The amount of time wasted by poorly-executed emails is astounding. It’s not simply time wasted through misunderstanding but misallocation of words. The time cost and the distraction cost lead to an unfortunate business cost. Of course, we cannot control the reader, but we can control the writer.
“Writing is easy. All you have to do is cross out the wrong words.” —Mark Twain
“I only achieve simplicity with enormous effort.” —Clarice Lispector
When we put systems into place regarding our writing, we can influence our reader accordingly.
Focus
Business emails should not be written in a stream-of-consciousness style akin to a WhatsApp conversation. Your reader should not wonder if you are related to Benjy from The Sound and the Fury. Keep it simple. Before you write your email, ask yourself: What do I want to convey? What does my reader need to know?
Organization
This is the answer to “How.” How can I convey this to my reader? Again, keep it simple. You don’t need a cannon to shoot a rabbit.
Development
Sometimes we have a lot to say. Remember, though, that your long email will likely be processed in parts. And the notion that your entire email will be processed by the reader is optimistic. When you determine how extensively you need to develop your email (if it’s longer than two-three paragraphs), consider sending it in parts. (Don’t reveal your plan in the subject line, i.e., The Nestle Account, part 1.) Just set some reminders or alerts so that you know to initiate part 2, 3, etc., but do so after you’ve determined that part 1 was adequately comprehended and acted upon.
Logic
It’s not enough to proofread your email once before clicking “send.” Unfortunately, if it makes sense to you, that means very little to your reader. Many of us use inside lingo on the outside world, and then we are surprised that we’ve accidentally circumscribed our audience. Don’t proofread your email while asking, “Does this make sense to me?” Instead, proofread your email while asking, “Will this make sense to my reader?”
Arima Business Solutions has expert consultants in business writing, editing, blog writing, and ghostwriting. Reach out to us today. Let’s have a conversation about your content-creation needs.