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Tone up your flabby phrases

Below:
1. Tone deaf?
2. Surprising “tone” research
3. Online brainstorming tool

Hi,

Getting the tone of your writing wrong can be disastrous. The resulting misunderstandings can lose you business, relationships – even your job.

This was top of mind for me recently when I was training clients in Hong Kong and Singapore. Many Asians, careful not to “lose face,” are polite when talking to people in person. But when writing in English they sometimes sound too abrupt; e.g. “I want your report by Monday,” instead of “Please have your report to me by Monday.”

What’s tone? It’s how your writing sounds. It reflects your attitude towards your reader. Does it sound friendly and professional, or stiff and formal? Confident or arrogant? Helpful or bureaucratic?

Here's how to adjust your tone:

Delay sending. If your message or reader is important, put your writing aside for a while (preferably overnight) so you can review it with “fresh” eyes before sending. OR have someone else read it.
How well do you know them? Be more careful with your tone when readers don’t know you well (they’re less likely to forgive any misplaced tone).
Nice or nasty? Be paranoid about your tone when writing something negative (e.g. critical feedback). Better still, don’t write at all – talk to them.
Check your attitude. Readers can smell a bad attitude. If you’re annoyed about something, “vent” first to release your emotional hot air – talk it over with a friend or write what you’d like to say, but then delete it!
Don’t write negatively. i.e. “Write positively”! E.g. Before: “Please pay by Friday or I won't be able to give you the special rate” (negative).
After: “Please pay by Friday so I can give you the special rate” (positive).

Surprising “tone” research: When talking face-to-face, how much of your message is communicated via your words compared to nonverbals, like tone?
You won't believe this.

Now go tone up your flabby phrases!



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BRAIN GYM: Next time you write to an important reader, ask a friend how it sounds. If they were the reader, how would they feel after reading it? How would they think you felt about the topic?

If you wish your writing to avoid sounding like this, i.e. somewhat at odds with your preferred modus operandi, it is suggested that you call, or have your servant call, the following number: 02 9427 3127

Online brainstorming tool

Mindmapping is an excellent brainstorming tool. You can use it to mine your mind for what you already know about a subject, discover extra connections, and organise your writing structure.

The free www.bubbl.us online mindmapping tool is easy to use and lets you collaborate on your maps with others.

TIP: Try mindmapping your topic using De Bono's Six Thinking Hats.

Magneto Communications Pty Ltd
PO Box 379, Lane Cove, Sydney NSW Australia 1595.
Phone (02) 9427 3127 Fax (02) 9427 1327

www.magneto.net.au
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