient’s inbox for their attention.Getting read is no small feat in and of itself; getting your reader to take action even a greater accomplishment.

    Writing well is one key – good prose is engaging and persuasive, no matter what the aim. And writing concisely is a big part of writing well. But writing concisely offers benefits on its own – the short email, particularly the email whose contents fit into the preview pane without any scrolling, has a much higher chance of gaining a reader’s attention than one that starts off with three pages about trivia.

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    This is what Mike Davidson figured out – if his recipients were half as slammed as he was, he figured they could use some relief from long-winded emails that ramble on and on in the guise of pleasantries. Instead, he committed himself to writing emails that were five sentences or less, every single time. To explain his decision, and to encourage others to follow suit, he created the site five.sentenc.es, which explains:

    The Problem

    E-mail takes too long to respond to, resulting in continuous inbox overflow for those who receive a lot of it.

    The Solution

    Treat all email responses like SMS text messages, using a set number of letters per response. Since it’s too hard to count letters, we count sentences instead.

    five.sentenc.es is a personal policy that all email responses regardless of recipient or subject will be five sentences or less. It’s that simple.

    You add the link to your email signature, dash off your five-sentence response, and let your recipient know that you are looking out for his or her time. (For the really daring, Davidson set up domains with even fewer sentences, down to two.sentence.es.)

    That’s all well and good, of course, but how can you make sure you say what you need to say if you limit yourself to five sentences? (Or even if you make the less-radical commitment to just write as short an email as possible?) You don’t want to leave anything out, right?

    Unfortunately, concision isn’t really taught or, to be honest, valued sufficiently. The huge novel is seen as more significant than the slim novella, the fat envelope more important than the thin one, the 10-page essay as more A-worthy than the 5-page essay. Teachers actually encourage wordiness, giving students instructions to write papers “at least” 500 words long, or 6 pages, instead of encouraging the shortest possible length in which you can fully express your thoughts.

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    Fortunately, super-entrepreneur Guy Kawasaki has offered a good guide to the five-sentence email (scroll down to point #9). He says,

    Whether UR young or old, the point is that the optimal length of an email message is five sentences. All you should do is explain who you are, what you want, why you should get it, and when you need it by.

    (Don’t ask me what purpose the seemingly out-of-place IM-speak serves there – let’s just chalk it up to 5 saved keystrokes.)

    If we take Kawasaki’s advice to heart, a good outline for a five-sentence email might look something like this:

    1. Who are you? This might be skipped if you already have a relationship with the recipient; otherwise, in as little space as possible, explain the relevant facts about yourself.
    2. What do you want? Explain why you’re writing the email, what you expect your recipient to do about it, and any relevant information they need to respond with the appropriate action.
    3. Why should you get it? Or, more to the point, why should they bother? Explain why your request is important, and if relevant, what’s in it for them.
    4. When do you need them to act? Open-ended requests get open-ended responses – that is, they get responded to whenever the recipient gets around to it. Be as specific as possible, so that your recipient a) has a sense of urgency, b) feels that their response is important to you, and c) feels inspired to act.

    So, for example, emailing a professor to ask for an extension on an essay (that must be at least 10 pages long…) might look something like this:

    Professor Wax,

    I’m a student in your Thursday afternoon anthropology class, and I’m having some trouble finding enough references for my term paper. Could you please give me an extra week to complete the assignment? I realize this might affect my grade, but I really want to give you the best paper I can, not just 10 pages of filler to make up for the missing information. Please get back to me by tomorrow morning so I can plan my writing schedule.

    Thanks,

    Ace Tuden

    Or an email to a colleague asking for data you need to finish a report might look like this:

    Dustin,

    I’m working on the report for our proposal to Acme, Inc. and really need the figures from the marketing analysis you ran. Could you get those to me by the end of the day so I can wrap this up? As you know, this report is crucial if we want to land that co-branding deal with Acme!

    Best,

    Emma Ployee

    Notice that both of those examples are less than five sentences – the point isn’t to shoehorn your work into a particular format but to write as little as you need to get the point across.

    Sometimes, of course, that means writing more than five sentences. Kawasaki’s advice presupposes that most email is requesting some kind of information, but that’s not always the case. But if you force yourself to think in terms of a five sentence email, and you go over a sentence or two, you will be far more effective than if you dash off a 2,000-word treatise.

    While emails are technically just text, just writing, and therefore could theoretically be as long as you care to make them, in reality longer emails are more likely to go unread , and less likely to be read carefully, as short ones. If more information is needed, a formal report, a webpage, a memo, or some other form of document is probably going to be better-suited to presenting it than an email. Send an attachment, send a link, or schedule a face-to-face meeting if necessary; don’t blast off a giant email that takes you hours to write in the vain hope that it will be read.

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    Last Updated on November 15, 2018

    Success In Reaching Goals Is Determined By Mindset

    Success In Reaching Goals Is Determined By Mindset

    What do you think it takes to achieve your goals? Hard work? Lots of actions? While these are paramount to becoming successful in reaching our goals, neither of these are possible without a positive mindset.

