I’m sure some of us start our day with a morning jog or a cup of coffee, but when we get to work, one of the first things we do is check our email. This seems like an essential step in setting our pace for the rest of the day.

Although it has become an integral part of most people’s world, email can sometimes be the most misunderstood form of communication. When talking face-to-face with someone, separate parts of your brain into words and ‘melody’ to understand intonation, mood, emotion, etc.

However, your brain can’t do the same when you read words on a screen, because the underlying messages can often be missed or misunderstood. That’s why, whether you’re writing in a personal or professional setting, it’s really vital to pay attention to both the words you use and how the reader might interpret those words.

The more emails you write, the more hopefully you’ll start to get wiser and be able to chart your own growth. By reflecting on what worked well and what didn’t, you’ll begin to understand how best to express your ideas in a way that the reader understands and gets the best results.

different ways of saying the same thing

Naturally, our brains register words and phrases differently, and this, in turn, could trigger emotions in the reader. This is why writing in a business context requires careful consideration and effort, just in case the words we choose send the wrong signals and messages.

Here are some examples of how you can send different messages:

“I’m overwhelmed right now. I can’t speak.”

against

“I’m sorry, but I’m busy right now. Could we talk tomorrow morning?”

“That draft proposal is very confusing. Let’s talk and fix it.”

against

“I have a few questions about your draft. When can we discuss this?”

Positivity fuels productivity

Negative words and nuances can leave a sour taste in your readers’ minds, which can take some time to correct. Changing your writing habits and style will take time and effort, but once you’ve learned a few key rules and tools, the benefits and rewards will be great. You’ll save time, you’ll save your reader time, your reader will understand and get the right answer, and perhaps most importantly, you’ll cut down on all the email “ping-pong” that happens right. now in many mailboxes! If you know what I mean!

Good writing sets you apart

Learning more about good business writing will help you stand out, make a great impression, get the job done successfully, and build a strong business. It will also make you a great asset in any workspace. And the best time to start is now!