{"id":12800,"date":"2025-10-16T12:35:44","date_gmt":"2025-10-16T12:35:44","guid":{"rendered":"https:\/\/accentbusiness.pl\/?p=12800"},"modified":"2025-10-16T12:37:44","modified_gmt":"2025-10-16T12:37:44","slug":"email-advice-from-winston-churchill","status":"publish","type":"post","link":"https:\/\/accentbusiness.pl\/en\/2025\/10\/16\/email-advice-from-winston-churchill\/","title":{"rendered":"Email Advice From Winston Churchill"},"content":{"rendered":"\t\t
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Wait, what? But it\u2019s true. Many historical figures can give us tips on improving our email communication.\u00a0<\/strong><\/p>

Even though email is a relatively new invention, the principles that guide it are as old as the hills.<\/span>\u00a0<\/span><\/p>

Here are some suggestions on effective email writing from famous people from the past (and present).<\/span>\u00a0<\/span><\/p>

I suppose leadership at one time meant muscles; but today it means getting along with people.\u00a0<\/span><\/span><\/p>

Mahatma Gandhi<\/span>\u00a0<\/span><\/p><\/blockquote>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Today we are faced with the preeminent fact that, if civilization is to survive, we must cultivate the science of human relationships. <\/span><\/span><\/p>

Franklin D. Roosevelt<\/span><\/span><\/span><\/p><\/blockquote>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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Both the Indian activist and the former US President got that one right \u2013 in business, relationships are everything.<\/span>\u00a0<\/span><\/p>

If we look at \u2018leadership\u2019 as getting things done and moving business forward, then make sure you\u2019re relational in everything you write. It works much better than using \u2018muscle\u2019. After all, business cannot exist without relationships. Maybe you can get short-term results by being tough and abrasive, but in the long run, you\u2019ll find it a struggle.<\/span>\u00a0<\/span><\/p>

One of the best things you can do is make your email about the recipient \u2013 avoid the temptation of writing about what you need or what you\u2019re doing and instead focus on what\u2019s in it for them. Why should they care about your email? What\u2019s motivating them to respond and take action? Put yourself in your recipient\u2019s shoes and ask yourself how you\u2019d feel if you got this email \u2013 do you feel engaged in the communication, or is it just one-way traffic of \u2018Me, me, me\u2019?<\/span>\u00a0<\/span><\/p>

For example, instead of \u2018I need you to upload this document\u2019, try \u2018Could you please upload this document\u2019. Instead of \u2018I spent hours trying to find the report about 2023 Finance and when I did, it was so badly written I had to spend another 2 hours writing it\u2019, just say \u201cHere is the 2023 Finance Report\u201d.\u00a0<\/span>\u00a0<\/span><\/p>

Using this so-called \u201cYou Perspective\u201d helps you focus on the goal of your message as well as building the relationship with the recipient by showing them you care about what\u2019s important to them.<\/span>\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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I<\/span>f you get pompous, you lose everything.<\/span>\u00a0<\/span><\/span>\u00a0<\/span><\/p>

Paul Simon<\/span><\/span><\/span>\u00a0<\/span><\/p><\/blockquote>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t

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Maybe the shorter half of Simon & Garfunkel was talking about something else when he came out with this, but his opinion makes a lot of sense in the world of email.<\/span>\u00a0<\/span><\/p>

Pomposity, or over-formality, is a barrier to communication. Going back to relationships, formal register in emails creates a distance between you and the recipient \u2013 and to build the relationship, you need to close that distance.\u00a0<\/span>\u00a0<\/span><\/p>

With other forms of communication, you get clues about how the sender is feeling: body language, tone of voice, and so on. With email, of course, all you have are the words. So using the right choice of words will help you build that all-important connection with your recipient.<\/span>\u00a0<\/span><\/p>

Another danger with formality is that it can be interpreted as a power distance \u2013 you\u2019re putting yourself above the recipient in some imagined hierarchy. Take a look at the following 2 ways to write the same thing:<\/span>\u00a0<\/span><\/p>

  • Please kindly be informed that the file is available from the provided link.<\/span>\u00a0<\/span><\/li>
  • This is to let you know you can access the file by clicking here.<\/span>\u00a0<\/span><\/li><\/ul>

    In the second example, any perceived power distance has vanished. It\u2019s just one regular guy talking to another, rather than someone in a position of authority talking down to the recipient.<\/span>\u00a0<\/span><\/p>

    A side-effect of formal language is, because the constructions are so complex, you can mask the goal of your message, leading to trouble achieving your result.<\/span>\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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    \u201cDoubt can only be removed by action.\u201d<\/span><\/b><\/p>

    Johann Wolfgang von Goethe<\/span><\/span><\/span>\u00a0<\/span><\/p><\/blockquote>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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    When doubt creeps into an email, both relationships and results can suffer.<\/span>\u00a0<\/span><\/p>

    Imagine asking a colleague when they can finish a report that you need for an important presentation to the board of directors. They say: \u201cI hope I can finish it by Friday.\u201d<\/span>\u00a0<\/span><\/p>

    Well, that\u2019s just great, isn\u2019t it? They \u2018hope\u2019\u2026 It\u2019s nice that they\u2019re full of hope, but how does that help you? Are you going to get the report or not? Who knows?<\/span>\u00a0<\/span><\/p>

    From the writer\u2019s perspective, they\u2019d better brace themselves for incoming emails: why could the report be delayed? Can they fix the problem so the report arrives on time? What do they plan to do if the worst happens?\u00a0<\/span>\u00a0<\/span><\/p>

    Much better to get rid of that doubt and give your recipient clear expectations: \u201cThe report is scheduled to be ready by Friday; you\u2019ll get an update on my progress by 13:00 Wednesday.\u201d This would lead to lower blood pressure for everyone involved (and less spam for you).<\/span>\u00a0<\/span><\/p>

