How to Make a Clear, Assertive Point Over Email

Giving someone a lot of work to do, taking on a new responsibility, asking for leeway, requesting a favor, disagreeing with someone, expressing a strong opinion, or just saying hi after a long radio silence—these topics are tough in conversation, and when you’re trying to broach a difficult subject over email, there can be even more at stake.

Grammarly has put together a guide of best practices for sending emails on difficult topics without coming across as aggressive, demanding, or rude. When the time comes for you to send such an email, make sure you take AIM.

What is AIM, you ask? It’s all about your Audience, Intent, and Message. It’s a useful tip for strategic communications in general and can come in extra handy when you’re writing an email with an unpleasant message, big request, or general bad news for your recipient.

Audience: The Big Picture

When you fire away email after email on a daily basis, you’re probably not thinking too hard about the hopes and dreams of every person you’re writing. But for the big, tough messages you have to send, take some time to think about your recipient and about using email to make your point.

Make sure email is the right medium for the message

With email, you have plenty of time to think through your message and carefully choose your words. However, you don’t get that human element that can make all the difference in some difficult interactions. Talking in person gives you the tools of tone of voice, facial expression, and body language. If you’re giving bad news, you can show that you’re sympathetic. If you’re asking for a raise, you can project confidence. Some conversations should take place in person.

That said, it’s also possible to craft your writing in a way that shows you’re a thinking, caring human—but it takes work. If you use email, choose your words carefully to convey the right tone to go along with the content of your message.

Know your recipient

Some people exchange pleasantries and personal stories over email before getting down to business. Other people read the subject line and click delete (or reply—but only if you’re lucky). If you know the person you’re emailing—or anything about them—you can probably hazard a guess about whether they’re the type of person who responds better to more lead-up and personal info or a short, pointed request.

For example, if you’re asking your cousin Fred to send you his professional-caliber photos of last summer’s family reunion, you’ll probably start off slow:

Subject: Hi and photos

Hi Fred!

I still have fond memories of our visit on the beach last summer! How did your bike race go over Labor Day weekend? If it was anything like our ride around the lake, I’m sure you made it onto the podium.

I remember you took a lot of photos over the weekend, and I’d love to revisit those memories. Would you mind sending me a few of your favorites?

Thanks, and looking forward to our next reunion!

Lots of nice family touches. And a few compliments don’t hurt either.

On the flip side, if you’re writing to a professor who gets hundreds of emails a day, it can be a good idea to put your request in the first line, or even in the subject line. For example:

Subject: Letter of recommendation by 1/15?

Dear Professor Stone,

I’m applying for a fellowship in New York this summer. Given my work as your research assistant, would you be willing to write me a letter of recommendation? Here is a link with more information.

Bottom line: especially if you really need a response, try to envision your email recipient’s habits and plan your message accordingly.

Intent: Define Your Goal

What’s the goal of your email? How do you want the recipient to respond? It might be helpful to open an empty “compose” box and write the goal of your email. Sure, you’ll do lots of rewording to make sure the final message is tactful, polite, and effective. But keeping that main idea front and center while you’re drafting will help you make sure that your reader knows exactly what to do.

Be strategic with your subject

For most recipients, you’re not going to make your request or give your news in the subject line; it takes some working up to. Write a subject that doesn’t give away the bottom line but does give a sense of what’s coming. Here are some words and phrases you might use:

• Planning for
• Reply by
• Request for
• Action needed
• Decision needed
• Signature needed

In dire circumstances there’s always the big, scary, all-caps “URGENT,” but if you’re trying to be tactful, try to avoid that one unless all else fails.

Put your ask up front

Nothing says confidence like coming right out with the bottom line at the top.

For example:

Dear Boss,

I want to manage the company’s next big case.

It might seem scary to make your demand right at the beginning, but it shows confidence, responsibility, and willingness to tackle a problem head-on. Especially if you’re asking for responsibility or you’re writing someone who gets mountains of emails every day, a good way to get what you want is to say that you want it from the get-go.

It’s all about structure

The ingredients: a subject that gets the recipient’s attention, a friendly greeting, a direct statement of the purpose of the email, any necessary detail, and a friendly sign-off.

