Email not Snail mail
E mail has become a new currency of commerce in the hi-tech business world.   The volume of e-mail traffic threatens to overwhelm us at times but proper management will solve any problems.   Keep in mind the history of e-mail.

It first, was used as a communication devise by the Pentagon (one of the largest and diverse buildings in the world).   The size of that immense facility required an efficient method of communication.   When the colleges and Universities adopted the technology they used it to communicate instantly between departments and colleagues in other Universities and Colleges.   As the public adopted the use of computers, e-mail has become a most efficient method of keeping in touch with family, friends and business associates.   Through the use of this wonderful technology we have finally acquired the ability to manage time and distance.   No matter where you are in the world, you can keep "in touch".   Even if you are on a boat in anywhere in the world you can contact anyone or any place on the globe instantly. How do we manage this new efficient device?

There are certain rules you must follow to achieve the best use of e-mail.

One of the major problems with this new technology is that it doesn't relate to letter writing and as a result sometimes it is misused.   E-mails are meant to create interest or provide a "heads up" on a specific idea or event.   The volume of traffic dictates the need to treat this method of communication differently or at least with "more to the point" language.   The first rule is not replace face-to-face communication.   The danger of limiting face-to-face contact with others is that, we as humans must maintain our sense of belonging by regular physical contacts with others in our peer or interest group.   To become too self-focused is to lose prospective and create flawed vision of people and situations.   Be sure to limit the time you allocate to read and respond to email traffic.   Resist the instant response expectation that has developed because of the efficiency of the technology.   Here are some dos and don'ts.

DO:

Use descriptive headings that clearly tell the recipient the nature of the message.

State the purpose of the e-mail in the first sentence to let the reader know what is expected of them.

Structure and edit e-mails using short paragraphs and bullet points to make them visually appealing and easy to be quickly scanned and understood.

Keep e-mails brief. If the message doesn't fit on one screen, consider another form of communication.

Create e-mail guidelines in your workplace that encourage a balance of technology use and personal contact.

DON'T   send e-mails without a subject line, it sends a signal to recipients of laziness or a message of incomprehensibility.

DON'T   use emoticons and acronyms that are the common domain of high-geek worshippers.

DON'T   labor over composing an e-mail, this usually is a signal that a higher order of communication ie; telephone or face-to-face is required.

DON'T   respond to an e-mail by copying other parties who you think should be casually informed or to show what you are working on, Send your own "heads up".

DON'T   send a potentially contentious e-mail without sleeping on it.   The 12 hours delayed in sending could save 12 days of lost productivity in managing the original intent of the message.

Finally, remember that all technology should be managed and shouldn't manage you.

- 30 -

To The First Newsletter

Return To SpeakEasy Home Page