    Sometimes, you\u2019ll need to step out of the email communication you\u2019re in to be able to remove the doubt.<\/span>\u00a0<\/span><\/p>

    Let\u2019s say someone asks you where to find the 2023 Personnel Report, and you reply: \u201cMaybe it\u2019s in the ABC folder.\u201d If it isn\u2019t there, you\u2019re just going to get spammed with more email. A way of removing the doubt is to say: \u201cPlease check the ABC folder and get back to me if you\u2019re still having trouble.\u201d But of course, the risk of spam is still there.<\/span>\u00a0<\/span><\/p>

    The best solution is to nail it down yourself \u2013 call a colleague or go on the hunt for the report yourself. Then you can reply with \u201cHere\u2019s a link to the 2023 Personnel Report\u201d and you know the job\u2019s done.<\/span>\u00a0<\/span><\/p>

    Often, the secret to removing doubt is a 2-stage process: first, imagine the worst-case scenario for your recipient, and then come up with an action point for them based on that scenario.<\/span>\u00a0<\/span><\/p>

    For example, instead of \u201cI trust you don\u2019t have any more questions\u201d, think of the 2-stage process. Worst-case scenario? They have more questions. Action point? \u201cLet me know if you have any more questions.\u201d Using the second option builds your reputation by focusing on the result. Plus, you\u2019ll be strengthening the relationship by showing your recipient that you\u2019re keeping the connection alive.<\/span>\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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    The pessimist sees the difficulty in every opportunity; an optimist sees the opportunity in every difficulty. <\/span><\/b>\u00a0<\/span><\/p>

    Winston Churchill<\/span><\/span><\/span><\/span><\/p><\/blockquote>

    \u00a0<\/span><\/p>

    Positivity works wonders in emails. People care more about what has happened or what will happen, than what hasn\u2019t or won\u2019t. Focus on solutions rather than problems.\u00a0<\/span>\u00a0<\/span><\/p>

    Positive language also has the advantage of making your message clearer. Compare \u201cYou won\u2019t be able to open an account if you don\u2019t register on the portal\u201d with \u201cYou can open an account once you register on the portal\u201d. Or, more dramatically, \u201cJust because you don\u2019t have Level 9 clearance doesn\u2019t mean you can\u2019t access the system\u201d. This is one heck of a sentence to get through without developing a headache.\u00a0<\/span>\u00a0<\/span><\/p>

    Instead, focus on the positive: \u201cYou can still access the system with Level 8 clearance\u201d.<\/span>\u00a0<\/span><\/p>

    And from a psychological perspective, people tend to remember verbs more than negation. Tell someone \u201cYou won\u2019t receive the file before Tuesday\u201d, and chances are the message they come away with is \u201cYou will receive the file before Tuesday\u201d. Get rid of the confusing negation by committing to a positive deadline: \u201cYou will get the file by 14:00 Tuesday, 6 January\u201d.<\/span>\u00a0<\/span><\/p>

    Keeping your mind on the positives also forces you to take responsibility for your actions and your words. One of the things people like to do is \u201cwash their hands of responsibility.\u201d However, it is important for business, and for your relationships, that you make clear commitments and that you stick to them.<\/span>\u00a0<\/span><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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    Je n\u2019ai fait celle-ci plus longue que parce que je n\u2019ai pas eu le loisir de la faire plus courte.[I have made this longer than usual because I have not had time to make it shorter.]<\/span><\/b><\/p>

    Blaise Pascal, French <\/span>mathematician<\/span> and philosopher<\/span><\/span><\/span><\/span><\/span>\u00a0\u00a0<\/span><\/i>\u00a0<\/span><\/p><\/blockquote>

    \u00a0<\/span><\/p>

    Let your Discourse with Men of Business be Short and Comprehensive. <\/span><\/b><\/p>

    George Washington<\/span><\/span><\/span><\/span><\/span><\/span><\/span><\/i><\/span>\u00a0<\/span><\/p><\/blockquote>

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    Being concise is one of the most relational and results-oriented tactics you can use when writing an email. It shows you\u2019ve taken the time to make sure your recipient gets only the info they need to handle your request.<\/span>\u00a0<\/span><\/p>

    Pascal was right \u2013 usually we write way more than we need to when we\u2019re pushed for time. This is why it\u2019s so important to take a moment to proofread and trim your email if necessary. Your recipient will thank you for it and the relationship will strengthen.\u00a0<\/span>\u00a0<\/span><\/p>

    People sometimes think that brief emails are \u201crude\u201d; that you need to use extended, flowery prose to cushion the effect of your email. The reverse is true for most cultures \u2013 one of your recipients\u2019 most valuable resources is time. Most employees would much rather read a concise, conversational email that gets right to the point than labour through what seems like the complete works of Shakespeare.<\/span>\u00a0<\/span><\/p>

    A good tip for trimming your email is to re-read it and ask yourself \u201cIf I got rid of this part, would I still maintain the relationship and drive towards a result?\u201d If the answer to both questions is \u2018Yes\u2019, then bin that part. The excess noise in your email will be reduced, and you\u2019ll find yourself getting much more done. And your recipient won\u2019t be tempted to wait for the DVD version of your email to come out\u2026.<\/span>\u00a0<\/span><\/p>

    Written by Nick Hawcroft<\/strong><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

    Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.<\/p>\n","protected":false},"author":3,"featured_media":11364,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[75],"tags":[],"class_list":["post-12800","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-correspondence"],"yoast_head":"\nEmail Advice From Winston Churchill - Accent Business Training<\/title>\n<meta name=\"description\" content=\"Wait, what? But it\u2019s true. 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