One of the questions I get ALOT is “How do I know when to use and not use email?”
One of the best ways to answer this question is to suggest two things:
1. Consider the overall time of the transaction
2. Consider the most effective way to make sure your message is completely understood.
The first one, considering the overall time of the transaction, helps us avoid annoying back and forth emails, or the “get it off my desk” syndrome. when you’re trying to decide whether to use email, how to use it, or who to include, think about how many responses or emails will result, how many people will have to read and respond, and how much overall time it will take you. As an example, a quick phone call might take 2 people 3 minutes, but if there are 5 back and forth emails over several days, the phone call is the most efficient.
The second relates to how well people can get your message when it is only words. 93% of communication is voice infelction and body language, leaving only 7% coming from the words themselves. I like to say “if there is a chance that an email message can be misinterpreted, it will be.” Email is not dialogue even though many try to make it so. When dialogue is needed, email is not. Email is best used for not emotional facts, and true information sharing.
We received this question from Chris Breslin. Thanks Chris!
