One Short Email Showed Me the Power of Click! Colours

Email is one of the most common forms of communication today. Verbal communication is on the decline (most of us do not answer calls from unknown numbers) and instant messaging is on the rise. But emails continue to fill our inboxes. Written communication is a minefield for misunderstanding. We spend so much time worrying about what we are saying that we often forget about how the person on the other end reads it.

I have always been someone who prefers short, to-the-point emails. Skip the pleasantries and just give me the core message. In fact, adding a line like ‘Hi, hope you’re having a great week!’ is usually an afterthought for me, a conscious extra step to add a bit of warmth.

Case in point: we recently received an email from a client about an upcoming booking. The entire message read:

‘Can we change the date to 25 May?’

No greeting, no sign-off, just the question and his signature.

To me? Absolutely perfect. It was quick, clear, and saved everyone time. But to someone else on our team, it came across as cold and rude. Same email, completely different reaction.

That is a classic example of why understanding Click! Colours matters.

When you tailor your approach to the recipient's style, your message gets read, understood, and received the way you intended:

For the Red Carer: Never skip the niceties. Start with a warm greeting or ask how their week is going. Personal connection matters to them and jumping straight to business can feel cold and heartless.

For the Yellow Playmaker: Keep it snappy and high-level. Use bullet points, ditch the long paragraphs, and focus on the big picture. If you load them down with details, your email will get skimmed or filed away for ’later’.

For the Blue Analyser: Focus on the why. Provide the context, the logic behind your request, and the specific problem you need help solving. They need to see the reasoning before acting.

For the Green Safekeeper: Give them the how. Lay out the step-by-step details, timelines, and logistical specifics. Vagueness creates uncertainty for a Safekeeper, so clear structure gives them peace of mind.

Writing to a Group (or Someone You Don't Know Yet)?

When you are sending a broadcast email to a team, you must write for all four colours at once. Here is the simple, 6-step formula I use to hit every profile:

1. Start with a warm, human greeting (Carer).

2. State the core request or purpose immediately (Playmaker).

3. Explain the background or reasoning behind it (Safekeeper).

4. Provide key details in the body and attach full documentation for deep dives (Analyser).

5. Bold critical items like deadlines, action items, or key dates so skimmers instantly see what matters.

6. Close with a clear summary of the expected outcome and a genuine thank you (All).