We all have been relying heavily on templates since a while now for some of our monotonous activities like emailing, sending automated responses, replying business texts. But something noteworthy is not everyone wants to be treated the same way. Be its your clients, business partners, friends or even your family members. Everyone likes to be distinguished and greeted in a different way, then why use the same old school techniques for everyone. There are many ready made templates available in the market to make an impressive impact to the clients. Remember clients will be happy when you deliver your commitment to them not by cheap flattery words. We can do so by using the ART OF ARTICULATION.

Here I am highlighting few pointers while articulating a simple email.

1.The depth of context

In a hundred lines of email if you missed the context of communication then that communication is good for nothing. Remember time is a constraint for everyone. The people whom you are sending emails are very time conscious too. Trolling them with unnecessary paragraphs does not make any sense. Instead use simple yet effective words. Greet them gracefully with utmost simplicity. Saluting them with a simple ‘Thank you’ does make the same impact than writing two three heavy words. What is more important here is the context. Do not describe the entire problem in one email. Highlight only those information which are relevant to that particular stakeholder.

2.The criticality of information

A calculative analysis is required to evaluate what information is critical to whom, How much information is needed by whom, How much information needs to be restricted. For example to reset your account, If you are articulating a email to you IT Admin department you do not give them your password along with your IP address and username. In similar way to extract business information from a business stakeholder there is no need to detail on the technical details. However, you may keep him informed about the impact of it on the business.

3.The essence of originality

This is the most important part. Imagine a case where in you are communicating with a stakeholder on daily basis and you write the same two lines of greeting every day and same three lines of salutation with your signature. Even machine can do it better than us. Try articulating your relation with them. Greet them on every weekends by including simple ‘Happy Holidays’ or on special occasions like Halloween, Christmas or New year. This builds confidence with the clients. Always stick to originality, this is your key to success.

4.The magic of negotiation

Remember clients expectations are always sky high and you are still not ready to fly. If you are expecting a prompt response from a client then better educate them about the situation. This education is always a progressive approach. Be constantly connected with a stakeholder if you feel you may require him soon. Never ever disconnect with a business partner once his work is delivered. You never know he might have a bigger assignment planned for you. Negotiation can be harsh sometimes but only if you created a situation for it. In a healthy engagement, negotiations are easy to be achieved. Its all about your relationship and trust factor with that stakeholder. Do not ever loose that trust factor with the stakeholder.

5.The value of realization

All efforts has a concluding benefit associated with it. Realization is one of those benefits. You would start realizing the benefits once you start articulating these simple facts. It is very simple yet effective steps towards building confidence with your clients.

Happy Reading!