The recipe: short, direct sentences to get your point across and paragraphs with clear, informative topic sentences. If you have a complicated message that can’t be conveyed in five or so sentences, use lists. Bullet points or numbered lists have several advantages:

• They’re easy to read
• They help highlight key details
• They prevent your email from looking like a wall of text

See?

Message: Choose Your Words with Care

You have your audience and your intent: now you need to craft your message so that it’s best suited for the audience, effectively gets across your intent, and helps you achieve your email goals. After you’ve written a polite, carefully worded email, take another look at your messaging. Especially if you’re asking for something or broaching a topic that the recipient might not be thrilled about, the importance of careful communication can’t be overstated.

Check your tone for anger, accusation, or sass

What you wrote might sound neutral to you, but words can come across as condescending or aggressive without a face and tone of voice to go along with them. If you’re sure email is the right way to communicate, make sure the email you write communicates the point in the right way.

Take this message, for example. In person, the words could be stated in a nice way, but in writing, they could come across as passive aggressive, bossy, or even rude.

Dear Kevin,

I wanted to check whether you’re going to finish your part of the group project in time. It’s due on Thursday, and your part is the last one we’re waiting for. Can you let me know if you’re going to finish your slides so we can wrap up the presentation?

Thanks, Brenda

Kevin may not be a great worker, but Brenda’s message might make him feel defensive or insulted. It might even backfire, making him not want to continue with the project. Brenda will have better luck with a message like this:

Dear Kevin,

I hope things are going well with you. Just checking in about your status on the group project to make sure we’re on the same page. As we agreed last week, you’re in charge of slides 4-6, and the presentation is due Thursday. Let me know if you want to go over anything in advance.

Thanks for your work on the project, and let me know if you have questions! Brenda

In general, if you’re saying something the recipient won’t want to hear, take these tips from Psych Central:

• Put yourself in the recipient’s shoes and write with empathy
• Avoid the word “should” or making the recipient feel guilty
• Don’t make threats or ultimatums
• It’s okay to offer advice, but don’t give it unless you’re asked

It’s all about treating the recipient like a human. And there’s more where that came from.

Add a human touch

If you’re writing something that could come across as accusatory or angry, or if you’re giving bad news, a few simple phrases can really help turn the tone around.

Here’s how Brenda softened what might have seemed like an accusation to Kevin:

• I hope things are going well with you (human touch)
• Just checking in (gentle nudge)
• Making sure we’re on the same page (giving the benefit of the doubt)
• Thank you for your hard work (acknowledging Kevin’s work so far—and making him feel like he’d better live up to the compliment)
• Let me know if you have questions (offering help)

Phrases like these can help soften a blow. And even if there’s not a blow, they can show a glimmer of humanity that makes any email a bit more pleasant to read and respond to.

Finally, remember your grammar

We couldn’t leave that one off the list. And not just because we kind of like grammar, but because writing full sentences with proper spelling and punctuation is an important part of communicating your point. Not only will writing properly ensure that you’re being clear, it will also make sure you look professional, self-assured, and thoughtful.

And those are very good adjectives on the path to getting what you want.

9 Awesome YouTube Accounts for Tech Enthusiasts

Whether it’s the latest tech industry innovations, what’s next in space travel, or the most obscure gadgets out there, there’s a lot happening in tech. How to keep up with the trends?

A lot of tech innovators and enthusiasts have launched YouTube channels to talk about tech news, provide product reviews and how-tos, and explore new experiments in tech that are just starting to make a splash. Here are nine of our favorite YouTube channels on a wide variety of tech-related topics.

CNET. 1.4M subscribers.

CNET has one of the best and most established tech-focused YouTube channels. They’ve got tutorials, interviews (hi, Mark Zuckerberg), advice for finding and using new devices, exclusive coverage of big conferences and tech events, and first looks at new releases including cars, home appliances, computers, smartphones and watches, and more. You’re bound to find all sorts of tidbits on anything you’re searching for (or didn’t even know you were searching for).

Mashable. 526K subscribers.

Mashable covers robots, jetpacks, VR, and other toys of the future, but also your present-day gadgets and gizmos. Mashable’s short, digestible videos can help you fix your current tech problems and also stay on the cutting edge.

MKBHD. 5M subscribers.

