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Another question I like to ask myself, after writing and before sending, one you might like to use, "Will reader be able to file image I'm sending in 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 reader, show reader 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 image, it doesn't match any file in their cabinet. This splits their focus, slows down their
connection, or can even halt 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, 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 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 same as speaking to that person. You don't have 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 same thing when you call, leaving a voice mail, and party returns your call days later. If you don't state in voice mail what you are calling about, or person doesn't restate purpose when they call back, your mind takes moments looking for appropriate filing cabinet and file. Sometimes I receive a response back several weeks later and original email I wrote isn't included. Then I must stop to think or even hunt for 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 reader still holds previous image in their mind. They don't. Many images came and went during that space and previous email sits in their inbox, file folder, or cabinet or worse dismissed due to lack of connection, in order to continue their processes.
It is important to reread email before hitting send. Not just for grammar or spelling but to see that you convey right image. It is time to ask, "Did I convey appropriate image with a file folder connection?" If yes, then 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