How to Write "Good" E-Mails

Today, over lunch, we were talking about how we more naturally engage with those tasks that are pleasant - thus, somehow avoiding those that are not.   A very smart person said, "It's like I only want to read the "good" (as in those containing good news) e-mails."

In that very true and simplistic statement is a huge opportunity for all.   Is it not a truth that we want to read that which contains good news - and are less likely to engage with those communications that are negative?

While certainly not everything that is communicated (in e-mails or otherwise) is good news, we can make ourselves heard better and more often if we present news as positive versus scorched earth.

Which subject line would you rather read?

"Your Uncontrolled Spending  is Threatening the Very Existence of Our Company"
Or. . .
"Some Thoughts on How We Can Partner to Assure Better Profitability"

Which opening statement is most likely to engage you?

"I'm really not a complainer, but I really feel like nobody is listening to my opinion and I'm just being bullied into submission. . .can a lawsuit be in the not-too-distant future?"
Or. . .
"Let me add some positive thoughts to the discussion that we've had recently. . ."

Hopefully, in both cases, it will be the latter statement.    So, let me present a few positive opportunities for e-mail communication that will result in greater (and more satisfied) e-mail readership. (Because each and every one of us wants our e-mails to be read - right?!)

Re-read your e-mail with a cynical viewpoint:   what could be misconstrued as negative or unconstructive (remember that e-mail does not have advantage of the reader seeing your face or hearing your inflection)?   Re-cast anything suspect in factual light and. . .

Avoid hyperbole:    "nobody, "   "everybody,"  "every single time,"  "all of the people I talk to," "never,". . .these are all words that invoke emotion, and not a positive one.  Likewise, avoid the direct accusatory, "You never told me. . ."

When possible, avoid negative words:   "big problems,"  "way too expensive,"  "hurtful,"  "uncooperative". . .

Replace negativity with a positive opportunity, words like . .well:  "opportunities,"  "several options are available,"  "we can assure greater cooperation by. . ."    "I want everyone on the team to be satisfied. . ."

Which brings us to. . .actually try to please people with your e-mails.   That's not pandering, it's good, common sense.    You want to work with people who want to work with you.

And there's always the golden rule. . .write e-mails that you would like to read.   E-mails are often a complaint of the workplace. . . you can make life (you and your readers') easier and better by crafting e-mails that people  actually want to read.

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My book "Courageous Questions, Confident Leaders"  is available for PCs, tablets and e-readers on Amazon Kindle