E-mail: A Critical Communication Tool if Used Correctly

Over the weekend, I had some repairs that had to be done at home. I pulled out the trusty toolbox, and as I moved from project to project, I had to think about which tool would be most effective.

Midway through my project, I had an epiphany: How similar is what I’m doing at home to what happens at work – picking the right tool for the right activity?

Let’s say I have feedback to give a colleague or direct report. Should I see him or her, if possible; or is it OK to e-mail the person? If I have data to report, should I call the person, put it in writing, or send a quick e-mail?

If I want to thank someone for something he or she did to help me -- a much more personal type of communication – do I send a handwritten note or an e-mail?

Just because we have incredible communication tools – like e-mail – doesn’t mean we always should use them … or possibly abuse them.

E-mail shouldn’t be used for sending long messages, discussing confidential information, or distributing negative news, or sending complicated policy changes.

E-mail also shouldn’t be used in lieu of having face-to-face time.

Even if you do choose the right tool, you need to use it properly. Over the weekend, my husband was slicing potatoes using a mandolin -- a great kitchen tool.

Unfortunately, he didn’t anchor it properly, and ended up slicing his finger. Not good for a dentist!

The same is true with e-mail. It is so easy to use, that we frequently throw caution to the wind when using it.

Be sure to pay attention to both the tone and accuracy of all e-mail messages. You don’t want to appear to be abrupt or sloppy.

The cost of e-mail mistakes, abuse, and misuse, can be great.

So, just think of e-mail as one tool in your communication toolbox, and use it carefully and selectively.

Time for E-mail Etiquette Reminders

If the countless messages now in my “in box” are any indication of the larger electronic messaging community, it’s clearly time for a reminder about the basics of electronic communication protocols.

We all know by now not to send messages all in uppercase letters -- cyber “shouting” is never acceptable – but what other e-mail etiquette mistakes are we still making? Here’s my top three.

Monitor the monitor. I’m still getting lengthy e-mail messages that run more than one screen, making me scroll on and on. If you have that much content to share, perhaps consider writing a snail mail letter or fax, or even picking up the phone to call the person. E-mails are meant for fast sharing of information, not sending out mini white papers. If, however, you have an important attachment to send along, it’s OK to do so with a concise message in the body of the e-mail – as long as you know the recipient is expecting the attachment, or doesn’t mind receiving information in this manner.

The subject line is there for a reason. This is the best way to let your recipient know immediately what your message is about, and entice them to read it. So, why waste this critical opportunity by saying something like, “A Message from Jane Doe,” or, worse yet, leaving it blank? Be as specific as possible. “Save Thousands on Training Programs,” “May 1st Project Deadline” or “Critical Sales Meeting Next Tuesday” certainly would grab my attention.

Wireless woes. Now that people are using cell phones, BlackBerrys and other wireless devices with more frequency to send e-mails, it’s important to note how you’re sending a message. People on the receiving end of messages sent from these types of gizmos aren’t going to realize why they received a brief, five word e-mail with abbreviated spellings. So, your message may come across as angry, annoyed, or just plain rude. Tell the recipient right away how you’re sending the e-mail and avoid this misinterpretation of your message.

Remember these etiquette pointers before you click “send,” and you’ll increase your e-mail effectiveness.