|
|
 |
Three Phases to Email Sensitivity
The neurophysiological dynamics of understanding each email message are very complex. From that complexity, three basic phases float to the top that you will want to become familiar with. I like to label these: (1) the association phase, (2) the connection phase, and (3) the reaction phase. Let us look at each of these, and how the writer and reader can assume a more active role. In the Association Phase, the sender's words are read and converted to an image in the reader's mind, optimally the same image the writer held in his mind. Sometimes, the writer's words lack enough information and the recipient cannot grasp the image. The word count has nothing to do with the creation of an image. I have read long emails that dance around any possibility of creating an image even if the recipient could read between the lines. The first question I ask myself when receiving an email is: "Is what they are saying giving me enough information so I can form a clear image?" If not, I ask, "Am I in an open space at the moment to translate this image?" Sometimes, when pressed for time or there's too many thoughts swirling in my head, the space isn't available. If not in the right space, I move the email to a "to be read later" subfolder, and schedule a follow-up time to reread. Later, after returning, and in a good space to reread, and the image is still not appearing, I send a reply email to the sender asking for clarity. My language usually goes something like this: "Thank you for your email. I have read it several times and can't seem to form a clear image of what you are asking. Could you please ask again in a different way so that I can give it my full attention and respect it deserves?" If the email covers several subjects that were confusingly intermixed, I will also include some additional language like this: "When I write emails with various topics, I find it beneficial to create separate topic titles that focus on what comes next. Could you possible do this to add to the clarity?" It is the sender's responsibility to convert their image into words. The right words that the reader can transform back into the same image given. Don't take on the writer's responsibility, or make assumptions, it only leads to miscommunication. If you do, the image they form of you will be off kilter and negative. The Connection Phase. When writing your response, you will want to make sure the reader receives a clear image of what you are sending as well. This means that your words need to match the return image you want to convey. If the topic is about apples, you do not want to add an orange in the middle of the apple image. Match apples to apples first because that was responding to the original image. If you need to add an orange for topic support, place the information after the apple discussion in order not to distort the original image. This lets the receiver digest the apple and then tells them that another image is about to come. Their mind will prepare the space for the new image. When offering the orange, tell them the purpose of the orange and why you are adding the image. This way the reader knows to open a new file. Another question I like to ask myself, after writing and before sending, one you might like to use, "Will the reader be able to file the image I'm sending in the same folder they began with?" Our brains file information just as if we were dropping files in a filing cabinet manner. Instead of just telling the reader, show the reader the image, and what folder to tuck their image in. The reader is expecting this answer. If they don't receive it, they wonder what to do with the image, it doesn't match any file in their cabinet. This splits their focus, slows down their connection, or can even halt the connection in toto. I am sure you have your own favorite topic transition phrases; here are seven of my own. When you give these transition phrases a line of their own, the receiver's brain acts quickly to note an orange is coming. 1. Let me guess what you might be thinking. 2. As odd (unusual) as it may seem... 3. I am not at all surprised. 4. There's a story that goes with this, and I will get to this in the next paragraph. 5. Let me see if I can make this a little easier. 6. Its hard to believe, but... 7. In other words,... The Reaction Phase. Writing an email response is not the same as speaking to that person. You don't have the immediate feedback from their body language, their silence, or huh when it isn't clear. Connecting via email with its time lapse also causes difficulty. You experience the same thing when you call, leaving a voice mail, and the party returns your call days later. If you don't state in the voice mail what you are calling about, or the person doesn't restate the purpose when they call back, your mind takes moments looking for the appropriate filing cabinet and file. Sometimes I receive a response back several weeks later and the original email I wrote isn't included. Then I must stop think or even hunt for the original email. A very time consuming process. I find it best to begin a returning response with a "this is where we left off" paragraph. Don't assume the reader still holds the previous image in their mind. They don't. Many images came and went during that space and the previous email sits in their in box, file folder, or cabinet or worse dismissed due to lack of connection, in order to continue their processes. It is important to reread the email before hitting send. Not just for grammar or spelling but to see that you convey the right image. It is the time to ask, "Did I convey the appropriate image with a file folder connection?" If yes, hit send. (c) Copyright 2005, Catherine Franz. All rights reserved. Catherine Franz, a eight-year Certified Professional Coach, Graduate of Coach University, Mastery University, editor of three ezines, columnist, author of thousands of articles website: http://www.abundancecenter.com blog: http://abundance.blogs.com
