Elevate Your Email Etiquette: Use the Towels Technique for Mindful Communication

In the fast-paced world of professional communication, the impact of emails cannot be overstated. We all send and receive dozens of emails every day and they serve as the lifeblood of collaboration, conveying not just information but the essence of our professional personas. However, we also know that emails can at times be misinterpreted and misunderstood (unless utmost care is taken while writing them), leading to issues and confusion rather than effective communication or collaboration!

Many years ago, I had come across a technique called the “TOWELS” method for effective email writing. I am unable to recollect where I learnt it and before putting up this post, I googled it as well, but nothing came up. In any case it is a simple and effective way to write better emails and I thought of sharing it on LinkedIn. The credit goes entirely to the person or organisation which came up with the idea, and I am simply reproducing it here.

TOWELS as you may have guessed by now, is an acronym and each of the letters is elaborated below.

Think:

At the core of the technique is the “Think” step urging you to pause and think before you start typing. Mindful communication begins with a thoughtful consideration of your purpose and the message you intend to convey. Take a moment to reflect on the recipient and the context of your email. What tone is appropriate? What actions and emotions do you want to evoke? By engaging in this preliminary thinking process, you lay the foundation for a message that is intentional, purposeful, and aligned with your professional objectives.

Outline:

Once you have a clear understanding of your message, the next step is to outline the key points you want to convey. An organized structure helps ensure that your email is logical and easy to follow. Consider the flow of information and how each point contributes to the overall message. Outlining also allows you to identify any gaps in your communication, making it coherent and clear.

Write:

With a well-thought-out outline in hand, you can now start writing your email. Pay careful attention to the choice of words and the overall tone. Be concise and to the point, avoiding unnecessary details that may dilute the core message, with every word contributing meaningfully to the overall message. The Write phase is where the actual content of your email takes shape, and every word should serve a purpose. Mindful writing involves expressing your thoughts clearly while being considerate of the recipient's perspective.

Edit:

Editing is a crucial step in the Towels technique that ensures your message is polished and error-free. Review your email for grammar, spelling, and punctuation. Additionally, pay attention to the tone and clarity of your writing. Are there any ambiguous phrases that could be misinterpreted? Editing allows you to refine your message and enhance its impact. It's an opportunity to catch any unintended implications and make necessary adjustments before the email reaches the recipient.

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Leave:

After crafting your email, resist the urge to send it immediately. Instead, step away from your computer or device and give yourself some time before revisiting your message. This "cooling-off" period allows you to approach the email with a fresh perspective. You may notice aspects that require further refinement or consider additional details that enhance your communication. The Leave phase prevents impulsive sending and promotes a more deliberate and thoughtful approach.

Send:

The final step is to hit the "Send" button, confident that your email is a product of mindful communication.

By following the Towels technique, you have taken the necessary steps to convey your message clearly, considerately, and free of potential misunderstandings. Sending an email with mindfulness not only reflects positively on your communication skills but also contributes to a culture of respectful and effective correspondence.

I am sure a thought will cross your mind that all of the above is quite onerous in terms of time, which in the beginning it certainly is. However, not all emails require a deliberate use of the technique, and it is obvious that you should be able to quickly decide which emails are critical and important and merit that extra time, and which ones do not. And you will get better by practice! And as you diligently apply this technique, it will gradually become second nature, and you will naturally incorporate this approach into your email writing.