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Professional Email Writing

Email Writing or Email Communication Skills link to your Business Outcomes in more ways than you can imagine. Both in the Business & Consumer world Email continues to remain a preferred channel for interpersonal communication, despite the proliferation of chat, instant messaging etc.

The statistics below might astound you:

  • According to Radicatti the total number of business and consumer emails sent and received per day is over 3.1 billion with an annual growth rate of 4.4%. And approx. half of the world’s population has an email account. That is right ~4BN people use emails.

Email remains ahead of all other platforms as a marketing channel. It has a median ROI of 122%—more than four times higher than other marketing formats like social media, direct mail etc.

https://www.emarketer.com/Article/Email-Continues-Deliver-Strong-ROI-Value-Marketers/1014461

So, email writing is here to stay. Hence whether for your external customers or internal stakeholders, getting your emails right is extremely critical to your business outcomes. Why?

Remember the cost of poor communication is huge. According to a Holmes (a voice of the global PR industry) report, the cost of poor communication has hit an overwhelming $37 billion. Also, 400 surveyed corporations (with 100,000 plus employees in the U.S. & U.K.) estimated that communication barriers cost the average organization $62.4 million per year in lost productivity. The right email writing etiquettes can save you millions in reducing communication gap across your employees and in increasing Productivity.

Here is an example

Email 1:

Hello, I was following up on whether this task has been accomplished as per the due date?

Email 2 re written

I was following up on whether the task has been accomplished as per the due date of 2nd Feb’20. As shared earlier if this step gets delayed it will delay the subsequent steps and hence the project by up-to 10 days which would result in a higher cost.

Bringing out the impact with data is immensely powerful. It automatically creates a sense of urgency. It builds a strong brand for you as a professional, as people start seeing you as someone who means business. By design your mails will start getting priority.

Just as behaviours drive habits you could turn it around to have habits drive behaviours. As a Business Executive make quantification a habit. Every time you do that you will drive the behaviour of understanding the impact of every action by data. That will drive the right behaviours in you firstly as the lead which will cascade down to the whole project team.

Improving your employees email writing skills can lead to more satisfied customers as well as higher employee productivity.

Scenario 1: AS IS Email Writing Skills

Let us say you are a 100 people organization with an average employee salary of $40,000 p.a. at a 40-hour work week. On an average your employees spend 3.6 hours every day sending and receiving emails. This implies they are spending 45% of their time on email. In Dollar terms this amounts to $22.5 million.

Scenario 2: Enhance Email Writing Skills

Now imagine if the email writing skills across the board improve by 28% and they spend 2.6 hours per day on email. This means releasing a capacity of 2000 hours costing $625,000.

There will be other financial benefits measured in terms of winning orders, closing deals, closing projects on time and overall improvement in employee morale ad organization culture.

So, improve your email writing, make it crisp, clear, assertive and see how it drives your business outcomes and aids your business growth.

kWurd a personal AI Coach for email writing can help you improve:

  • Sales effectiveness.
  • ROI from transformation projects.
  • ROI on training/coaching spend.
  • Customer Service & CSAT.
  • Individual effectiveness.

kWurd drives significant impact on business outcomes as it:

1.   Offers individualized experience – It provides personalized assessment and integrates it with a customized plan for addressing the gaps.

2.   Recursive feedback – It offers real-time corrective action plan leading to continuous & rapid improvement

3.   Impact on Business Outcomes – Analytics yield actionable insights which co-relate findings to Business Outcomes. It will give you a heat map of the quality of communication your organization is having with your key customers, suppliers, and employees. It can dig out trends and patterns by geography, product or service, team, individual and function.

kWurd gives feedback on your Email Communication Skills and English Writing Skills. Below are the key parameters it gives feedback on:

  • Communication Style– this score tells you how the recipient will perceive the tone of your email. Aggressive, passive aggressive, assertive, or passive? A red alert issued for an aggressive or a passive-aggressive male. No longer do you need to repent and email which burnt bridges. Before pressing send button get kWurd to analyse the mail for you.