MORE RESOURCES:
Email-Marketing - Google News |
|
|
|
RELATED ARTICLES
Explode Your Sales By Building Your Own Opt-In List! ------------------------------------------------- Top 10 Ways to Quickly Build Your List -------------------------------------------------Have you ever wondered how many times you have heard this comment/suggestion/mantra from the gurus:"YOU HAVE TO BUILD YOUR OWN LIST"If you are trying to market on the internet; probably,too many times for you to count.Unfortunately, it's also true - the real successful marketers build a loyal and faithful list of subscribers. Masterful E-mail Marketing There are more than 100 million e-mail users in the United States. Imagine how many of them might need YOUR services or products. Kick-Starting E-mail Profits Growth From One Single Shot! Perhaps the most critical step in guaranteeing the success of your e-mail promotions is to send your messages to a targeted list of opt-in subscribers who have specifically requested to receive information on a particular topic from you. That's your "in-house" email list. Website Promotion Through Newsletters Website promotion is certainly a main focus of all business owners and their respective Web sites; however it is not something that happens overnight. This is because once you have a new Web site it takes a bit of time before search engines upload your URL and it becomes part of search results. The Fastest List Growing Secret Are you running ads and marketing with tag lines that send people to your website? Then you're missing the point of internet marketing and losing out on your best money making opportunity.First a little history. Autoresponders An Important Part Of Internet Marketing? Setting up and using email autoresponders on your site is an easy way to make repeated contact with your visitors. Studies have shown that more than 60% of a site's visitors who eventually end up buying a product or service don't do it on their first visit. The Most Simple Way to Mask Your Email-address We all know that spammers are looking for your email-address. You can mislead them easily in order to prevent receiving spamming emails. E-Newsletter Layout: Add White Space to Improve Readability White space in newsletters is like pausing in conversation. Take a breath now and then to avoid overwhelming the reader. RSS vs Email: Its Not An Either-Or Question If you've been getting caught up in all this talk of RSS versus email, its time to stop wondering.Marketing Sherpa just posted a new report that stirred up the old RSS vs Email debate again. How to Choose the Autoresponder Right for Your Business? Let's give a definition to autoresponder first. So, what is an autoresponder? Think of it as a 'fax on demand' service. Email Etiquette III Further to my previous issues this subject continues - part III.This month I'll share on Topic Changes and Read Receipts. Email Marketing 2005?Do's & Don'ts Email Marketing 2005?Do's & Don'ts1. Make sure all your email recipients are opt in or double opt in. Are Autoresponders An Important Asset To Your Business? Autoresponders are an important asset to an Internet Marketer. When I heard that statement, I said, "Okay - great! What is it!" For all those new to the Internet arena, I'll try to explain what autoresponders are, how they can be used, and how it can benefit your online business. How to Make Your Email Smile Technology has a tendency to be impersonal and unfriendly - if you let it. Think of the last time you received an email from someone, read it, and said to yourself, "Boy was that a lifeless, mal-prepared, impersonal message - looks like Randy really cares to stay connected with me. Top 10 Business E-Mail Basics When it comes to your business e-mail communications, you need to make an impression that can lend to the determination that you are someone that will be a pleasure to do business with.For your consideration below are the "Top 10 e-mail issues targeted at business men and women. 14 Ways To Persuade Your Web Site Visitors To Give You Their Email Address 1. Ask visitors to subscribe to your e-zine. You DO Have an Email List Dont You? No matter what type of business you operate, you need an email list. Not just any list, preferably an opt-in list. The Ultimate Self-Promotion Tool Is Right at Your Fingertips: An E-mail Newsletter If you're looking for low-cost ways to promote your business (and aren't we all?), I hope you've considered publishing an e-mail newsletter, or "e-zine." Here are six darn good reasons why you shouldn't wait any longer: An e-zine is the perfect way to STAY IN TOUCH with your clients and prospects on a regular basis. Email Etiquette IV Further to my previous issues this subject continues - part IV. This month I'll share on Blind Carbon Copy (BCC) field and the use of backgrounds for your emails. To Get Your Email To Stand Out From All The Junk We know that email marketing is a cheap method to reach our customers, prospects and subscribers. However, the increasing amount of unsolicited commercial email is clogging up the inboxes of everyone.
|
|
Home | Marketing eCourse | Online Marketing Kit | Web Hosting | Links | ClickBank Portal Advertising Information | Blogging & RSS | Branding Information | Copywriting | Traffic Building Email Marketing | Ezine Publishing | Site Promotion | PPC Advertising | E-Books |
| Copywrite © 2006 www.AdAdvantageSuccess.com All Rights Reserved. |
