Do these things to keep readers engaged
You’ve probably read writing that was almost too mind-numbing to endure. The writer’s style made you race to check your email for the zillionth time that day or water the plants on your desk if it would just help you avoid reading one more word.
And you’ve probably read documents that warmed your heart, even if they were about business topics. You’ve felt welcomed into the words, and sensed that the author had you in mind when they wrote.
What is emotional intelligence in writing? Emotional intelligence is the ability to recognize, understand and manage your own emotions as well as being able to understand and influence the emotions of others. In writing, this means that the emotionally intelligent writer does not surrender to the impulse to dash off an angry email to a friend or colleague when they are upset. They are able to view their emotions objectively and not act on them.
They are aware of their readers in ways that other writers ignore. This is similar to the ability to understand another person’s viewpoint in a conversation. And they know how to slow down when every neuron is urging them to press “send” without rereading.
How do emotionally intelligent draw their readers in and keep them engaged, even with challenging subject matter? Here are four habits of these successful writers:
1 – They think about their purpose before they begin to write.
If you don’t know where you want to go, you’re unlikely to reach your destination. In the Worktalk writing trainings, we emphasize the need to know your purpose before you start to write. Emotionally intelligent writers think strategically about their communication before they start typing. They may aim to inform, request, or persuade. Whatever purpose they choose, they raise the odds of fulfilling it by knowing it from the start.
Suggestion: Before you write, ask yourself what result you wish to produce. What is the reader supposed to think or do as a result of reading what you’ve written?
2 – They never send emails or other documents when they are upset.
Self-control is the hallmark of the emotionally intelligent person. We all know individuals who have ruined relationships with a hasty, emotional email. The momentary pleasure of “getting it off your chest” is nothing when weighed against the connection-killing impact of writing while upset.
Suggestion: If you are upset, leave the TO line blank when you write your venting email. Then save it to your Drafts folder for 24 hours. I’d be surprised if you still want to send it a day later.
3 – They think about their readers before they start to write.
To reach readers, consider their interests before you start to write. Allude to what matters to them, and they will pay attention. Also, anticipate your reader’s questions and objections. Respond to them proactively.
Suggestion: Before you write, jot down a few topics that are important to your reader. If you do not know the person, consider what topics matter to someone in your reader’s position. For example, top executives are usually concerned with profits, promptness, and public image. Also, ask yourself, “If I were receiving this communication, what questions would I have?”
4 – They re-read before they send out their document.
We’ve all had the experience: We write something one day and think we are the most brilliant person on the planet. Such prose! Such eloquence! Then we let the piece rest overnight and look at it again, and we think: Such drivel!
Emotionally intelligent people know that as humans, they are likely to fall in love with their first drafts. Because of this, they restrain the impulse to send important documents immediately after writing them. Instead, they let their language marinate until they can look at it more objectively.
Suggestion: If a document is important, never send it immediately after you write it. Take a walk, get a cup of coffee, or better yet, let it rest overnight. Even for less important pieces, force yourself to re-read before you release.
You’ve probably noticed that three of these habits occur before writing, and one occurs afterward. If you are mentally and emotionally prepared to write — preferably with a clear idea of what you want to say — the writing flows smoothly. Try it!
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A longer version of this article originally appeared on Inc.com.
To read Elizabeth Danziger’s most recent articles on Inc.com:
Craft Your Email Opening for Your Audience
4 Ways to Manage the Tone of Your Email
Take me to your leader! Communication woes drain the lifeblood from an organization. Connect me with your decision-makers and see how Worktalk can transform communication in your world. Contact me at lizd@worktalk.com or 310.396.8303.
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