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E-mail is my best friend (other great friends include Instant Messaging, Twitter, Text Messaging). E-mail is quick, archived, and always available. Most importantly, I love e-mail because it means I can cut out one more minute of the standard meaningless chit-chat that is a prerequisite to any conversation.
“Hi, how are you?…how are the kids?…how was your vacation?….isn’t the weather nice?...how ‘bout those Jayhawks?….blah blah blah.” I might care about the answers to these questions, but then again I might not. It depends on the person, day, and situation. If I engage someone through e-mail, though, I can simply start the email by saying “I hope all is well with you” (and I do) and then I move on to the important part of the message.
If Notorious B.I.G. were around today, he would undoubtedly have a new hit record called “Mo’ e-mail, mo’ problems.” As much as I love e-mail, it does come with a host of potential problems.
Have you ever misinterpreted the intent/meaning/emotion of an email? Have you ever fired off an angry email and wished you could reverse time? Worse yet- have you ever accidentally sent an embarrassing email to the wrong person?
These situations are common place in the world of e-mail, but understanding your co-workers communication preferences can help reduce the opportunity for conflict.
First, know your recipient. Would they prefer to receive an email so they can think through your question and have time to write a thoughtful/carefully worded response (introversion preference). Or, is the recipient an Extrovert and prefers you drop by their office (or call) to chat?
Next, assess the importance of the email. If the issue is sensitive in nature (and could potentially be forwarded to others), then discuss the issue in person. If you would like documentation, e-mail is a great way to communicate, but remember how e-mails can come back to haunt you.
If you do choose to email, think about the format. Is he/she a “just the facts” kind of person or would he/she prefer a narrative back-story on the issue? The decision between bullet points or paragraph could significantly impact the way your email is received. For example, if I throw in too many bullet points in an email to my boss, I can guarantee she will call and have me talk through what’s going on.
How emotional/feeling is the recipient? If he/she is likely to misinterpret your emotions, be sure to throw in some smilie face emoticons for good measure. Nuts-and-bolts people could care less whether you ask how their dog is or whether you throw in a winking emoticon after a joke.
Finally, if you expect a response by a certain date, say so! Otherwise, you will find yourself hitting the send/receive button like crazy while the recipient is chatting about the last episode of Lost with coworkers.
All of these suggestions are common sense, but even I have to remind myself to flex to my recipient’s preferred method of communicating. It is difficult to accommodate the communication needs of others when they conflict with your own natural style, but the result of your compromise will be worthwhile.
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Comments
07.03.08
If you don't know (or can't remember) wether or not a person is a details or "big picture" person, then send an email with just the big picture.
If they need more details, they will ask. If not, then you didn't waste time composing a detailed email.
I have a tendency to want to be very detailed in my emails. I'm also not much of a people person, so I simply cannot remember personality traits about hardly anyone. So I just answer emails with short answers, and always end with the line "Call me if you have questions".
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