Marques “MKBHD” Brownlee is one of the most popular tech-focused YouTubers out there, and for good reason. His videos have good camera work and high-quality production value, and often a nice dash of humor. The content includes first impressions as Marques unboxes new gadgets, as well as explanations, features of his favorite hot tech, and answers to subscribers’ questions.

Tech Insider. 922K subscribers.

A spinoff of Business Insider, Tech Insider dives into big issues in tech. Sometimes there’s a business side to the inside scoop (a Tesla road trip, features on top-selling devices), but there are lots of videos that show the fun side to digital culture and tech innovations, too (inflatable obstacle courses, how deep the ocean is, scary VR games). For learning about how tech works and weird inventions that aren’t mainstream (yet), Tech Insider is a great hub.

Techquickie. 1.6M subscribers.

If you want tech, and you want it quick, Techquickie has got you covered. The videos are usually about five minutes and peppered with humorous asides. They generally fall into three categories: first, answering those questions you never knew you had (why do you have to use airplane mode? What’s a safe temperature for your computer? What are URLs, really?); second, fixes for your malfunctioning gadgets; and third, DIY projects for the technologically ambitious.

TechCrunch. 295K subscribers.

TechCrunch is like a bag of assorted candies where you can’t decide your favorite, so you just keep eating and eating. The formats range from interviews to news reports to talk shows (ish), and the topics include startups, space travel, transportation, gaming, Apple-focused news, robotics, and of course, gadget reviews. As far as range and depth of coverage, TechCrunch is one to beat.

Unbox Therapy. 8.6M subscribers.

It’s hard to imagine taking gadgets out of boxes as therapeutic until you’ve seen Unbox Therapy get into it. It’s no listening to the ocean, but it sure is entertaining. These videos, usually five to ten minutes, get into the nitty-gritty of a wide range of brand new tech. Some devices only show up once (how many $5,000 massage chairs can be there be?), but Lewis gets in-depth with video series that focus on different categories of products, like headphones, phone cases, speakers, and keyboards. Seriously, there’s a lot of variety in keyboards. Yes, there’s one made out of wood.

The Verge. 1.5M subscribers.

The Verge is another one with a lot of content and a ton of variety. They’ve got handy reviews and how-tos for the devices you’re likely to have, as well as series on things like space travel, consumer electronics events, and the latest experiments in technology, involving everything from airplanes to human emotions.

Grammarly. 100K subscribers.

Need a break from exploring tech’s latest and greatest, or maybe desperate to know whether you need an “affect” or an “effect” in your work report? Well, we’ve got you covered.

Need a break from exploring tech’s latest and greatest, or maybe desperate to know whether you need an “affect” or an “effect” in your work report? Well, we’ve got you covered. Grammarly’s YouTube channel explores the intersection of tech, writing right, and communication for business. Had to sneak that one in there.

This list scratches the surface, but there are tons of great tech-focused YouTube channels out there. What are your favorites? Join the brainstorm by sharing your picks in the comments section.

How Helpful Was Your Grammar and Writing Education?

This poll is part of a series that Grammarly is running aimed at better understanding how the public feels about writing, language learning, and grammar.

Please take the poll and share your thoughts in the comments. We can’t wait to hear from you!

If you are interested in more, check out last week’s poll.

Yes, Illiteracy Is Still a Human Rights Issue

Today marks the fifty-first anniversary of International Literacy Day, a holiday that recognizes literacy as “a foundation to build a more sustainable future for all.” Started in 1966 by UNESCO as a day to recognize literacy programs worldwide, this day continues to remind world leaders that universal literacy has not been accomplished. Far from it, in fact: in 2013, the adult (25 or older) literacy rate was 85 percent worldwide, and the population of illiterate adults was 757 million. But why does this number seem so high?

Reading Your Rights

Before we look at the current data, let’s take a look at how literacy has been defined in the past and what it looks like today. According to Merriam-Webster, literacy carries two definitions: “the ability to read and write” and “knowledge that relates to a specified subject.” The second definition is generally used in specific technical or academic settings. The first, however, maps back to the traditional requirements for literacy, the “three Rs” of reading, writing, and arithmetic. Back in the sixteenth and seventeenth centuries, education in these areas was reserved for members of the upper classes. It wasn’t until the early 1900s that discussion of universal literacy began.

