Advertising
Advertising

When Emailing Think Press Release

When Emailing Think Press Release

I’ve been mental busy lately (sorry for not writing so often on Lifehack. I’m working on that). My inbox has shot from around 50 new mails a day to 250. Of these, about 200 require that I read fully, and/or take action. The others might be groups I’m not fully giving my attention, alerts and reminders from Google Calendar that I ignore at my peril. In those 200 emails, I’ve learned something very important:

I respond well when the information is “shaped” to be easy for me to read and use.

Advertising

Press Release Format

In thinking about this, I have to give credit to Geo, my new friend and co-conspirator. He sent me some information on how to write in the press release style as a way to be helpful to all the emails I’ve been sending the new boss (who, by the way, gets well over 500 emails a day). So, here’s what I learned from his sources.

Advertising

  • Make the subject line catchy- people want to be excited to open the mail
  • Put the date of the information’s value in the subject line and again in the first part of the body. — This makes sense if you think about it. If you’ve got something really important coming up on Tuesday the 11th, you need to call that out, so that the recipients of the email know if the information is past-use. It’s like mayonnaise at that point.
  • Put the what, where, who in SUPER SHORT DETAIL early on, to help them parse.
  • Break up the body with headlines (like I do with this post), to help them skim.
  • Add links, if what you’re discussing has links. If you’re talking about Something to Be Desired, then put the link. It’s easier for everyone.

Resources

Geo also gave me a big link list. I’ll make these “cold” links not hot, but feel free to check them all out:

Advertising

  • http://www.toosmarttostart.samhsa.gov/html/tsts-impl/appendixG.html
  • http://www.marketingsource.com/pressrelease/releaseformat.html
  • http://www.xpresspress.com/PRnotes.html
  • http://blog.prleap.com/archives/sample-press-release-format/
  • http://www.webwire.com/FormatGuidelines.asp

Do you have other thoughts on this? What are your killer tips to make sure people read your emails?

–Chris Brogan is Community Developer for Video On the Net. He’s been working with Network2 on a guide for the best in TV shows available only on the internet. He keeps a blog at [chrisbrogan.com].

Advertising

More by this author

7 Uses for a Virtual Machine When Emailing Think Press Release Mail, BrainDump, Mail, Do Stretch Goals Matter You Had me at Insane

Trending in Communication

1 How to Live up to Your Full Potential and Succeed in Life 2 7 Public Speaking Techniques To Help Connect With Your Audience 3 5 Steps to Master Networking Skills and Perfect Your Personal Branding 4 The Real Causes of Lack of Energy That Go Beyond Your Physical Health 5 If You Think You’re in an Unhappy Marriage, Remember These 5 Things

Read Next

Advertising
Advertising

Last Updated on December 2, 2018

7 Public Speaking Techniques To Help Connect With Your Audience

7 Public Speaking Techniques To Help Connect With Your Audience

When giving a presentation or speech, you have to engage your audience effectively in order to truly get your point across. Unlike a written editorial or newsletter, your speech is fleeting; once you’ve said everything you set out to say, you don’t get a second chance to have your voice heard in that specific arena.

You need to make sure your audience hangs on to every word you say, from your introduction to your wrap-up. You can do so by:

1. Connecting them with each other

Picture your typical rock concert. What’s the first thing the singer says to the crowd after jumping out on stage? “Hello (insert city name here)!” Just acknowledging that he’s coherent enough to know where he is is enough for the audience to go wild and get into the show.

Advertising

It makes each individual feel as if they’re a part of something bigger. The same goes for any public speaking event. When an audience hears, “You’re all here because you care deeply about wildlife preservation,” it gives them a sense that they’re not just there to listen, but they’re there to connect with the like-minded people all around them.

2. Connect with their emotions

Speakers always try to get their audience emotionally involved in whatever topic they’re discussing. There are a variety of ways in which to do this, such as using statistics, stories, pictures or videos that really show the importance of the topic at hand.

For example, showing pictures of the aftermath of an accident related to drunk driving will certainly send a specific message to an audience of teenagers and young adults. While doing so might be emotionally nerve-racking to the crowd, it may be necessary to get your point across and engage them fully.

Advertising

3. Keep going back to the beginning

Revisit your theme throughout your presentation. Although you should give your audience the credit they deserve and know that they can follow along, linking back to your initial thesis can act as a subconscious reminder of why what you’re currently telling them is important.

On the other hand, if you simply mention your theme or the point of your speech at the beginning and never mention it again, it gives your audience the impression that it’s not really that important.

4. Link to your audience’s motivation

After you’ve acknowledged your audience’s common interests in being present, discuss their motivation for being there. Be specific. Using the previous example, if your audience clearly cares about wildlife preservation, discuss what can be done to help save endangered species’ from extinction.

Advertising

Don’t just give them cold, hard facts; use the facts to make a point that they can use to better themselves or the world in some way.

5. Entertain them

While not all speeches or presentations are meant to be entertaining in a comedic way, audiences will become thoroughly engaged in anecdotes that relate to the overall theme of the speech. We discussed appealing to emotions, and that’s exactly what a speaker sets out to do when he tells a story from his past or that of a well-known historical figure.

Speakers usually tell more than one story in order to show that the first one they told isn’t simply an anomaly, and that whatever outcome they’re attempting to prove will consistently reoccur, given certain circumstances.

Advertising

6. Appeal to loyalty

Just like the musician mentioning the town he’s playing in will get the audience ready to rock, speakers need to appeal to their audience’s loyalty to their country, company, product or cause. Show them how important it is that they’re present and listening to your speech by making your words hit home to each individual.

In doing so, the members of your audience will feel as if you’re speaking directly to them while you’re addressing the entire crowd.

7. Tell them the benefits of the presentation

Early on in your presentation, you should tell your audience exactly what they’ll learn, and exactly how they’ll learn it. Don’t expect them to listen if they don’t have clear-cut information to listen for. On the other hand, if they know what to listen for, they’ll be more apt to stay engaged throughout your entire presentation so they don’t miss anything.

Featured photo credit: Flickr via farm4.staticflickr.com

Read Next