ComputerHunter.org |
|
|
|||
|
 |
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
Google News - Top Stories
|
|
|
|
RELATED ARTICLES
Autoresponders = Automatic Internet Marketing Success What if you could send out all the information that your potential customers have requested without checking your email or answering a phone? While this may seem impossible, it is becoming more and more popular among the most successful Internet marketing gurus. This is all due to what is called an autoresponder. An autoresponder is an automatic method of responding to emails sent by existing or potential customers and is an must for any Internet business. Time is money and answering emails personally take a lot of valuable time for both you and the customer. Not only do autorespnders allow you to spend the time elsewhere in your business, but it gives the customer access to the information almost immediately. The Innovative Ways To Use Your Autoresponder If you have auto response system set up for following up your customers or prospects, you may just use one or two purpose. Here is a list of brainstorming ideas for you to get more out of it. 22 Simple But Highly Effective Methods To Ban E-mail Opt-In List Here are 22 simple but highly effective methods to build an The Key (Board) to Success: Effective Emailing Email is THE medium of communication for business transactions. Unfortunately, people don't treat email with the same care as face to face interactions. It's almost as if we're so complacent with the speed of email that our ability to use it in an effective manner diminishes with every message. Email Marketing: How Much is Too Much? I have a special new email address. It's in addition to my primary email address and it's where I tell online marketers who want my business, to send their mailings. Signature Files: The Easy Way To Create More Business If you do business as an affiliate, then you're constantly concerned with getting your name and your business information out there. You probably send a lot of e-mails, post on message boards, and submit articles to business e-zines. These are great techniques for making contacts, but are you taking full advantage of the visibility these forums create? 7 Autoresponder Marketing Strategies To Automate, Build and Grow Your Business Did you know one of the most important tools in your Internet marketing arsenal? Sometimes it does sound trivial but it is one of the most powerful marketing strategies available on the Internet. Why is that? It's simply because it does everything in the background but this is how it becomes extremely profitable. 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. Hot List-Building Tips Here are some hot list-building tips for you to grow your list and your business. What Is An Open Rate Good thing in emarketing business today is that many people use email marketing as an item in their promotional activities. Many companies publish a company email newsletter in order to stay in touch with their clients and prospects and some other people only advertise in other email newsletters. Everyone have one thing in common ? they want that their email newsletters open as many people as possible. In other words to have a good open ratio? A Single Email Is Never Enough "Repetition is the key to advertising (marketing)". Those words were said by a friend of mine, Jason Olson, back in his days of selling radio and direct mail ads. Paradigm Shift for the New World In the business world, the primary focus is on selling products and generating sustainable and profitable income. In any organization, the results are dependent on the activity of the organization sales, the quality of the product and service as well as the approach to advertising and marketing. The competition is fierce and every avenue to promote and sell must be maximized. Proven Techniques For Building A Responsive List We've all heard those who have Internet business-success stories proclaim, "Nothing will make you as much money as building a responsive list!" The trouble is, most people won't let you in on their secrets for building these goldmines. In reality, it isn't all that hard to do. Avoiding Blacklisting: Making Sure Your Email Gets Through We all know that email is probably today's most popular way to advertise. Every day our inboxes are filled with messages from people who want our business--whether we asked for the contact or not. Email is today's biggest communication factor; but why shouldn't it be? It's all but free to use, and it's almost instantaneous. Using A Simple Idea to Target Your Audience A wonderfully easy and free concept that many people seem to overlook during their online marketing career is the survey. If you are looking for programs to promote or ideas for articles, you really need not look much further than your own opt in list. Guideline to Hiring an Email Marketing Company A common practice in today's e-commerce environment is to use email marketing campaigns to launch advertising initiatives for products and services offered online. Since 2003, CAN-SPAM laws were enacted to protect consumers from abusive spammers and email marketing exploits have been harnessed. Once again, email campaigns are a viable marketing tool in the e-commerce world. Email Advertising - How Ad Tracking Helped Create a Killer Ad I recently undertook an email advertising promotion, using a number of advertising media. The exercise involved a program of mine called the Magical Marketing system. Writing Effective Emails Sometimes email messages can get quite long, especially when you quote much of the material that has been sent in previous emails. Also, emails often get long if you have a lot to say or you need to give a comprehensive overview of a particular business situation. Twelve Tips for Successful Opt-in E-mail Newsletters An opt-in e-newsletter is one of the most effective marketing tools you can use because it is fast, personal, and inexpensive. Many small businesses are using e-mail newsletters to introduce themselves to new customers and to communicate with existing ones. By sending useful information on a regular basis, you maintain continuous contact without being annoying. In addition, an e-mail newsletter can enhance your credibility and increase sales. Ten Tips to Building Your Opt-in List. To build and maintain your opt-in list requires constant attention.
|
|
|
|
|
