How to Evaluate Someone When You Can’t Meet in Person

 


LESSON 15

How to Evaluate Someone When You Can’t Meet in Person


Many things are revealed in the way we write. Different colors have distinct writing styles; some take the time to express themselves, while others keep brief. If you have the chance to read through a longer writing sample that the person in question has written—a report, a column, a letter, or a letter to the editor—you have lots to go on. Very often it’s possible to detect a color in the written word. If you’re a person of few words in speech, you can also be the same in your writing. And vice versa.

If the only thing you have is an email, then you have to go on what you have. Let’s say that you’re replying to a customer’s message. You want to prepare yourself properly. You look carefully at how his email reads. Is it factual? Is there any kind of personal touch? Is it short and concise, or does it seem to have been written a little spontaneously? All of these little details are important signals that you can use to your advantage. As usual, there are plenty of exceptions, but there are still patterns to be aware of.

Here are some examples of what this can look like.

From: kristian.jonsson@teamcommunication.com

To: Cina.cinasson@coco.net

Subject: Meeting

Meeting tomorrow morning at 11. BE PUNCTUAL!

-K

What do you think? Is K screaming because he used capital letters? It’s not clear. It could be that he just wanted to stress that the time for the meeting is important. Maybe he was rushing out somewhere. It doesn’t matter to him that the person receiving the email might be put off by the abrupt style and the caps lock. As always, a Red can live with that. Get a grip! He just wanted to be clear.

Your action: Reply instantly! Be short and concise. One way might be to simply reply: “Okay.”

From: kristian.jonsson@teamcommunication.com

To: Cina.cinasson@coco.net

Subject: Meeting

Hello, Cina! What’s up? Were you at the game last night? I saw that Lasse was there. He spilled his drink all over himself, and I thought that I would never stop laughing! Check out the picture I put on Facebook. By the way, I thought that we could sit down and chat about that customer tomorrow morning before lunch if it works for you. Is eleven o’clock okay?

Ciao! Krille


From: kristian.jonsson@teamcommunication.com

To: Cina.cinasson@coco.net

Subject: Meeting

Oh, I forgot to attach the photo. Anyway, here it is.

Krille

Even in writing, a Yellow expresses himself in a very spontaneous and easygoing manner. He likes to share stories and keep things personal. Note the social babble about poor Lasse and his drink. A good laugh that must be highlighted to attract your attention.

Your reply? There isn’t any need to rush, but don’t fail to respond or he’ll feel insecure. Be cordial as well. Don’t forget to thank him for the funny picture and mention that you laughed at his story.…

From: kristian.jonsson@teamcommunication.com

To: Cina.cinasson@coco.net

Subject: Meeting

I just wanted to remind you about the meeting tomorrow at eleven. Hope it still works for you. I’m going to bring in some homemade cinnamon buns to have with our coffee. Have a good one!

With kind regards, Kristian

A softer, more personal tone. Kristian had probably polished this email appropriately, to make sure there was nothing controversial in it. Reminding people about meetings that were booked a long time previously can be perceived as slightly offensive by some people, so here we want to be certain that nothing can be misinterpreted.

And how do you respond to this pleasant email? Be personal and benign in return. Express your thanks. You don’t have to say that it will be great to have some cinnamon buns, but if you do it won’t do any harm. Then remember to take it easy and not to stress at the meeting.

From: kristian.jonsson@teamcommunication.com

To: Cina.cinasson@coco.net

Subject: Meeting

Good morning, Christina.

Ahead of tomorrow’s meeting with our client, I would appreciate it if you could familiarize yourself with the necessary background information.

I’ve attached three documents relating to the issue.

Greetings,

Kristian Jonsson

+ 46704808080

Copy of dates and participants.xls

IT Strategy Update UGMT.doc

Flyer Template 27 Nov 2014.doc

The original invitation to the meeting was sent out a long time ago, but you’ve already figured that out, right? An alarm was probably set on the computer to send out a reminder about the meeting a day beforehand. The text in the email is factual and doesn’t contain even a trace of a personal touch. There is a little note reminding you that it’s best to be well prepared.

What’s the best way to answer this Blue email? Confirm that you’ve received it along with the files. Say that you will get back to him if you have any questions after reading through the material. And know that the sender assumes you’ll read the whole thing carefully.





THANKS FOR READING HUMAN!





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