Write It So They Read It...Write It So They Read It Leadership-Level Email Tips for the Super-Busy...
Transcript of Write It So They Read It...Write It So They Read It Leadership-Level Email Tips for the Super-Busy...
Write It So They Read It
Leadership-Level Email Tips for the Super-Busy
Writer [NASACT Edition]
Mandi StanleyCertified Speaking Professional
April 2020
MANDI STANLEY, CSP
“The quality of your writing directly reflects the quality of your work.”
Top‐Tier Takeaways
The top seven credibility-robbing email mistakes and how to avoid them
Top‐Tier Takeaways
The importance of a complete email subject line—and how to write one consistently every time
Top‐Tier Takeaways
How to get a grip on your inbox with a few email management tips
Top‐Tier TakeawaysHow to make sure e-messages bearing your organization’s name are absolutely error free with no embarrassing “bloopers”
Two Categories of Leadership‐Level Writing
Action Information
To doTo act
To knowTo understand
Plain Language Initiative
Turning needlessly complex
information into understandable communication
“The way we communicate with the people we serve goes a long way toward fulfilling our responsibility to them.
That responsibility ranges from routine procedures to issuing instructions that can save lives.”
Plain Language InitiativePlain Language Initiative
“Since it is impossible to speak personally with every citizen, it is vitally important that our methods of
written communication be clear, concise, and free of needless verbiage.
This Executive Order is specific by requiring clear language containing only necessary information
presented in a logical sequence.”
Plain Language InitiativePlain Language Initiative
Get Smart with EmailGet Smart with Email
Table-Top Discussion
What are some bad email habits you are noticing in the workplace?
What are your email pet peeves?
What are coworkers doing with email that may cause them and the entire work group to appear less than professional?
7. Careless spelling and grammar errors
6. Using emoticons “smilies”
Leadership-Level EmailLeadership-Level Email
:-)
No More SmiliesNo More Smilies
;-)
No More SmiliesNo More Smilies
:-(
No More SmiliesNo More Smilies
:-D
No More SmiliesNo More Smilies
:-/
No More SmiliesNo More Smilies
:-O
No More SmiliesNo More Smilies
:-@
No More SmiliesNo More Smilies
:-P
No More SmiliesNo More Smilies
:-Q
No More SmiliesNo More Smilies
7. Careless spelling and grammar errors
6. Using emoticons “smilies”
5. “Texting” your email
Leadership-Level EmailLeadership-Level Email
BTW
Net-Speak SavvyNet-Speak Savvy
IMO
Net-Speak SavvyNet-Speak Savvy
IMHO
Net-Speak SavvyNet-Speak Savvy
BCNU
Net-Speak SavvyNet-Speak Savvy
LMK
Net-Speak SavvyNet-Speak Savvy
TTFN
Net-Speak SavvyNet-Speak Savvy
K
Net-Speak SavvyNet-Speak Savvy
4. TYPING IN ALL CAPS
3. Overusing “Reply All”
2. Leaving the subject line blank
1. Forgetting the attachment
Leadership-Level EmailLeadership-Level Email
Formulating the Subject LineReason + Subject
Purpose + Topic
Objectives for 3:00 Conference Call Today
Request for Email Examples for April 21
Update to Damage Prevention Meeting on May 1
One Technical Question about Zoom
Employee Spotlight on Diversity
Well-Written Subject LinesWell-Written Subject Lines
Request for State Retirement Information
Update on Postage Meter Relocations
Request to Schedule Tour in May
Request for Calendar Edits by June 1
Possible AnswersPossible Answers
…I will be leaving for Tacoma….I won’t be in the office tomorrow…..if I miss you today….maybe we can talk next week…..
Give me a minute…..seriously…..how soon do you need this?!
…
EllipsesEllipses
Hi, Dr. Marett,
Hello, Keytaeon,
Good morning, Mr. Poynter!
Thanks, Sherri,
Comma TraumaComma Trauma
I ,and I forget.
I ,and I remember.
I ,and I understand.
Spell check
S
precious wife Carol
previous wife Carol
Tag team
T
Approach line by line
A
Read out loud
R
Please do not feed the animals. If you have any food, give it to the guard on duty.
Budapest zoo
Ladies are requested not to have children in the bar.
Norwegian cocktail lounge
Ladies, leave your clothes here
and spend the afternoon having a
good time.Roman laundry
Drop your trousers here for best results.
Turkish laundry
Take a break
T
T E G O
T E G OThe Eyes Glaze Over
Would I say this to their face?
Could this be subpoenaed in a court of law?
Emails You Never Should SendWhen you just want to “go off” or vent
anger
Danger
Emails You Never Should Send
To address confidential, sensitive matters such as disciplinary or performance reviews—and never someone’s Social Security number
Emails You Never Should Send
When it’s personal
Emails You Never Should Send
When you don’t want a permanent record of the
message
Emails You Never Should Send
When it’s urgent!