  • Email Sentiment & Emotion– this score tells you whether the words you have written will generate a positive, negative or a neutral sentiment in the reader’s mind. The Emotion score give the % of joy, fear, sadness. anger or disgust generated by your words.
  • Empathy– kWurd analyses each mail on the level of empathy is shows for the reader. Showing empathy is critical especially in hybrid work environments.
  • Clarity– is message clear and readable? To be able to write a clear mail, you should get the subject right, sentences, and paragraphs just the right length. Crisp and easy to understand words. All of this and more is checked, and your email is scored. A 5/5 gives you a perfectly clear message. A lesser score is accompanied by suggestions which if accepted will instantly get your email to sound crystal clear.
  • Writing style– is it professional or amateurish? Opening and closing an email right, ensuring not too many exclamation marks or abbreviations all add up to creating your writing style. A score of 5/5 means you come across highly professional and very elegant in your writing. A lesser score? Suggestions to improve on the email will be provided and you can move all the way from an amateur to an expert in a couple of seconds.

Other than the above 5 elements it also gives you Spelling, and grammar score as well as Data Statistics which talks about pet, filler words usage, I statements’, Data used etc.

It is also an advanced proof-reading tool which works on all editors on google chrome. Writing a Facebook or a LinkedIn post or filling a form a commenting on a you tube video link. Write anything on your chrome browser and kWurd will give you the standard spelling and grammar errors as well as help you get rid of redundant words, call out passive voice, improve your readability by suggesting better word choices and more.

It gives areas of improvement along with suggestions to improve. Our kWurd Learning Lessons comprise 25+ videos each one taking up one concept and discussing it in detail.

Kwurd is an excellent tool for Customer Service teams who want to measure the quality of email responses along with cycle times. Its advanced dashboards can give you the average and individual scores of the email communication of your organization by key client, product, service, team, geography, location.

Improve your Email Writing Skills, English Writing Skills and Email Communication Skills all three by using kWurd. Here is a short link to a video describing kWurd:

Happy writing! Do leave us your thoughts in comments section below.

Why is Your Email Writing Style Important?

In social media, we are used to back and forth chat pattern. However, email is different. It is a planned and comprehensive professional message that others expect at the workplace.

This is not like planning a party with friends where there can be back and forth messages. When you are writing to people you do not know well, you need to share context.

Your colleagues want the item in their inbox and do not want to check with you on what you mean by something. You have got to get it right the first time. This says a lot about your writing style. Are you writing like a professional or newcomer?

70-80% of workplace mistakes are due to miscommunication.

Tip: Avoid informal words and emojis.

If you are texting or writing on Facebook or Instagram, it is okay to use emojis, abbreviations such as LOL, informal salutations such as Ciao, Hey, TC, etc. or non-standard punctuation such as I am doing great!! You are saying… Why??

But, in business communication it is not appropriate to use these informal words and abbreviations.

Using linguistic shortcuts are perceived as friendly intimacy, like sharing a dessert with a close friend.

If you got too intimate on a first date or a first meeting with a colleague you would come across as over friendly, casual, and less appropriate.

In the same way, do not use informal language in writing emails. Always know who your audience is and write accordingly.

Let us look at an email example.

Re: Monthly AR Report for July 2020

Hey Janny,

I have checked the data in the main sheet. For ur ref the new data as of July 2020 is pasted in the AR sheet, but other tabs are not updated. Will update shortly. Pls let me know if this is okay??

Tc!

Robert

What is the writer’s style?

Even though it is a noticeably short email, it comes across as informal. It sounds like Janny is Robert’s buddy rather than business colleague.

What makes Robert’s email look informal?

  1. Used informal words such as ur. Also, pls (please) should have been written out completely. Makes the person look less caring and polished.

However, AR for Accounts Receivable and Ref (Referral) could be an internal term used frequently in the department and understood by all. In those cases, it is okay to use internal team acronyms.

  1. The writer should make sure the email recipient’s name is spelled correctly. Janny might be Jenny or Jennifer, a very common name. People are very offended when their name is misspelled. Makes you look careless and insensitive.
  2. Hey, is considered too informal in the opening salutation. The writer could have said “Hi Janny” or “Dear Janny” depending on the culture. “Hello Janny,” would also have not been appropriate as in many cultures it is considered shouting, as if the person is not listening to you.

If you are writing to many people you could say Hi All, Hi Everyone, Hi Participants, Dear Team, etc.

