We send and receive dozens of e-mails and have tens of conversations daily. More often than not one needs to read an e-mail thoroughly several times before understanding the actions needed or despite carefully listening the ramble of someone misses the point of the conversation.
“43% of people who received long-winded emails deleted or ignored them.”
Be more effective in your communication by following the BRIEF rule.
Fast Company have created the following formula for better communicating your information and/or needs:
B (Background): Provide a quick context—what happened beforehand?
R (Reason): Explain why you’re contacting them now— why should they engage?
I (Information): Give two to three pieces of information. What are the three main points or bullets of the topic?
E (End): Decide what do you want to be remembered. Tell the next steps – you will do what OR you expect the other site to do what.
F (Follow-up): Try to predict the questions asked at the end of conversation or (as a reply to the message) and prepare answers in advance.
Read why less is more HERE.
Dear Tech Support,
Last year I upgraded from Boyfriend 5.0 to Husband 1.0 and noticed a distinct slow down in overall system performance — Particularly in the flower and jewelry applications, which operated flawlessly under Boyfriend 5.0.
In addition, Husband 1.0 uninstalled many other valuable programs, such as Romance 9.5 and Personal Attention 6.5 and then installed undesirable programs such as NFL 5.0, NBA 3.0, and Golf Clubs 4.1. Conversation 8.0 no longer runs, and Housecleaning 2.6 simply crashes the system. I’ve tried running Nagging 5.3 to fix these problems, but to no avail.
What can I do?
And the witty reply from the tech Support reads:
This week I need to submit two peer-reviews for my university assignment. In doing so, I needed some guidance to make it better and I found this excellent article. Hope it helps you, too.
Peer review is at the heart of the scientific method. Its philosophy is based on the idea that one’s research must survive the scrutiny of experts before it is presented to the larger scientific community as worthy of serious consideration. Reviewers (also known as referees) are experts in a particular topic or field. They have the requisite experience and knowledge to evaluate whether a study’s methods are appropriate, results are accurate, and the authors’ interpretations of the results are reasonable. Referees are expected to alert the journal editor to any problems they identify, and make recommendations as to whether a paper should be accepted, returned to the authors for revisions, or rejected. Referees are not expected to replicate results or (necessarily) to be able to identify deliberate fraud. While it’s by no means a perfect system (see, for example, the rising rates of paper retractions), it is still the…
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By Kat Moon
Ever feel like your co-workers—or, worse, your boss—are speaking to you in a different language? No, I’m not talking about your team suddenly deciding to conduct a meeting entirely in French. I’m talking about what often seems to be the language of the business world: acronyms.
While some of us have the guts to ask for clarification when we have no idea what’s being said, others of us cringe at the thought of asking potentially “stupid” questions. Well, to everyone in the latter group: Today’s your lucky day. We’ve rounded up abbreviations for the most commonly used terms that you’re likely to run into at work (or more likely, in an email).
Better yet, they’re categorized by department, so you can prep before a meeting with your finance, technical, or marketing teams. (And because we’re pretty sure that, regardless of your role, you don’t want to be the only one who nods with a confused smile when there’s a RFD because the CTR for your website decreased and a QA test is required by EOD.)
BID: Break it down
COB: Close of business
EOD: End of day
EOM: End of message
EOT: End of thread
EOW: End of week Read More…
I don’t know if it’s just me, but it seems like we, as writers, do get so wrapped up in the actions, thoughts and relationships of our characters that we completely forget to dress it up. Sentences get so long-winded in action and thought that any descriptive narrative is just left in the dust. With this tutorial, we will remedy that. Hopefully.
You may ask: What am I to do? And I shall tell you: You just need to start small, using basic descriptive words and work up to more complicated and sophisticated sentence structures.
- Let’s start with a plain, basic sentence.
Ollie sat underneath the tree.
- Let’s replace Ollie with a pronoun and give the tree a species.
A boy sat underneath the willow tree.
