May 05 2009
Back to the Basics: Email. Make sure you are using it to your full advantage.
Remember the days when there was no email? Today, it’s hard for most to picture life without it, but the truth is, email hasn’t been around all that long. However, the effect email has had on the way we communicate with each other has been profound. Through its convenience of transmitting vital information quickly and efficiently, email has undoubtedly brought our world closer together. But is it possible to misuse or over rely on email as a communication tool? I think so. And therefore, I think it’s worth revisiting the basic rules from time to time. Here are some of my tips and hints for using email to its full advantage:
1) Say exactly what you mean. Unlike in conversation, there are no visual or aural clues (like body language, eye contact, tone of voice, etc.) to hint to the other person what the subtext of your words might mean. (Emoticons attempt this, but it’s not such a good idea to use these in professional correspondence.) When we try to hint at something through email, the results can often be disastrous: either the recipient completely misses your meaning, or they might even misconstrue it as offensive! So use the clearest, simplest words you can to get your message across directly. If you don’t feel like you can do that, then you might want to reconsider using email in this instance.
2) Say it in as few words as possible. Brevity is key here. Get to the point. Fast.
3) Make sure you respond to each and every point. And address each of these points one paragraph at a time. There is nothing more frustrating than receiving a reply email that fails to address all of the questions or concerns you took the time to spell out. Except perhaps an email that addresses them all in a disjointed, unorganized fashion. Read your colleague’s email, and mentally organize the discussion into several sub-points. Then address each one of these sub-points in separate paragraphs.
4) Remember we still have telephones. And legs. If the discussion of your email is so extensive that you realize it’s taking you half an hour to type out what could be explained– through good, old fashioned conversation– in 5 minutes, then it’s time to abandon ship and either pick up the phone or walk over to your colleague’s office. Unfortunately, I think we sometimes get so wrapped up in the ease of using our computers as one-stop-shops for all of our communication needs, that we forget that email reaches a point where it loses its time effectiveness.
5) If it’s urgent, skip email and go straight to the phone. Remember that, even in this day and age, not everyone is necessarily as glued to their computer as you are. And sometimes, emails don’t make it to their destinations. If you need something to be addressed ASAP, it’s always the best policy to speak to the person directly. That way, you’re assured of knowing 1) that they did indeed receive your message and 2) when they received it.
Email has left an indelible mark on our modern society. A mark that, for the most part, has increased productivity, globalization and ease of communication. But it’s important to remember that email has a place, a time and certain limitations that we must keep in mind in order to use it effectively. Email should be treated as a supplement, not a substitute. Incorporate it into your high standards of communication; don’t let it redefine them.
About The Author: Anna Howland
Anna Howland is the Associate Director of Marketing at the American Biographical Institute. She graduated from the University of North Carolina at Chapel Hill in 2003 with a degree in English Literature. Anna enjoys using the power of the written word to reach people in meaningful ways. Through her knowledge of language, her skill of communicating important messages through writing, and her ability to connect with people on a personal level, she has played an integral role in developing the content of Women That Network. Her insight on communicating effectively helps WTN members to make the important connections that are so vital to reaching their career potential. Anna can be reached at ahowland@abiworldwide.com.
One Response to “Back to the Basics: Email. Make sure you are using it to your full advantage.”
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Sage advice, Anna. Email has certainly become a vital medium of communication, though it is often abused. It seems that the convenience of technology often deletes important face-to-face, interpersonal communication from our lives. I feel the same way about texting. Sure, it may be sometimes practical to text a quick answer out of somebody. However, nothing irks me more than when someone texts me a novel instead of choosing to engage in a warm conversation. In the business realm, I think that email should be used as a “supplement,” just as you said. Emails are always a less-intrusive way of following up on the actual conversation and reinforcing key messages. However, emails should never be a replacement for old-fashioned verbal communication!