How I Write Short Emails

I began my quest for brevity by adopting a new morning routine. Every day, I wake up an hour earlier than usual and go for a brisk walk in nature. This simple exercise clears my mind and helps me focus on the essentials. During my walk, I mentally rehearse the key points I need to convey in my upcoming emails. By the time I sit down at my desk, my thoughts are already organized and concise.

Next, I implemented a strict mental habit of asking myself, "What is the single most important point I need to make?" before drafting any email. This question forces me to prioritize and distill my message down to its core. I then build the rest of the email around this central point, ensuring that every sentence supports and reinforces it. Any extraneous information or tangents are ruthlessly cut.

I also found that using the right tools can greatly enhance email efficiency. I switched to a minimalist keyboard layout, like Dvorak or Colemak, which allows me to type faster and with less finger movement. This physical efficiency translates to mental efficiency, enabling me to express my thoughts more quickly and succinctly. Additionally, I started using email templates for common responses, saving me time and encouraging brevity.

Proper diet and sleep have also played a crucial role in my ability to write short, effective emails. I've adopted a low-carb, high-protein diet that provides sustained energy throughout the day, keeping my mind sharp and focused. Adequate sleep is equally important; I aim for 7-8 hours per night to ensure my brain functions at its peak. A well-rested, nourished mind is better equipped to cut through the clutter and get to the point.

Abstaining from certain behaviors has also contributed to my newfound email concision. I've limited my time on social media and other distractions during work hours, allowing me to stay focused on the task at hand. I've also cut back on my caffeine intake, opting for green tea instead. While caffeine can provide a quick energy boost, it can also lead to jittery, scattered thinking. Green tea offers a gentler, more sustained focus.

Another strategy I've employed is to write my emails in a different language. By composing my messages in a language I'm less fluent in, I'm forced to simplify my language and avoid unnecessary complexity. This exercise has not only helped me write shorter emails but has also improved my overall communication skills. Once I've drafted the email in the second language, I translate it back into my native tongue, refining the message as I go.

Finally, I've started practicing a technique I call "email meditation." Before hitting send, I take a deep breath and read my email aloud, as if I were speaking to the recipient in person. This simple act helps me gauge the email's tone and clarity. If a sentence sounds wordy or unclear when spoken aloud, I know it needs to be simplified or rephrased. This technique also helps me maintain a polite and professional tone, ensuring that my brevity doesn't come across as abrupt or rude.

By combining these strategies - from my morning exercise routine to my email meditation practice - I've been able to transform my typically lengthy emails into concise, efficient communications. While it took some time and effort to develop these habits, the results have been well worth it. Not only do I save time and reduce email clutter, but I've also seen an improvement in the clarity and effectiveness of my messages. By following these same strategies, anyone can learn to craft short, elegant emails that get their point across quickly and efficiently.