  1. The line “Will let you know shortly,” should have a date when the sender will get back. This will give better clarity to his message.

  1. Should you send an email where “other tabs are not updated’’? No, you are making the recipient work. The other sheets could be deleted. Take the extra step to make yourself and your personal brand look more formal rather than casual. And you are showing that you care about the recipient’s time.
  2. The sentence “Please let me know if this is okay??” exaggerates the question mark and makes the writer look impatient and anxious to know an answer. Never make the mistake of adding more than one question mark at the end of the question.
  3. In the above line, the writer will wait for the reader to respond with an answer if this is okay. This can lead to a lot of back and forth and prevents the writer from immediately acting. Instead, we suggest you write it as, “If you want any changes, let me know.” This way, you can move ahead and if you do not hear from the reader it doesn’t matter. Ball is in the reader’s court.
  4. Using “!!!” sounds over excited. …. is informal conversation and something you want to avoid. Either way, punctuation beyond one exclamation, one question mark or one full stop/period looks less professional. It can be used in social media and texting friends but not in business.
  5. Tc! At the close, this means overexcitedly Take care. This type of salutation is more appropriate for a personal email than work.

In business, you want to use one of the following salutations in your closing.

Regards

Warm regards

Warmest regards

Sincerely

Sincerely yours

This should be followed by your full name and comma.

Use an auto signature. It makes you look organized, time conscious and customer centric. This also saves you valuable time when you are writing an email. If a person needs to reach you, he/she knows exactly where to get in touch with you.

Your auto signature should be no more than 5 lines with the company name, address, your title, and a telephone number where you can be reached.  Avoid flashy animations and gifs at the end of your email. Also, avoid adding any additional messages to your email because it increases the length.

Let us see how Robert’s email could have been written better.

Re: Monthly AR Report for March 2020

Hi Jenny,

I have checked and updated the AR data in the main sheet till July 31, 2020. Will update you by August 13 with pending details. Please let me know if you want something else.

Regards,

Robert Jefferson

Account Receivable Associate

Finstar Systems

501 Almond Lane, Santa Clara, California 95053

669-219-9060

The body of the email has reduced by 9 words (21%). Now it sounds clearer and the writing style looks more formal and has a better choice of words.

Here we have another email from a doctor.

Re: ENDOSCOPY FOR PEPTIC ULCER OF ESOPHAGUS

HI JOE,

I HAVE REVIEWED YOUR REPORT AND BELIEVE THAT YOU HAVE DEVELOPED FOOD PIPE ULCERS.

You should take Razo-L tablets twice per day for 15 days. See me after that.

Dr. Minto

What do you think of this doctor’s email?

I thought this doctor was shouting at me and needed to work on his patient skills. This kind of message reflects badly on both the hospital brand and doctor’s image. Patients may shy away from using this doctor.

The only time in an email, that a person should use capital letters is for a topic heading. But even then, it is not required, underline or bold or a different font color can also highlight it.

Even, the subject line feels like Dr. Minto is angry. A subject line should have no more than 1-2 entire capitalized words like a Purchase Order (P.O) number of some other internal reference number.

You put your thumbprint on your work. You want it to reflect your best self.

Go to kWurd.com evaluate your email writing style so that you sound like a professional and not an amateur.

Why writing skills are nonnegotiable to climb the corporate ladder?

At work you will spend ~50% of your time on email. You could be giving status updates or responding to queries or making announcements or asking for help. Emails are of different types. However, each one is addressing a critical stakeholder between your team member, to seniors, peers, customers, or vendors.

Every email interaction is a moment of truth. It leaves an impression on the reader about you. While by design your managers emails will always come first, you always prioritize emails from some people over the others. And why do you think that happens?

Research says that through the written word we create visual images of people. And this happens subconsciously.

Below are some email examples along with the image:

Re: Missing Monthly Report

Hi Cathy,

I am annoyed that you have not sent the monthly report on-time. This is the third time it is late in the last six months. This is not acceptable! When will you get this right? This is a critical report. I have already given you feedback, and I am still facing the same mistakes. I must have this report immediately!!

Regards.
Clara

The above mail re written like this creates a completely different image in the head:

Re: Missing Monthly Report

Hi Cathy,

I was supposed to receive the monthly report by today. This is the third time it has been late in the last six months. The impact is that we are not able to take important financial decisions.

