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In Defense of Being Direct

 


Directness has never been a more controversial topic.  Whether it is the casualness of text-based communication (I’m looking at you, Millennials and GenZ) or the association of directness with confrontation in this politically-polarized time, it’s sometimes tough to advocate for getting to the point. 

This conundrum is ironic.  We live in a world of viral videos, controversial news headlines, and a collective mindset that consistently urges us to “get to the point.”  We want our information yesterday!  It seems like nobody, ultimately, has time to wait for the details.  

That point, in the world of business, has never been more true.

Today, I am advocating for directness.  For a movement to state the “bottom line up front” (or BLUF as we managerial communications types like to “acronym it”).  Despite our parents’ warnings about being too direct, I present the counter point: Clearly stating one’s intentions, in many situations, is the ultimate way of showing consideration for your audience (and maybe even earning a better shot at having your message heard).  

But we’re already five paragraphs in.  At the risk of violating my own treatise in praise of brevity, let’s get to the stats: 

• The average person spends nearly 6 hours checking work and personal e-mail a day (https://www.cnbc.com/2019/09/22/heres-how-many-hours-american-workers-spend-on-email-each-day.html)

• Nielsen’s 2018 survey indicated that the average American was consuming over 11 hours of media a day (keep in mind these were pre-covid figures) (https://qz.com/1344501/americans-now-spend-11-hours-with-media-in-an-average-day-study/)

In the current remote work environment, employees are being regularly overwhelmed with e-mail, video meetings, and other information-centric requests.

This barrage of information means that our workplace is full of overwhelmed employees being bombarded with too much information.  On top of the concerns for cognitive wellbeing, this scenario can throw our messages into a swirling black hole.

My human solution: Let’s cut to the quick and get on with it. 

Let’s be real; in “real life,” nobody likes that person who immediately “gets down to business” without asking about your kids and your promotion, but email and Zoom calls are not the same as in-person interactions.  Instead, why don’t we explore ways to save time for the recipients of our messages?  Why not simplify their information filtering process while ensuring our message makes it through? 

The e-mail subject line is one of the biggest missed opportunities in this regard.  Instead of vague verbiage like “meeting info” or “agenda,” why not describe what the recipient is being asked to do or build a case for actually opening the e-mail?  Subjects such as “directions for tomorrow’s server installation meeting” or “restructuring plan guidance requested” offer the reader both context and priority.  In short, they will quickly know which e-mails they need to open first (or at all). 

Once the recipient has rewarded you by opening the message, state your intentions.  A reader should know by the end of the first sentence (second at the max) why this message is important and what details they will receive if they continue.  Think of lines 1-3 as the executive summary or elevator pitch for consuming further details.  If you’re talking lengthy information, summarize the key points in the email and save the details for a longer attached file.  Paragraphs should go no longer than three sentences when possible.

Let’s suppose you need to get a redesign of your company’s mobile app back on schedule.  

Bad: 

Hi Chuck, 

Sometimes the best of plans just don’t turn out correctly.  This entire year has really been complicated, between COVID and employees taking sick leave to take care of their kids, not to mention the concerns about our employer contribution to the 401k.  It’s safe to say we’ve all been very stressed and pressed.  And that’s why I’m writing you; we really need to consider getting some contractors on-board to get our programming project back on track. 

You’ve already spent nearly a paragraph making excuses before Chuck realizes why you’re writing. 

Good: 

Chuck, 

I’m writing to request the funds necessary to get our mobile app project back on track.  The attached project plan will provide details, but a $10,000 temporary investment out of our contingency funds will allow us to hire the necessary contractors to get us back on schedule. 

The second example might come across as “rude” in person, but this type of conversation is putting time back in Chuck’s day and enabling him to begin processing what needs to happen.  By being direct, the author is ultimately showing greater respect for both his time and the company goals, as well as helping him expedite the necessary tasks. 

Here's another great trick: Send yourself the e-mail and read it back on your smartphone.  If you can make it all the way to the key points without eyestrain, you’ve probably done the job.  

Finally, end the message with a call to action.  You’ve been up front with what you’re asking for; now reinforce it at the end.  Phrases like “I will expect your feedback by Monday” or “please contact me for further discussion” will keep the conversation going. 

Show respect your audience (and increase your chances of breaking through the wall of communications noise) by being direct.  Your overwhelmed reader will appreciate the consideration of their time…and may just get the message. 


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