Are you “tone deaf” when you write e-mail? Your readers aren’t when they read it!  Tone it up or tone it down – let IWCC help. 

Here are three tips from IWCC to eliminate tone-deaf e-mail:

1.    Build allies not adversaries

Positive tone builds allies…negative tone builds adversaries. Look at the examples below and ask yourself “Would the tone turn me into an ally or an adversary?”

1 a. Any further requests for PTO will be denied.
1 b. As you have used all your paid vacation time for this year, you are not eligible for any additional paid time off (PTO). However, I am happy to consider a request for time off without pay.
2 a. I was told we have to work together on Project T.O.N.E. You need to understand that I won’t have time to work on the financial parameters.
2 b. I am looking forward to working with you on Project T.O.N.E. and will call you next week to discuss our roles.

Positive tone is not just about being nice. You create it by using at least one positive word in your e-mail. Even when writing with a negative purpose, consider adding a little positive to build a bridge with your readers. A simple word like please/may/together added to a request leaves your reader with a more positive attitude. Never miss an opportunity to build a relationship!

2.    Seek collaboration not just compliance

Negative tone leaves a bad taste.  It leaves your reader angry, irritated, defensive - and focused on you and your inappropriate attitude.  You should be communicating in a way that fosters collaboration – not just compliance.  Take the high road!

3.    Fix the problem not the person

Neutral tone focuses on the problem or behaviour…negative tone targets the person.  When positive tone is not a reasonable option, try neutral tone to deal with difficult situations or feedback. Because neutral tone uses no positive or negative words, you force the reader to focus on the situation or their inappropriate behaviour. Although, if you prefer to give them an excuse to focus on you and your behaviour; by all means use negative tone!!

To sum up the cure for tone-deaf writing ...

1.    Adopt a positive tone to build relationships and to spark a collaborative attitude in your readers.
2.    Apply a neutral tone to fix a difficult situation, not negative tone to fix blame.
3.    Relegate negative tone to a dark space somewhere!