I look forward to receiving it by the end of day. Feel free to reach out to me for any help that you need.

Regards,
Clara

See how different the 2 set of images are! The thing with first impressions is they last. Now every time your name will appear in the mailbox the image will by default set in. Hence it is important you treat each email as an important touch point and an opportunity to build your brand.

If I perceive you to be an aggressive angry person than you are going to be the last email I open. I do not want to start my workday by communicating with someone unpleasant. Now this has cascading effect on your ability to deliver to your goals. If your emails are not going to be read and acted upon on priority its going to cause delays. And since these delays will be out of your control it will make you feel irritated and frustrated. Hence you will write follow up emails which will be a little aggressive and in the your mind you are just being fair and only following up but in the recipient’s mind now he sees you to be a bigger monster as you appear angrier to him.

From there on its essentially a downward spiral.

 

While creating and angry and aggressive image through your writing is one extreme the other is coming across as a person who plays the victim, or always when and is very passive.

Let us look at this email:

Hi Tom,

I really wanted to let you know that I think I am not going to be able to complete this task. Can you please help me here? I feel terrible as I know it puts you in a tough spot, but you know; you know me how things are. Let me know what to do.

Regards,
Sunil Chopra

Creating a visual image of yourself like this is also not desirable. You do not want to be seen as a weak person who is helpless and in distress.

If you want to be climbing the corporate ladder you need to be a leader. Leaders are confident, assertive empathetic, positive, and decisive.

Some of the other things that will make your communication as a leader amazingly effective are:

  • Fast response times. Do not sit on your emails. If you do not have an answer respond saying you do not know etc. but do not ignore emails.
  • Send less emails to receive less emails. This is a golden rule. The lesser emails you write the lesser is the chain of emails that rise due to which you receive lesser emails. Choose your mode of communication carefully. Something that will help you improve your productivity as well. If a simple phone call can do the job avoid email.
  • Write brief short emails. Crisp clear and concise writing makes your writing immensely powerful.
  • Say no to being copied on emails. Coach your direct team and one level below on what you want to be copied on and what you do not want to be copied. Limit as much as possible the number of people marked on the email to only critical topics. In an escalation case, give feedback to your team on the right timeframes. The more you communicate expectations the better.
  • Is email the right medium? For feedback discussions, customer issues, conflict, difficult conversation, performance review, influencing someone, etc. It is always better to meet face to face or speak over the phone. Set a good example for your team to sort issues out fast rather than batting emails back and forth.

Remember A professionally written email includes seven parts: Communication Style, Clarity, Writing Style, Empathy, Sentiment & Emotion, Spelling & Grammar, and Word Statistics.

  • Communication Style means the feeling the reader gets while reading your email. You could write a noticeably clear and expert email but if the reader feels it is passive, aggressive, or passive-aggressive, it hurts your relationship and image with that person. You want your email to be assertive.
  • Clarity means the email is highly readable, crisp, visually appealing, well- structured and has a clear purpose.
  • Writing Style means you followed the correct writing etiquettes. Do you have the right opening and closing? Are there no casual or informal words? All words are spelled correctly and have the right grammar. Is your email sounding like an amateur or a professional?
  • Empathy means how well you understood, appreciated, connected, and respected the reader’s feelings and emotions.
  • Spelling and Grammar means the number of errors that continue to show up you have made in your email. These errors are counted after clicking the analyze button.
  • Sentiment is the feeling the reader gets overall in reading your email. It could be positive, negative, or neutral. Emotion is defined by the type of words that you used. There are five types of text emotion: joy, anger, sadness, disgust, and fear.
  • Word Statistics will tell you how many pet and filler words you had, number of unique words and I statements, sentence length and whether you used data or not.

Getting your email writing skills correct can improve your productivity, relationships and business results and thus contribute to your career growth immensely.

Write with a bang.  Crisply, clearly, and effectively. Go to kwurd.com an AI coach for Emil Writing. It will analyze your emails on all the 7 parameters mentioned above within seconds.

kwurd report

Email Writing AI Coach

Email Writing AI Coach

“The ability to express oneself is perhaps the most important of all the skills a man can possess.”  According to Peter Drucker, a management expert.