    As humans, we naturally tend to lean towards a negative outlook when it comes to our hopes and dreams. We are prone to believing that we have limitations either from within ourselves or from external forces keeping us from truly getting to where we want to be in life. Our tendency to think that we’ll “believe it when we see it” suggests that our mindsets are focused on our goals not really being attainable until they’ve been achieved. The problem with this is that this common mindset fuels our limiting beliefs and shows a lack of faith in ourselves.

    The Success Mindset

    Success in achieving our goals comes down to a ‘success mindset’. Successful mindsets are those focused on victory, based on positive mental attitudes, empowering inclinations and good habits. Acquiring a success mindset is the sure-fire way to dramatically increase your chance to achieve your goals.

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    The idea that achieving our goals comes down to our habits and actions is actually a typical type of mindset that misses a crucial point; that our mindset is, in fact, the determiner of our energy and what actions we take. A negative mindset will tend to create negative actions and similarly if we have a mindset that will only set into action once we see ‘proof’ that our goals are achievable, then the road will be much longer and arduous. This is why, instead of thinking “I’ll believe it when I see it”, a success mindset will think “I’ll see it when I believe it.”

    The Placebo Effect and What It Shows Us About The Power of Mindset

    The placebo effect is a perfect example of how mindset really can be powerful. In scientific trials, a group of participants were told they received medication that will heal an ailment but were actually given a sugar pill that does nothing (the placebo). Yet after the trial the participants believed it’s had a positive effect – sometimes even cured their ailment even though nothing has changed. This is the power of mindset.

    How do we apply this to our goals? Well, when we set goals and dreams how often do we really believe they’ll come to fruition? Have absolute faith that they can be achieved? Have a complete unwavering expectation? Most of us don’t because we hold on to negative mindsets and limiting beliefs about ourselves that stop us from fully believing we are capable or that it’s at all possible. We tend to listen to the opinions of others despite them misaligning with our own or bow to societal pressures that make us believe we should think and act a certain way. There are many reasons why we possess these types of mindsets but a success mindset can be achieved.

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    How To Create a Success Mindset

    People with success mindsets have a particular way of perceiving things. They have positive outlooks and are able to put faith fully in their ability to succeed. With that in mind, here are a few ways that can turn a negative mindset into a successful one.

    1. A Success Mindset Comes From a Growth Mindset

    How does a mindset even manifest itself? It comes from the way you talk to yourself in the privacy of your own head. Realising this will go a long way towards noticing how you speak to yourself and others around you. If it’s mainly negative language you use when you talk about your goals and aspirations then this is an example of a fixed mindset.

    A negative mindset brings with it a huge number of limiting beliefs. It creates a fixed mindset – one that can’t see beyond it’s own limitations. A growth mindset sees these limitations and looks beyond them – it finds ways to overcome obstacles and believes that this will result in success. When you think of your goal, a fixed mindset may think “what if I fail?” A growth mindset would look at the same goal and think “failures happen but that doesn’t mean I won’t be successful.”

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    There’s a lot of power in changing your perspective.

    2. Look For The Successes

    It’s really important to get your mind focused on positive aspects of your goal. Finding inspiration through others can be really uplifting and keep you on track with developing your success mindset; reinforcing your belief that your dreams can be achieved. Find people that you can talk with about how they achieved their goals and seek out and surround yourself with positive people. This is crucial if you’re learning to develop a positive mindset.

    3. Eliminate Negativity

    You can come up against a lot of negativity sometimes either through other people or within yourself. Understanding that other people’s negative opinions are created through their own fears and limiting beliefs will go a long way in sustaining your success mindset. But for a lot of us, negative chatter can come from within and these usually manifest as negative words such as can’t, won’t, shouldn’t. Sometimes, when we think of how we’re going to achieve our goals, statements in our minds come out as negative absolutes: ‘It never works out for me’ or ‘I always fail.’

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    When you notice these coming up you need to turn them around with ‘It always works out for me!’ and ‘I never fail!’ The trick is to believe it no matter what’s happened in the past. Remember that every new day is a clean slate and for you to adjust your mindset.

    4. Create a Vision

    Envisioning your end goal and seeing it in your mind is an important trait of a success mindset. Allowing ourselves to imagine our success creates a powerful excitement that shouldn’t be underestimated. When our brain becomes excited at the thought of achieving our goals, we become more committed, work harder towards achieving it and more likely to do whatever it takes to make it happen.

    If this involves creating a vision board that you can look at to remind yourself every day then go for it. Small techniques like this go a long way in sustaining your success mindset and shouldn’t be dismissed.

    An Inspirational Story…

    For centuries experts said that running a mile in under 4 minutes was humanly impossible. On the 6th May 1954, Rodger Bannister did just that. As part of his training, Bannister relentlessly visualised the achievement, believing he could accomplish what everyone said wasn’t possible…and he did it.

    What’s more amazing is that, as soon as Bannister achieved the 4-minute mile, more and more people also achieved it. How was this possible after so many years of no one achieving it? Because in people’s minds it was suddenly possible – once people knew that it was achievable it created a mindset of success and now, after over fifty years since Bannister did the ‘impossible’, his record has been lowered by 17 seconds – the power of the success mindset!

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