B.L.U.F. Method: Easy and Effective Email Communications
January 6, 2009 by Phil Gerbyshak
Filed under Business
Do you rely on magic to get your point across to your team or somehow try to mind meld your message to them?
I once had a manager who would try to use Jedi mind tricks to get his point across. If that wasn’t weird enough, he actually believed when we complied with what he asked that we did it because of his powerful mind. His emails were vague and he would always send notes to the whole team instead of to the people who needed the information.
Nobody responded to his e-mails because everybody thought somebody else would respond.
Not very effective use of e-mail.
But there’s a better way. It’s called the B.L.U.F. (Big Lead Up Front) method and it works!
How you can use B.L.U.F. to help you communicate more clearly?
1) Use the subject line in your e-mail for initial clarity and add as much information as you can without making it too long.
Example: Subject: Need your answer by Tuesday March 1st at 3 PM
2) Consistently use the To line for all those who you require a response from, and put those who need the information but don’t need to respond, in the CC line.
Example: If you want a response from John, Jane and Sam, but you want to make sure Sally and Tom know the information, you put John, Jane and Sam in the To line, and Sally and Tom on the CC line. Simple, huh?
3) State the main point in the first sentence of the e-mail so folks don’t have to guess what you’re trying to say.
Example: We have 2 options for a meeting date: Friday March 5th at 3:00 PM or Monday March 7th at 10 AM. Please respond with your preference by Tuesday March 1st at 3 PM.
Don’t worry. You can still explain any background information or anything else you want to share below your B.L.U.F.
Simple.
Clear.
Direct.
Don’t rely on Jedi mind tricks and expect folks to guess what you want in email.
Jo Davis, magician photo courtesy of doonvas
My pet peeve in the ineffective-email category is forwarding me a message when I am already on the original distribution list. Nothing like receiving one original and three forwards of the same message. ;) Take a moment to scan the To or CC list before you forward a message.
Your example subject line is not really a summary. Every recipient will still need to read the message…
I’ve seen BLUF explained as: “Bottom Line Up Front”. For advanced lessons on clear writing, study “the Minto Pyramid Principle”.
Pet peeve? A message that only says “please see attachment”, and the attachment is a simple plain text message….
Great advice, Phil! Getting e-mails whose subject line is blank or, worse, “Hello”, makes me crazy (crazier?).
It’s amazing how many people don’t know how to use email. I think that your Jedi manager is funny, but the sad thing is I knew a guy like that too. He had a sit down with the manager and most of his faults were straightened out.
Nice write up.
I’m a fan of the one-liner mails, where possible — it’s a great way to practice precision and clarity.
Short. To the point. Direct.
All great tips.
Another one – don’t copy anyone not directly responsible to you for an action.
One more – avoid anything in the email not relevant to the exact point or action you are trying to convey. Don’t make small talk.
Ian – That’s dumb and lazy. I admit, I’ve done that when I’m forwarding it along to my manager if one of my peers is copied in so he knows he doesn’t have to share the information.
Rob – You’re right. My example is less than perfect. Thanks for the advanced lessons advice. This is just a small overview. If I read the lesson, I will share more.
Thanks for sharing your pet peeve. That is WAY stupid.
Marianne – Hopefully it’s crazier :)
Karl – That guy is now on to greener pastures. I don’t know if anyone cared enough to let him know.
J.D. – One liner emails can be good practice. I find that often they lead to more questions however.
Todd Great tip on copying in only pertinent people.
I’m not so sure about your tip about small talk. I often use email to build a relationship and let folks know I am not only 100% business. It depends on who I am sending it to, not on me.