As of 2018, there are 124 billion business emails and a 111 billion consumer emails sent and received each day. Whether you work for a company or for yourself or are a student, email is an integral mode of communication and will play a major role in your success.

Why is email writing important?

  • According to The Society for Human Resource Management, there is an “average loss per company of $62.4 million per year because of inadequate communication to and between employees”.
  • The Email Sender wants to communicate something. Share information. Ask for an approval. Apply for a job. Give Bad News. Influence action.
  • Has the Email Receiver understood the information in the same way? You want a 100% match.

Unfortunately, there is a gap between what you meant and what the person understood. If your email is professionally written, the reader gets a positive feeling, good impression, respects you, and responds quickly to your email.

If your email is poorly written, the reader may do one of these actions:

  • Act based on wrong assumptions.
  • Forget your email
  • Answer only a part of what you asked.
  • Get angry or frustrated
  • Follow up with many questions.

A professionally written email includes seven parts: Communication Style, Clarity, Writing Style, Empathy, Sentiment & Emotion, Spelling & Grammar, and Word Statistics.

  • Communication Style means the feeling the reader gets while reading your email. You could write a clear and expert email but if the reader feels it is passive, aggressive, or passive-aggressive, it hurts your relationship and image with that person. You want your email to be assertive.
  • Clarity means the email is highly readable, crisp, visually appealing, well- structured and has a clear purpose.
  • Writing Style means you followed the correct writing etiquettes. Do you have the right opening and closing? Are there no casual or informal words? All words are spelled correctly and have the right grammar. Is your email sounding like an amateur or a professional?
  • Empathy means how well you understood, appreciated, connected, and respected the reader’s feelings and emotions.
  • Spelling and Grammar means the number of errors that continue to show up you have made in your email. These errors are counted after clicking the analyze button.
  • Sentiment is the feeling the reader gets overall in reading your email. It could be positive, negative, or neutral. Emotion is defined by the type of words that you used. There are five types of text emotion: joy, anger, sadness, disgust, and fear.
  • Word Statistics will tell you how many pet and filler words you had, number of unique words and I statements, sentence length and whether you used data or not.

Getting your email writing skills correct can improve your productivity, relationships, and business results.

Writing with a bang, crisply, clearly, and effectively has never been easier. kWurd the world’s first AI based Email coach gives you feedback on all the above 7 parameters within seconds.

kWurd

It also tracks your email scores over time and shares interesting insights with you:

1.  Overall Score and trend: This chart display’s the overall average score of your emails, compares your score to other kWurd users and tell you your percentile and displays the trends chart. It clarifies how you re competitively placed in your writing skills and if over time you are seeing your scores improve.

1. Overall Score and trend

2.  Communication Style and Sentiment pie charts: This takes stock of all your emails and tells you your predominant communication style and sentiment. This is helpful in unearthing black boxes. As at times we have a vastly different impression of our writing visa vis how it is perceived. Once you see the presence of negative sentiment and unhealthy communication style, you can become more self-aware.

3.  Empathy and Data Histograms: These graphs give you the number of emails which had empathy and data points, respectively. You want at least 85% + emails to be empathetic.

Go to kWurd.com now and start analyzing your emails today by the AI Coach!

How Email is still very hot and latest trends?

Email is growing at a phenomenal rate!

From 267 Billion emails in 2017 today worldwide we are sending 303 Billion emails every day. That is a growth rate of a whopping 30% taking 2017 as the base year. And guess what the numbers are still growing by 2023 we will be sending 347 Billion emails per day.

And what does it translate to when it comes to number of email users. 4 Billion! Practically half the world’s population! Sizeable is it not? 4 years from now the number is going to grow to 4.5 Billion that is a 12.5% growth.

1. What email clients are people using?

Apple and Google are the top contenders. In 2018, Gmail accounted for 27 percent of e-mail opens, ranking behind the Apple iPhone e-mail client with 29 percent of e-mail opens. Considering Gmail started in 2004 it is an admirable growth in 14 years. It has approximately 1.5 Billion users. The fact that Apple and Gmail are the most prominent email clients also highlights the dominance of mobile app as a medium for exchanging mails. Mobile e-mail accounted for 50 percent of opens as of December 2018, whereas webmail accounted for 39 percent.

Not surprising given how our whole world is slowly getting assembled in a smart phone.