When UNESCO held its first summit on literacy in 1966, the “three R” approach was held as the standard. They also focused on “eradicating” illiteracy in certain regions, which led to some forced non-native language learning in populations where written language for a certain dialect wasn’t accepted by national governments.

However, in 1970, a change began to take hold of the literacy community. Instead of viewing illiteracy as an evil that needed to be conquered, educational leaders focused on “functional literacy,” which emphasizes the ways literacy leads to economic growth for individuals and entire communities.

Today, UNESCO and others focus on literacy as a way to empower people and allow them to attain better employment, wages, and other economic benefits. Reading isn’t just for fun, it’s a vital measure of a person’s or community’s ability to tap into the global economy.

Literacy Is a Life-or-Death Issue

Since literacy is now seen in the context of economic and social prosperity, let’s contextualize some literacy statistics. As mentioned before, around 15 percent of the worldwide population is considered illiterate by UNESCO standards, and this percentage represents 757 million individuals. According to an international literacy test administered from 2012 to 2014, the worldwide average of adults who scored at or below the lowest reading level is 16 percent of those surveyed. In the US, this number is 18 percent, a full two percentage points over the international average.

But what does this mean to the lives of those in the 16 percent?

According to a recent analysis, life expectancy and literacy have a positive relationship, meaning that populations with high literacy rates also tend to live longer. The relationship between reading and lifespan is supported by other studies, but it also makes logical sense because literacy is tied to economic development, which has been shown to increase life expectancy as well. Perhaps it’s time for us to consider literacy as important a human right as clean water, healthcare access, and nutrition. It clearly has serious effects.

Literacy in the Digital Age

Today’s digital landscape means that literacy is more important than ever to upward economic mobility. In a world where 87 percent of people in the US and 45 percent of people worldwide report owning a smartphone, it’s important to give every person the ability to fully connect to and benefit from the Internet. To learn more about the state of literacy education and research today, check out UNESCO.org to learn more about International Literacy Day.

9 Tips for Effective Communication in the Workplace

Workplace communication shouldn’t be this difficult.

Your team is mere days out from releasing the project you’ve all been agonizing over for weeks. There have been flurries of emails and messages, presentations, a legal review, and an afternoon of confusing discussions leading to charts drawn on whiteboards with markers that turned out not to be dry-erase. Oops.

Above all, there have been meetings—so many meetings. There was the quick daily kind where people said what they were working on, or more often sidetracked by. Then there was a punishingly long session involving dozens of slides about user metrics; by the end of that one you were quietly daydreaming about taking up kickboxing lessons.

Still, all those rambling discussions and endless email threads somehow failed to avert a looming fiasco. Now no one seems to be on the same page, and your deadline is ticking relentlessly closer. What you have here is an abject lesson about communication in the workplace—or lack thereof.

How effectively you and your colleagues communicate says a lot about how well work is going more generally. It’s hard to get things done efficiently when no one has a clear plan. People can flounder when they don’t see a good way to discuss fresh opportunities—let alone unforeseen challenges.

That’s why we’re here with a few tips to improve your communication skills in the workplace.

Select the right tool for the job

There are many ways to connect—and misconnect. Choose wisely.

Emails may be de rigueur, but they’re also easily buried. Video conferences add a humanizing touch if someone’s working remotely, but they can be unwieldy. Basic phone calls are sometimes underrated, but you’ll often want to schedule in advance, or at least start by asking whoever you’re calling if it’s an okay time to talk.

The advantage of real-time conversation is how much it can clarify in a short amount of time while saving both parties a huge amount of typing back and forth. Be judicious about lining up meetings with multiple parties; this can easily become a chore, so you have to expect a worthwhile return to justify the effort.

Make your meetings count

As with work, which Parkinson’s Law states will expand to fill as much time as is allotted for it, so too with meetings. Set a time limit and an agenda. Budget how long you’ll spend on each item before moving on. The idea here is to respect your participants’ time, so communicate transparently about this; doing so will help you avoid seeming overly brusque as you shepherd things along.

For one-on-ones, take it offline

Potential rabbit holes abound in any discussion—and some might be worth following up on, at least among a subset of participants. For instance, if your designer realizes a new template that’s getting the go-ahead will soon require updated text, then she and her trusty copywriter can discuss those details after the meeting—not while the dev crew looks on and tries not to yawn. A handy turn of phrase for situations like this: “Let’s take it offline.”

