E-mail is my least preferred method of communication. Make it yours, too.
To be clear: I use e-mail all day, every day. I recognize its role in the modern workplace, so I manage my inbox like a grown-up and don’t talk about the number of e-mails I’ve received in any given period of time.
But, give me a break, e-mail is the worst.
You’ve heard us say it before: it’s never, ever about you. However, e-mails are inherently about you and the things you want to say and the information you want to get off your desk as soon as possible. An e-mail recipient can’t chime in halfway through a message to say, “wait, this doesn’t make sense to me, can you explain?”
Know e-mail will always be a part of your life, but treat it like your least preferred method of communication. Your last option. Burger King is my least preferred lunch option, on post. Does that mean I’ve never been to Burger King? I wish, but false. This just means I’ve got to rule out all my preferred options before deciding on becoming a human ball of grease and misery for about 24 hours.
When my co-workers choose to e-mail me about work, I hope they understand this is the equivalent of inviting me to meet for lunch at Burger King. I might say yes, but I’m not going to feel good about it, and our relationship will never be the same.
Here’s how and when I use e-mail:
- When the verbiage matters. Acceptable. We deal in the business of precise communication, so when other spokespeople need to understand and repeat your statements’ specific wording, send it over e-mail (but not as an attachment.)
- When the audience is wide. Also acceptable, because we deal in the business of flat communication. As much as I’d like to, I can’t talk over the phone to each member of a dozen-plus PAO network because there’s no way they’d all receive the same talking points or be in a position to connect with one another.
- When the timing is off. This is natural, because we deal in the business of fast yet transregional communication. Know your colleagues’ general work schedules, and make sure they have important information for the start of their workday, whenever that is in their time zone.
- When I need a record of the communication – such as an official response to cover my ass, or a direct task to micromanage a teammate. Lame, and rare, because we should try to only work with professionals who can take action without formal requests and records.
- When I want to coordinate a time and place for one of my more preferred methods of communication. Because I’m respectful of others’ time and don’t want to interrupt busy people if it’s not necessary.
- When something is not my problem … in direct violation of my self-prescribed job description. If I’m not picking up the phone or walking over to your office, this project is probably not on my task tracker.
- When I’m not prepared. If I don’t know enough about a topic to talk about it face to face with a colleague, I’m tempted to stall over e-mail as I get a sense for the recipient’s agenda, while frenetically digging for information.
- When I know e-mail is the recipient’s most preferred method of communication. See, it’s not all about me and the things I prefer.
- When I’m stressed or being lazy. Sad but true, I send more e-mails when I’m at my worst and make more phone calls when I’m at my best.
- When I don’t want a response. Not applicable to every situation, but if I’m ready for the conversation to end, I’m happy to send an e-mail.
A to-do list bullet or calendar reminder to “call (or visit) so-and-so” is less time consuming, and in the end more effective, than blasting off that e-mail.
(Photo by Sgt. Mark Morrow, DVIDS)
