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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.

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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?

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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.

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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.”

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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.”

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robbie hyman

Copywriter

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Last Updated on September 17, 2019

10 Simple Ways To Always Think Positive Thoughts

10 Simple Ways To Always Think Positive Thoughts

Positive thinking can lead to a lot of positive change in your life. Developing an optimistic outlook can be good for both your physical and mental health.

But sometimes, certain situations arise in life that makes it hard to keep a positive outlook. Take steps to make positive thinking become more like your second nature and you’ll reap the biggest benefits.

Here are 10 ways to make thinking positive thoughts easy:

1. Spend Time with Positive People

If you surround yourself with constant complainers, their negativity is likely to rub off on you.

Spend time with positive friends and family members to increase the likelihood that their positive thinking habits will become yours too. It’s hard to be negative when everyone around you is so positive.

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2. Take Responsibility for Your Behavior

When you encounter problems and difficulties in life, don’t play the role of the victim. Acknowledge your role in the situation and take responsibility for your behavior.

Accepting responsibility can help you learn from mistakes and prevent you from blaming others unfairly.

3. Contribute to the Community

One of the best ways to feel good about what you have, is to focus on what you have to give.

Volunteer in some manner and give back to the community. Helping others can give you a new outlook on the world and can assist you with positive thinking.

4. Read Positive and Inspirational Materials

Spend time each day reading something that encourages positive thinking. Read the Bible, spiritual material, or inspirational quotes to help you focus on what’s important to you in life. It can be a great way to start and end your day.

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Some recommendations for you:

5. Recognize and Replace Negative Thoughts

You won’t be successful at positive thinking if you’re still plagued by frequent negative thoughts. Learn to recognize and replace thoughts that are overly negative. Often, thoughts that include words like “always” and “never” signal that they aren’t true.

If you find yourself thinking something such as, “I always mess everything up,” replace it with something more realistic such as, “Sometimes I make mistakes but I learn from them.”

There’s no need to make your thoughts unrealistically positive, but instead, make them more realistic.

6. Establish and Work Toward Goals

It’s easier to be positive about problems and setbacks when you have goals that you’re working toward. Goals will give you motivation to overcome those obstacles when you encounter problems along the way. Without clear goals, it’s harder to make decisions and gauge your progress.

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Learn to set SMART goals to help you achieve more.

7. Consider the Consequences of Negativity

Spend some time thinking about the consequences of negative thinking. Often, it can become a self-fulfilling prophecy.

For example, a person who thinks, “I probably won’t get this job interview,” may put less effort into the interview. As a result, he may decrease his chances of getting the job.

Create a list of all the ways negative thinking impacts your life. It likely influences your behavior, your relationships, and your feelings. Then, create a list of the ways in which positive thinking could be beneficial.

8. Offer Compliments to Others

Look for reasons to compliment others. Be genuine in your praise and compliments, but offer it frequently. This will help you look for the good in other people.

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9. Create a Daily Gratitude List

If you start keeping a daily gratitude list, you’ll start noticing exactly how much you have to be thankful for. This can help you focus on the positive in your life instead of thinking about all the bad things that have happened in the day.

Getting in the habit of showing an attitude of gratitude makes positive thinking more of a habit. Here’re 40 Simple Ways To Practice Gratitude.

10. Practice Self-Care

Take good care of yourself and you’ll be more equipped to think positively.

Get plenty of rest and exercise and practice managing your stress well. Taking care of your physical and mental health will provide you with more energy to focus on positive thinking.

Learn about these 30 Self-Care Habits for a Strong and Healthy Mind, Body and Spirit.

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Featured photo credit: DESIGNECOLOGIST via unsplash.com

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