It’s okay to repeat yourself sometimes

If something matters, it’s usually worth repeating.

Sometimes when dealing with complex subjects or ongoing processes, it’s helpful to remind people of the basics. You don’t have to belabor it. Consider this quick example:

“All right, this conference call is to update key players on prototyping. We’re trying to manufacture a better dog bed by fall, ahead of holiday sales, so we have a lot of work to do in terms of optimizing drool resistance. On the call last week, Susan informed us the supplier anticipates an eight-week turnaround. That means we need to settle on dimensions this month. Let’s talk about next steps. Who’s first?”

This quick recap falls well short of a lecture while still accomplishing a lot:

• Establishes the focus of the call, so speakers know to keep things on track and take other subjects offline as they pop up
• Also gives a sense of what to expect to anyone who hasn’t tuned in before
• Reprises Susan’s important takeaway from the last call in case anyone missed it
• Lays out a key priority and upcoming deadline

That last part will bear repeating later, but in the meantime, if your preamble has saved someone an awkward question or confused email, it’s done its job. And if you’re worried about spending too much time retracing your footsteps, just ask if you should skip ahead; your colleagues might surprise you by saying no.

Try stating key points a few different ways

It can also help to devise new ways to spell out key ideas—using different words or possibly different channels of communication, like a follow-up email that crystallizes the main takeaways from a meeting and who’s in charge of key action items going forward.

Alex Blumberg, the radio journalist-turned-entrepreneur who founded Gimlet Media, told Tape that despite his many years as a professional communicator, it took awhile to recognize the significance of helping coworkers understand:

When people say the same thing, it has different resonance, comes from a different place or means different things to different people… A big part of my job now is saying the same thing a bunch of different ways just so people understand where it’s coming from. If you just say it once, there’s no guarantee that people heard it the way you said it.

In other words, if something is important enough to bear repeating, it’s likely also worth rephrasing.

Run it back

Especially with technical matters, restating key ideas can also help you make sure you properly understand something new. If there’s time, try asking the person explaining it if you can restate their point in your own words, and ask if you’re getting it right. If there’s an important detail you missed, this is a good opportunity to get help grasping it.

Mind your body language

Intentionally or not, how you comport your body communicates a lot. For instance, do you appear closed off with your arms folded, or actively engaged, say by talking with your hands? It’s worth considering, lest you send the wrong message with your posture or facial expression.

Maybe as a colleague concludes a presentation and looks around the room, you seem to glower—not because the presentation was bad, but because you’re lost in thought. In moments like this, it’s sometimes worthwhile to explain yourself: “That wasn’t bad at all, I just need a moment to process. Let’s circle back in a moment.”

Summarize the highlights

It’s not unheard of for people to meet for an hour, raise a series of worthwhile questions, ponder potential answers, resolve nothing, and then realize it’s time to leave for another meeting. This is where follow-up notes can help ensure whatever headway you might’ve been making doesn’t just vanish out the door.

If you can avoid sending lengthy emails to long strings of recipients, it’s probably for the better. But if you must, you might also include a tl;dr (“too long; didn’t read”) that briefly encapsulates the highlights. Put it at the top so that guy in logistics who only seems to skim will at least lay eyes on the essentials.

Be kind

A quick word of thanks or a well-timed smile can go a long way toward helping your officemates feel appreciated and understood.

If that makes people want to talk with you more, well, isn’t that what better workplace communication is all about?

All the Coffee Words

At your local coffee shop, do you ever see words that you don’t understand? For instance, what is java? Why is a cup of coffee called a cup of joe? Ordering a cup of coffee can feel like speaking another language! No worries, here are the meanings behind all the coffee words.

Synonyms of Coffee

Let’s start with the words that just refer to a simple cup of coffee. The first and most puzzling is joe. No one really knows how that got started, but some think that joe may derive from java. Java, besides referring to coffee, is also an island in Indonesia where coffee is grown. Decaf is decaffeinated coffee. An espresso is a dark roast coffee brewed with hot water and pressure.

