Advertising
Advertising

What the Cop Show “Blue Bloods” Can Teach You About Crafting Great Emails

What the Cop Show “Blue Bloods” Can Teach You About Crafting Great Emails

The CBS hit series Blue Bloods stars Tom Selleck as New York City Police Commissioner Frank Reagan, doing a perfect New York accent. (Just kidding about that last part.)

In a terrific scene, Commissioner Reagan is giving a press conference when a snooty reporter interrupts to ask about a controversial police shooting (involving the commissioner’s own police-officer son). Did Officer Reagan have to kill the man? Was it really necessary? That sort of thing. Here’s the brief exchange that follows. (I’m paraphrasing the dialogue.)

Commissioner Reagan: Okay, let’s pretend for a moment that instead of aiming his gun at a group of schoolchildren, as he was, the gunman is aiming at you. What do you do?

Snooty Reporter: Well, first, I’d… I guess I would want to know—

Commissioner Reagan: Too late. You’re dead.

Advertising

What can this teach us about writing better emails (and improving our writing generally)? A lot.

You have only seconds to capture your readers’ attention.

You’re busy. Your readers are, too. And their fingers are always poised over the mouse or mobile screen—ready to switch to something else the instant they start sensing that whatever they’re reading is a waste of their precious time.

As I see it, anything we write these days is like a billboard posted on a highway with no speed limit. You have only enough space for a few words, and your readers are zooming by at 100 miles per hour anyway. So you’d better craft a message that captures their attention immediately, and then painstakingly refine and edit to ensure you’re not wasting your readers’ time at any point.

Here are three tips to help you craft emails that earn and keep your readers’ attention.

1. Limit the text of your email to one screen.

First impressions matter. One reason I used a TV show to find a metaphor for writing better emails is that, although we never think of it this way, email is before anything else visual. In the first instant after they open your message, your readers visually take in the entire email to decide whether or not they want to read it. Think of your recipient taking a mental photo of your message to form a first impression of it. What do you want in that photo?

Advertising

If your text is too long to be viewed within the initial screen, your recipient’s first impression will likely be that reading your message is “work.” If they’re focused on anything else at the time, chances are they will close your message to deal with it later. Worse, when they re-open your email, it will turn them off all over again.

Your message should be only as long as you need to communicate the pertinent information to your recipient. If you need more than a full email screen, you’re better off with a different form of communication.

2. Make each paragraph no more than a few lines.

Second impressions matter, too. Long, blocky paragraphs are a big turnoff and tend not to get read right away. Worse, readers tend to zone out as their eyes and mind are forced to do double-duty, trying simultaneously to focus on the substance and also trying to hold their place in the paragraph.

Keeping your paragraphs short also shows respect for your email recipients’ time. Your readers will recognize (although perhaps only subconsciously) that you are taking time crafting the email—chipping away at all but the essential details—to save them time reading it.

Over time, this thoughtful strategy will teach your email recipients to view your emails with more trust and greater priority.

Advertising

3. Clearly state your objective or request for action.

Have you ever finished reading an email and thought: What am I supposed to do with this?

If you want your recipient to take action, make your request explicit—in terms of what you need and when you need it. One great way to do this is to make your request stand out physically in the message—by including it on a line all by itself.

“Please make your edits to the attached draft and send it back this week.”

or…

“I need your bio (50 words max) by Friday, June 12, at 12:00pm.”

Advertising

You can even bold your action request, if it’s short enough. That way, your recipient can scan your message and, within just a second or two, know exactly what you need. And that’s yet another way of showing your readers that you respect their time.

As you’re crafting any email, always keep in mind how busy and distracted your recipients are—and how quickly you need to capture their attention, with both the substance and the visual layout of your message.

Otherwise, to quote that great line from Commissioner Reagan, delivered by Tom Selleck showing his tremendous acting range (kidding again), it won’t matter how well written or important your email is. As far as your recipients will be concerned, “Too late. You’re dead.”

More by this author

robbie hyman

Copywriter

3 big mistakes creative freelancers make with their careers 2 Lessons in the Movie Rudy that Can Change Your Life Words and Phrases to Avoid in Your Professional Writing Freelancers And Consultants: 3 Reasons You Shouldn’t be Billing Hourly Why Money Might Not Be As Important to You As You Think

Trending in Communication

1 How to Live up to Your Full Potential and Succeed in Life 2 Success In Reaching Goals Is Determined By Mindset 3 10 Strategies to Keep Moving Forward When You’re Feeling Extra Stuck 4 Learn the Different Types of Love (and Better Understand Your Partner) 5 Anxiety Coping Mechanisms That Work When You’re Stressed to the Max

Read Next

Advertising
Advertising

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.

Advertising

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.

Advertising

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.”

Advertising

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.’

Advertising

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!

Read Next