The neurophysiological dynamics of understanding each emailmessage is very complex. From that complexity,
three basicphases float to the top that you will want to becomefamiliar with. I’d like to label these: (1) the associationphase, (2) the connection phase, and (3) the reaction phase.Let us look at each of them and discover how the writer and readercan assume a more active role.
In the Association Phase, the sender’s words are read andconverted to an image in the reader’s mind, optimally it shouldbe the same image the writer held in his mind. Sometimes, thewriter’s words lack enough information and the recipientcannot grasp the image. The word count has nothing to dowith the creation of an image. I have read long emails thatdance around any possibility of creating an image even ifthe recipient could read between the lines.
The first question I ask myself when receiving an email is:”Is what they are saying giving me enough information so Ican form a clear image?” If not, I ask, “Am I in an openspace at the moment to translate this image?” Sometimes,when pressed for time or there’s too many thoughts swirlingin my head, the space isn’t available. If not in the rightspace, I move the email to a “to be read later” subfolder,and schedule a follow-up time to reread.
Later, after returning, and in a good space to reread, andthe image is still not appearing, I send a reply email tothe sender asking for clarity. My language usually goessomething like this: “Thank you for your email. I have readit several times and can’t seem to form a clear image ofwhat you are asking. Could you please ask again in adifferent way so that I can give it my full attention and therespect it deserves?”
If the email covers several subjects that are confusinglyintermixed, I will also include some additional languagelike this: “When I write emails with various topics, I findit beneficial to create separate topic titles that focus onwhat comes next. Could you possibly do this to add to theclarity?”
It is the sender’s responsibility to convert their imageinto words. They should have the right words thatthe reader can transform back into the same image given.Don’t take on the writer’s responsibility,or makeassumptions, it only leads to miscommunication.If you do, the image they form of youwill be off kilter and negative.
The Connection Phase. When writing your response, you willwant to make sure that the reader receives a clear image of whatyou are sending as well.
This means that your words need to match the return imageyou want to convey. If the topic is about apples, you donot want to add an orange in the middle of the apple image.Match apples to apples first because that was responding tothe original image. ui ux design and development services