- Ask yourself this. How old is the boy? Is he very young? Or is he more of a teen? Is the tree dying? Is it a young tree? Use words like “young” or “lively” to give your character (or any other living things in the scene) an age group and a starting point to visualizing your character for the reader. We’re just going to call the boy “young” for right now.
A young boy sat underneath the willow tree.
- Now we need some sort of action the boy (or the tree) could be doing. just sitting isn’t going to cut it. when adding more action to a sentence, it would range anywhere from a single word to an entire phrase. just make sure that when you add the action that it moves with the rest of the sentence in a coherent fashion and that there is proper punctuation to accommodate it. for our little example sentence, we’re going to add a phrase.
A young boy sat underneath the willow tree, watching a breeze.
- “Watching the breeze” sounded all nice and fluffy when we first put it, but after we’ve read it a few times it sounds sort sort of ridiculous. One can’t literally watch a breeze, right? Here we can just add an action for the breeze to be doing simultaneously with the action of the boy. The boy doesn’t even have to have any awareness of what the breeze is doing at all. So, we will just change a few words around and add something for the breeze to do.
A young boy sat underneath the willow tree, as a breeze flitted through the bulrushes.
- Now that you are starting to get the hand of this, we can just skip a bunch of the steps and get to the end part, where we have a lovely and descriptive sentence worthy of opening your post. Below, as you can see, we added a few more choice words, replaced some things and moved some phrases around.
As a gentle breeze flitted through the bulrushes, a young boy sat contemplating underneath the ancient willow tree.
These days we have replaced memos with rampant emails. We have pushed email too far, expecting it to communicate long, complex, important messages to everyone. Our inboxes are stuffed, and those essential messages are not being read.
It’s time to take the pressure off emails. If you want people to read your important ideas and information, you need to revive the memo. Consider these suggestions:
1. Recognize the best uses of email. Emails win for fast, temporary communications that readers quickly read, act on, and delete. Emails excel at succinct requests and replies, speedy updates, short reminders or check-ins, time-sensitive announcements, and similar short-lived messages. They are perfect for briefly introducing attachments such as memos.
2. Use a memo when you are writing a message built to last. If your communication is a detailed proposal, a significant report, a serious recommendation, a technical explanation, meeting minutes, a new policy, or something else that readers will consult more than once, make it a memo. Your readers will be able to save the document, read it, and find it when they need the information again.
3. Use a memo when formatting matters. If the piece contains bullet points, bold headings, columns, tables, a graph, or even a good balance of white space, a memo will help you retain that formatting. To guarantee your formatting, save the memo as a PDF. If your audience reads emails on their phones, an attachment may be the only way to preserve the formatting you intend.
5. To communicate formally, choose a memo. Memos provide a place at the top of the message to insert the company name and logo and the professional titles of senders and receivers. Those inclusions make the message appear more formal. Also, a well-formatted message conveys significance.
6. When you worry that your message is too long as an email, write a memo. Impossibly long emails often result when you try to incorporate important, lasting information in them. But memos work best when people will return to your message for information. (See Point 2.) For instance, if you are communicating the details of the four-stage construction project, use a memo. To convey pros and cons of a major purchasing decision, lay out your research in a memo.
Attach your memo to an email that gives your readers a brief summary of the memo contents. For some readers, that summary will be enough. Those who need the information will read and save the memo.
7. To communicate complex information to people outside your organization (clients, citizens, etc.), consider a memo or a letter. A letter is the traditional format for external correspondence, especially to people you serve, such as customers and patients. But you can choose a memo to write to vendors, consultants, members, clients, professional peers, and others who collaborate with you to get results.
8. To send your memo, simply attach it to a brief email. Or send a printed copy through interoffice mail if that approach makes sense.
I have attached a sample memo to illustrate a standard format.
The memo is no dinosaur. Use it for your significant communications, and your messages will come across as professional, relevant, and of lasting importance.