2. What are the New Gmail Features:

Here are the latest features that Gmail has added:

Respond to emails with Smart Reply suggestions. Using AI (artificial intelligence) Gmail can intuitively guess what you want to write and as you start typing out your sentence it completes it for you. While it does not work for every mail given you might want to type out responses in your own words, however for a short swift response it is a good tool. Can help increase your productivity and decrease your email response time.

Confidentially send emails & attachments.

While this feature is not available for G Suite customers for now it is a great thing to use when you want to send confidential data and have control on who can and cannot see your email.

By turning on Confidential mode you can protect sensitive messages and documents by:

  1. Setting an expiration date to your email.
  2. Set the condition where you need a password to open the email.
  3. Prevent forwarding, downloading, copying, and pasting.

Snooze emails until later

This feature helps you in managing the time you spend on your emails. You can prioritize your email box and decide what needs your immediate attention vis-a-vis what can wait for later. The snooze functionality allows you to snooze the mail with a reminder set for a later time when it is convenient for you to work on it.

  • Given what we have seen above that Email has a massive reach and integrates so well with our life line – the smart phones, you would not be surprised to know that Email remains ahead of all other platforms as a marketing channel. It had a median ROI of 122%—more than four times higher than other marketing formats like social media, direct mail etc.

Some interesting facts:

Like in all growth sectors even in email marketing usage of AI and machine learning is growing in a big way. The key area where AI fits perfectly is being able to make micro segmentation cheaper, less manual, and more precise. As you can segment your customer further into narrower categories. It allows you to increase the level of personalization in your marketing messages. That results in faster and higher conversions.

And our Millennials incidentally are very bullish on emails, 72% of them feel it will exist even 10 years from now!

3. What are the top trends in email writing

So, what are the latest trends in email writing. We are discussing the top 3 here:

1. Mobile responsiveness
Given over 50% of emails are opened on a mobile globally, you need to make sure your emails are conducive with mobiles. What does that mean? It means you must keep in mind that your mail will be viewed on a small screen.  You do not want your users’ scroll time to be exceedingly high otherwise they might get frustrated and leave the mail half unread. The key highlights of your message and call to action buttons should be clearly visible.

2. More text, fewer images
Keep your emails light. No one likes their bandwidth being used up in opening heavy emails with lots of visual images or data. If required, you can email it in 2 parts. Even email marketers have observed that image-heavy emails are not being opened at the rates they used to be. Instead, lots of imagery can make your message look like spam.

3. Minimalist email design
It is a myth that bright colourful images or highlighted text in emails attracts attention. On the contrary, keep it simple, easy to ready and authentic. Get the message across. Clear, crisp email with minimalistic design sells.

Conclusion

Every email that leaves your mailbox is an important customer touchpoint. Whether an external customer or an internal stakeholder keeping them all delighted helps!

Happy Emailing! Go to kWurd.com for improving your email writing skills.

What are some of the latest email writing hacks you have discovered? Do share with us in the comments below.

How to Increase the Power of Your Words?

“We hold these truths to be self-evident that all men are created equal.”  Powerful words by Martin Luther King.

Words can influence. Words can compel. 

Words cannot change reality, but they have the power to influence how people perceive reality. A single word can make the difference between the listener liking or disliking a person.

On the other hand, using the right words such as “We can” can create magic.

While preparing for an influencing opportunity such as an elevator speech, presentation, interview or a public speaking event, script out what you want to say.

kWurd and uSpeek have intelligent analytics which can help you improve your written and spoken word, respectively.

Have you heard a term called text emotion and text sentiment? From your choice of words, your AI robot coach can tell you what feelings your words generate and whether the word sentiment is positive, negative, or neutral.

USpeek and kWurd give you the predominant emotion and sentiment generated of your spoken and written word. Word sentiment ranges from positive, negative to neutral and emotions range from anger to disgust to fear, to joy, and sadness.

Here is an example of a text.

Example #1 – Original Text

Hi Tom

I’m going to share with you very sad news. Our growth numbers are projecting a decline by 20% as a result will have to let go of 30 people as now this is causing to a lot of demotivation in the team, which is causing low productivity. The bad news is that it has led to some attrition as well. Unfortunately, I don’t see the situation improving over the next two months. And unless we are helped by giving us additional budget. We are only going to go down and under.

