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“When I get ready to talk to people, I spend two-thirds of the time thinking what they want to hear and one-third thinking about what I want to say.” – Abraham Lincoln
One of the biggest communications problems is the lack of complete information. This results in a slew of additional back-and-forth emails, voice and text messages until the full information is received and acknowledged.
How much time do you spend having to get additional information when someone has sent you an email or left a message on your voice mail? Wouldn’t it save time if the pertinent information was included in the original message?
The easy way to make sure you are communicating complete information is to ask yourself a few questions:
Who? Who is the intended recipient? If it is written, who else might end up reading it? Who else needs this information?
What? What is the reason for the message? If it’s an email, make sure the subject reflects the content. If you are leaving a voice mail, leave enough information so that the recipient can respond.
Where? When? If you are sending information about an event, be sure to include the location and the day and time. If you are requesting information, be sure to specify when you need it. “As soon as possible,” “quickly,” “immediately,” and “in the next few days” mean different things to different people. Be specific.
Why? Explain your need for the particular information so that the recipient has some context.
How? How do you want the information delivered? Do you want a phone call? Or is postal mail appropriate? How do you want a task completed? Have you provided enough specific information that the recipient will understand exactly what you are asking? How will this message be received? Have you been diplomatic? Have you been too diplomatic?
You won’t need to answer all the questions every time you send a message, but it’s a good practice to simply read through your message and run through these questions. It’s a first step toward becoming an effective communicator. The truly gifted communicators follow Lincoln’s ratio.
Suffering from writer’s block? Have a proposal to do and can’t quite get it started? Here’s a tip that works for me, especially when the work is creative in nature. I give myself a request before I go to sleep at night. For instance, if I’m trying to come up with a marketing idea for a client, or a logo design, or a newsletter concept, I ask myself for the idea right before I go to bed. I tell myself, “I’ll have the idea when I wake up tomorrow morning.” The trick here is to believe that you will be able to do it, and getting a good night’s sleep doesn’t hurt.
Anyone who does sales for a living will tell you that believing you will get the sale is an important part of the process. It doesn’t make up for knowledge about the product or service you are selling and doing research on your prospective customer. However, nothing can end your prospects faster than not believing you will get the sale.
Writing is similar. You still need the basic skills, but the ideas come largely because you believe they will. I’m not sure why this works. My guess is that stress makes it difficult to think creatively. Once you have convinced yourself that you will have the skills and the ideas necessary to complete your project or make your sale, you relieve the stress and allow the ideas to flow.
Try it the next time you have a big project. You may just find a winning solution. After all, how do you think I got the idea for this post?
Want your email to be error-free? Here are some suggestions.
Do you have a tendency to forget to include important pieces of information in your emails or business letters? If so, answer the “5 Ws and an H” as you write:
Who? What? Where? When? Why? How?
Not every email has to answer all of these questions, but if you’re inviting someone to an event or explaining something important, running through these questions will help you cover all the necessary points.
Read it out loud
Once you have finished your email or business letter, read the whole thing out loud. We are all in such a hurry these days that it is normal to leave a word out or say something that doesn’t put across what we intended. Reading out loud forces you to slow down and check for errors. It’s also a good way to check for repetition or phrases that cause the reader to lose concentration.
Find an extra set of eyes
If you have the time, have someone else read over your more important correspondence. An extra set of eyes can give your text a fresh look and find errors that you are too close to see.
If you make a mistake, your reader will probably be able to figure out what you meant. Remember, though, that being clear and error-free makes you look more professional and makes your reader feel he or she was important enough to receive your best effort.
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