E-couragement: Information or Communication

We were delivering a full-day retreat for a client. Our focus was improving internal communication throughout the organization. Their goal was to ensure expectations are clearly defined, vital information is shared, and everyone feels understood, respected, and valued. During one of our group coaching interactions, the inevitable issues with email emerged. Comments and questions began to zip around the room: I’m wasting hours a day reading and replying to hundreds of emails. Why does everyone in our company have to be cc’d? How can we be more effective in writing our emails so people understand them? These are common organizational issues. Apparently, emails are the modern day root-of-all-evil. In reality, there’s one simple answer to your email problems. Here’s the core issue with your email dilemma: people use email in ways it wasn’t intended. It wasn’t designed to be a communication tool anymore than a hammer was invented to dig a hole. Email was created as an information tool. Used properly, it’s efficient and effective. Used incorrectly, it’s a mess. That’s it. Game over.

Effective communication involves dialogue. It’s most effective when accompanied by words, voice tone, facial expression, and body language. All these components help us experience the meaning behind the words. Email only includes one of those components: words. And we wonder why our emails are so often misunderstood? If communication is necessary, get on the phone or, better yet, schedule a face-to-face meeting.

Cease the madness of attempting to communicate with your coworker, customer, or friend through email. Before writing an email, simply ask yourself, does this task require an exchange of information or communication? Then choose the appropriate tool. Let’s resist blaming the tool and take responsibility as the user. Utilize your email for what it was designed for, to transfer or confirm information. It’s the right tool for that. Now, let’s get back to work.

Leave your comments: How are you using email most effectively?