E-mail is NOT the answer

Have you ever noticed how much people complain about having too much e-mail and then use e-mail for everything themselves? Do you know someone personally who does this?


Many of us today are bombarded by e-mail and receive upwards of hundreds of messages per day. It's almost like a badge of honor to be the guy/gal in the office with the most incoming messages per day or the most unread messages. STOP!


First of all, if you can't get to all of your e-mail messages in a day it is likely because many who are sending you messages or COPYING you on messages have no need to do so in the first place. Set clear chains of command so that the junior receptionist isn't copying you Mr/Ms VP on the fact that the phones were answered.


Second, make it a rule, commandment or law that items that need attention on the same day are handled via a telephone call or in person. There is no such thing as an urgent e-mail. Address e-mail in intervals at a time and not all day long. When this is the case you could miss an urgent note - uh oh!? Are you accountable for this? Well, yes...but only because you have allowed it. Especially if you allow it from your direct reports.

Finally, please don't be someone who addresses confrontational issues via e-mail. Wow is that set up for failure! The slightest hint of negative tone or the wrong phrase can set off a fire storm of frustration and ill will. Please, pick up the phone or ask to see the other party in person so you can have a dialog. Much better to address any issues as adults rather than have a negative undertone surrounding your professional relationship.

E-mail is not always the answer. It's great for documenting, sending out messages to a mass audience or for quick follow-ups. Not so great for being your main form of office communication.