You’ve got mail: writing for action

“To: Mary, John, Peter

Subject: budget

28,72% total budget implemented… on what else can we spend money for?

A good day,

Laurence”

The email received no response. Nothing happened.  It could have been as well written to the saints Mary, John and Peter.

Early in project management I received a valuable advice, which I gladly share: the efficiency of the receiver depends on the efficiency of the sender.

Much of the communication in projects happens through emails. When there is no response to that important email of yours, you might want to revisit it and your email communication style.

Some believe that “it is a miracle that effective communication ever occurs” (Carol M.Lehman and Debbie D. Dufrene, Business Communication, 16th ed. South-Western, 2010). The good news is that miracles can be produced, through trial and error, more trial, more errors untill the silver lining is there.

I gladly share a few magic tricks which helped me improve my project communication, with the disclaimer that I am still learning and still improving. Break the it down and inspire people to act. How? Politely by
A. bringing the issue to their attention,

B. making them aware,

C. motivating them: inspire them to adhere,

D. involving them: make them accomplices.

In short, make them want to do what it needs to be done and give them means to do it. At length, from the sender side, he/she needs to adapt the attitude to the receiver, propose a clear and acceptable objective, structure the essence in solid ideas, use arguments to explain and convince, propose a concrete and precise action. The effect on the receiver is as follows: he/she is attracted by the format, the objective is of interest, he/she retains the essence and is persuaded by the argument and knows what he/she has to do.

***
Going back to the email above, an option would be:

“To: Mary, John, Peter

Subject: for Action: an interesting budget issue

Our Financial Department just shared the latest budget report, which we all received i trust. The project we are in charge of show at the moment a modest spending rate of nearly 30% at the beginning of its second year of implementation. Delivery is indeed not the only parameter according to which projects performance is assessed, yet it is an important one. For the Department and the sponsor. The target is still 95% by the end of the project implementation.

Please find attached a detailed report on areas where budget underspending is recorded. I suggest to meet tomorrow to agree together on a recovery plan. I trust each will  bring his/her proposals and updated work plans to the table for the project to reach the delivery target.

I remain available to answer any question and support you the best i can,

With thanks,

Laurence

You might know the Buddhist joke about the email: A zen student asked his master: “Is it okay to use email?” “Yes”, replied the master, “but with no attachments.”  Wishing all to see the silver lining both in attachments and detachment.

More tips: “How to Write Email with Military Precision” by Kabir Sehgal on https://hbr.org/2016/11/how-to-write-email-with-military-precision

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