Email Versus Productivity
I’m sure you have found yourself reading over a simple email that you just wrote, and then decided that you don’t like it. You probably tried a number of versions, hoping that your message will be clear. You probably worried that you would have to write two or three more emails to clear up the message if the recipient(s) did not get the right idea.
I was consciously thinking about the efficiency of email, and realized “What a waste of time!”.
I found on a number of occasions that a simple email could easily take up to an hour of my time, and I am sure you have been in this position. Sure this would be great if you were (are?) a lawyer and charged by the hour. But I am not a lawyer and don’t get paid to spend more time writing emails.
Let us look at the reasons we like email so much:
- Getting things in writing
- Avoid phone tag
- It’s “fast”
- You can “proof read” it, so you give the right message
- It is in your “comfort zone” and you can take time to get your message right.
We agree that email can take more time than expected. In fact a simple message can take a lot longer because we want to make sure the person receiving the email does not misunderstand what we are trying to say.
Marshall McLuhan said “The medium is the Message”.
I am going to dissect each reason above, and make some points about why email might not be the right choice when communicating. There are some amazing reasons we should not default to sending messages by email or “texting”, and think about all the other methods of sending a message. Remember, you are not limited to one medium. Your message can be more effective by using more than one medium, and more efficient by using the available media in a specific order. Choose wisely and you can complete tasks faster, avoid extra stress, and communicate more effectively.
1. Getting things in writing
Yes, there are people that will throw you under the bus. How often does this happen? How often do you need to go back in your email and send a copy to convince people that things are different. For me, this is not often. In fact, when you are in a rush to send that email out quickly, you might make a mistake, and it is hard to back-track. It is in writing. Permanent. On the other hand, speaking to a person (in person or over the phone) you can back-track and correct yourself.
Point: Decide if you need it in writing before choosing email as your method of communication.
2. Write an email to avoid phone tag
Sure, you can send your message when you are ready, and wait for a reply. Unfortunately some people are too busy and might not read your entire email. The subject line that you write might not even get their attention. This happens to me quite often when I send an email to my boss. Ever happen to you?
Well the good news is that you are not limited to one medium. There are actually three mediums that we are considering in this point. Email, voice (over telephone)… and voice mail.
I believe the best order to try and get your message across is: 1) telephone, 2) voice mail, 3) email.
If they pick up, you get your message across quickly, get your answers quickly, and continue without waiting for a reply. If not, you might still get the message across quickly by leaving a voice mail. Worried your voice mail will be too long? You can still avoid phone tag if you are prepared to use voice mail as a medium. I have not been prepared for voice mail in the past and fell back on the line “It’s Frank, please call me back when you get a chance”. What do you usually say when you expect someone to pick up and hear their voice mail. I bet you just hang up half the time and go straight to email. If you’ve read this far, now you will know better. You will remember to prepare an effective voice message. Example:
“Hello Boss, I am going to send you an email about why we should consider using a phone when calling a customer before or instead of writing an email and the reason is we can be more efficient and productive at work”.
Note that an effective voice mail will include the subject and the reason.
Your message will be more effective because:
a) If they get the voice mail first, they will pay more attention to your email or
b) If they get your email first, the voice mail will ensure that they read it, and remind them of the message that you are trying to get across.
Point: Call first so your message can get across faster and more effectively. Make sure you are prepared to use more than one medium (prepare to use voice mail and email together if someone doesn’t pick up).
3. It’s fast
Yes. when you compare email with snail mail, it is fast. It’s electronic, it can be sent at light speed! But it is still mail and not a live conversation. There are faster ways to get your message across. Even “texting” wins here since you and the recipient do not need to be at a computer (not really applicable to blackberry users). Still, voice is faster, and may be more appropriate in professional communications.
Point: Email is not fast
4. You can “proof read” it, so you give the right message
Does it make sense to “proof read” a conversation? If you are sending a report, then point number 4 is a good reason to use email (although it might be better to create a document and attach it to an email). If you are asking a question or replying to a message, then you are wasting time proof reading extra content. This is part of the reason this post is labeled “Email Versus Productivity”. You do not need to proof read a voice mail or phone conversation. I want to emphasize a point I made above: prepare an effective voice message. This will allow you to ask a question and get a reply without really playing “phone tag”.
Point: don’t create content that needs proof reading unless it is necessary
5. It is in your “comfort zone” and you can take time to get your message right
Communicating in person or over the phone allows an interactive conversation. You can spend a small amount of time answering one question the other person may have about your message, rather than explaining everything in your message, and having a long email that people might not even read. Getting your message right does not mean it will be effective.
As for “comfort zone” I will direct you to an article by Drew Laughlin that explains why reason number 5 is not a good reason to use email: Are You Gutsy, or Wimpy?
Point: Try to think about the goal of your communication. Consider stepping out of your comfort zone to communicate more effectively. You don’t need email to get your message right.
Note: The content in this WebLog (blog) is copyright © Frank Forte
You may not reproduce this content without written permission by Frank Forte.
I would be happy to let you use my content, just ask! But don’t use it without my permission or I will release my lawyers. It will be just like when Mr. Burns releases his hounds, only the hounds will be lawyers, and you can’t run from my lawyers.
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