We can learn a lot from the military. One such lesson: how to write effective emails, those that are read and understood. “How to Write Email with Military Precision” by Kabir Sehgal appeared in the Harvard Business Review on November 22, 2016, and it was an eye-opener for me!
Make the Subject Line Count
The first item the recipient sees is the subject line. The military doesn’t waste this real estate and gives direction on what, if anything, must be done. Here are the options:
ACTION: The recipient is required to take some action.
SIGN: The recipient is required to sign something.
INFO: FYI only, no action required.
DECISION: The recipient is required to make a decision.
REQUEST: The sender is asking for the recipient’s permission or approval.
COORD: Coordination by or with the recipient is needed.
Sehgal gives examples of how this works in practice:
INFO—Status Update
REQUEST—Vacation
ACTION—Provide weekly implementation report
This method is designed to alert the reader to what’s needed and cuts through the clutter!
Bottom Line Up Front (B.L.U.F.)
I learned this from a former military officer I practiced law with. She instilled this mindset in me, and I’m forever grateful. An email isn’t a mystery novel. The reader shouldn’t be asked to waste precious cognitive processing power figuring out where you’re heading.
Sehgal gives an example of B.L.U.F. adopted for corporate use:
Status: INFO—Working from home
Shannon,
Bottom line: We’ll reduce the number of days employees can work from home from three to one day per week effective December 1.
Background:
+ This is an effort to encourage team morale and foster team collaboration.
+ All members of the management committee approved this decision.
See how this zeroes in on the message to be communicated? Adding the “Background” makes the email less like an edict and more like an explanation.
Cut Off the Passive Voice
Which is more effective: “The factory was bombed by an F-18” or “An F-18 bombed the factory”? The second because the noun is placed ahead of the verb. The active voice makes the sentence shorter and easier to read, doesn’t it?
Bottom Line
I read that President Ulysses S. Grant’s memoir was a bestseller. Why? Because it was a good read—short and punchy sentences. He developed this skill in Civil War battles, during which long-winded communications were frowned upon.
A final thought: In employment lawsuits, employees are increasingly using company emails. These emails are often vague; undisciplined; rambling; and, as a result, open to various interpretations—a gold mine for an effective lawyer.
Michael P. Maslanka is a professor at the UNT-Dallas College of Law. You can reach him at michael.maslanka@unt-dallas.edu.