Regards,
Peter

kWurd score on Sentiment and Emotion

This text generates a highly negative sentiment of up-to 76%. The emotions are 68% Sadness, 49% Joy and 15% Fear.

Example #1 – Rewritten text – delivering bad news in a positive way t

Hi Tom,

The situation is that our numbers are down by 20%, which means we need to reduce headcount by 30 people. That could impact the team’s morale and productivity. The good news is that the situation can be turned around, when we get an additional budget of $250,000.

Regards,
Peter

kWurd score on Sentiment and Emotion

This text generates a neutral sentiment. The emotions are 56% Joy, 15% Fear and 8% Disgust.

Conveying the same thing in different words can complete change the emotion it generates. This is on a scale of -1 to +1. Where +1 is extremely positive and -1 is extremely negative. Here the sentiment moved from 0.76 negative to a 0.63 positive. The predominant emotion changed from Sadness (0.68) to Joy (0.54).

1. Open with a neutral word 

A neutral word was used such as “The situation is” versus “I’m going to share with you very sad news”.

When giving bad news, you want to start with a sentence like “The situation is that we are currently behind by 1 month”.

This helps you to be unbiased, factual and less emotional.

2. Change or remove negative words

Hi Tom. I’m going to share with you very sad news. Our growth numbers are projecting a decline by 20% as a result will have to let go of 30 people as now this is causing to a lot of demotivation in the team, which is causing low productivity. The bad news is that it has led to some attrition as well. Unfortunately, I don’t see the situation improving over the next two months. And unless we are helped by giving us additional budget. We are only going to go down and under.

The highlighted negative words in yellow were removed or changed to more positive ones.  So, instead of using “sad news” and “bad news”. The speaker offered a way to turn around the situation which is “good news”.

  1. A contraction is a split word such as should not, which becomes shouldn’t. Other examples are can’t, won’t, don’t, and these words make you sound negative and impact the text sentiment and emotion. You want to exchange the word for a positive one.
  2. For example, “the situation can be turned around, when we get an additional budget of $250,000” versus “the situation can be turned around, if we get an additional budget of $250,000…” Notice the difference of “if” versus “when”. If means that there is a possibility of failure. However, “when” is a positive expectation that it will get approved.

3. Avoid extra words – Be more assertive and direct

Hi Tom. I’m going to share with you very sad news . Our growth numbers are projecting a decline by 20% as a result will have to let go of 30 people as now this is causing to a lot of demotivation in the team, which is causing low productivity. The bad news is that it has led to some attrition as well. Unfortunately, I don’t see the situation improving over the next two months. And unless we are helped by giving us additional budget. We are only going to go down and under.

  1. These highlighted words in green are extra words which take away the assertiveness and clarity of the message. The number of words are reduced by 48% leading to a more positive, text sentiment and emotion.
  2. Further, the words highlighted in green are less direct. For instance, “I want to share with you” is passive. You are asking permission to share your view. You just need to share it and not ask for the right to do it.
  3. In addition, the line “unless we are helped by giving us additional budget” gives the listener a choice to say no and again sounds submissive.

Be solution oriented and assertive.  “The good news is that the situation can be turned around, when we get an additional budget of $250,000.” This is what you need to solve the situation.

Overall, think about your choice of words.

Here are examples of negative words or phrases which can be said in a more positive manner.

Negative Words or Phrases Positive Words or Phrases
1 Weakness Development
2 Constructive Criticism Growth
3 Negative Area for improvement
4 Past issue Opportunity
5 Made a mistake New perspective
6 Failure Learning
7 The problem is… Possible options or solutions
8 Bad news The situation is
9 Facing many hurdles Facing challenges such as
10 Resistance We need to understand their perspective better.
11 Against us They are playing the devil’s advocate.
12 It will never happen. It can happen if we get the right support.

Words are free. It is how you use them that will benefit or cost you.

Go to Uspeeknow.com to assess your word sentiment and emotion. If you get a negative or low positive text sentiment, then review your script. Change words to more positive ones and sound assertive. Practice over and over on Uspeeknow.com until you get a higher score. Use kWurd to assess your written word.

Always remember to generate positive and joyful emotion through your words.