Types of Coffee Drinks

Do you add something to your coffee? Doing so might result in a name change! Let’s start with milk. If you only put a small to moderate amount of steamed milk in your espresso, you are drinking a macchiato. A cappuccino has a lot of frothy steamed milk. If the proportion of hot milk to coffee is two to one, it’s cafe au lait. If the proportion is three to one, it’s a cafe latte. Add a little boiling water instead of milk and it’s a cafe americano. The addition of chocolate makes the drink a mocha. You can even serve coffee with ice cubes, but that one is easy—iced coffee. It usually includes cream and sugar.

Coffee Sizes

Rather than small, medium, and large, some coffee shops use their own units of measurement. For example, at one popular chain the smallest drinks are called short and tall. Rather than being the largest, grande is overshadowed by the venti and trenta, which contain as much as 31 ounces of liquid.

With all the different coffee drinks, no wonder there’s a special name for the talented ones who serve it—baristas. They speak the language. Now, what kind of coffee will you order next?

Figurative Language: 5 Tools to Spice Up Your Writing

A cardinal axiom of good writing, “show, don’t tell” reminds authors that language is infinitely more vivid and poignant when it appeals to the senses. Writing that does this has an amnesic effect on readers, ensconcing them so deeply in the story that they forget they’re reading a story at all. Perhaps the most apt tool to cast this spell on readers is figurative language, which employs various devices that imply meaning rather than plainly stating it. Here are five figurative devices that will breathe new life into your writing by compelling the reader to look beyond the obvious.

The Double Epithet

An epithet is an adjective or phrase that expresses attributes of a person or thing, such as “Alexander the Great.” Considered a device of poetic diction, epithets abound in famous poetry, especially Homer’s. For example, he coined phrases like “the rosy-fingered dawn” and “the wine-dark sea.” Epithets have even more figurative force in pairs, known as double epithets. Shakespeare was especially fond of this tool, penning classics like “mad mustachio purple-hued maltworms,” “beslubbering swag-bellied ratsbane,” and “roguish tickle-brained fustilarian.”

Anaphora

Used as both a rhetorical and poetic device, anaphora refers to parallelism created by successive lines or phrases beginning with the same words. Poetically, the recurring sounds produce a driving rhythm that can intensify the language’s emotionality. Rhetorically, anaphora lends emphasis to concepts. Anaphora appears frequently in the work of Charles Dickens (e.g., “It was the best of times, it was the worst of times”) and also figures prominently in Martin Luther King, Jr.’s “I Have a Dream” speech (King repeats the phrase “I have a dream” eight times in the closing paragraphs of the address).

Alliteration

This literary device repeats consonant sounds in a sentence or verse, typically, but not always, at the beginning of a word. Alliteration can give writing character and add an element of whimsy. Strategically, alliterative devices draw the reader’s attention to a particular passage, set a mood and rhythm, and can suggest certain connotations. For instance, a recurring “S” sound connotes a serpent-like quality, suggesting treachery and peril. Poe’s line “And the silken sad uncertain rustling of each purple curtain” from The Raven uses alliteration, as does Beowulf‘s “Hot-hearted Beowulf was bent upon battle.”

Onomatopoeia

Appealing to the aural senses, onomatopoeia uses words imitative of sounds, such as quack, boom, whoosh, whir, hiss, crunch, crack, and swish. Paradoxically, onomatopoeia can add both frivolity and reality to writing, as it quirkily yet accurately mimics common sounds. The Alka Seltzer slogan “pop, pop, fizz, fizz, oh, what a relief it is” uses this device, as does Poe’s line from the poem The Bells “How they tinkle, tinkle, tinkle in the icy air of night!”

Hyperbole

When authors intentionally overstate for effect, they employ hyperbole. These exaggerations can be ludicrous or funny and help the author make a salient point. An excerpt from Monty Python’s “Four Yorkshiremen rel=”nofollow”” skit illustrates this device perfectly as used for comedic effect. In describing how poor he was, one of the characters says, “I had to get up in the morning at 10 o’clock at night, half an hour before I went to bed, eat a lump of cold poison, work 29 hours a day down mill, and pay mill owner for permission to come to work, and when we got home, our dad would kill us, and dance about on our graves singing ‘Hallelujah’.”

If variety is the spice of life, figurative language is the cayenne pepper of prose, figuratively speaking. So what are your most clever or creative uses of figurative language?