While technology has changed, and we have a lot more tools in the toolbox, email is still the primary business communication for most of us. It has the advantage of being an easy searchable virtual paper trail. However, it can be nuanced, lack context and personality, and even feel a little cold. Over the years, I’ve noticed a few patterns in written communication to make it work better for all involved, and they might be worth sharing here.
The first thing is to match the tone of the person initiating the email. If they are formal and all business, I try to reply in kind. At the same time, if they are more prone to write in phrases or use loose punctuation, I know that I can be more casual. I’m not one for emojis, but this is generally a context clue that we’re being informal in this written conversation. Finally, following up on a person’s interests or family or two can really go a long way, as long as you stay at a level they are comfortable with.
Concerning AI, I am in a peer group with participants from across the U.S. At our last meeting, one member of the group told us he used AI to write his wife a love letter on Valentine’s Day,, and while it may have worked for them, it’s probably not for me. To me, it is very easy to tell an AI composed document, and I steer away, because from what I have seen most of the time it does not read as authentic. I will use AI as the first step in a written communication, and only if I have time to personalize into my own voice.
