E-Mail Etiquette: Sometimes it is Best to Pick Up the Phone
Friday, June 7, 2013
Posted by: Alan Strong, Association Director
As people get used to using email as a means of
communications, it gets tougher and tougher to parse your work in a productive
manner. Of course when I refer to email, I am also taking into consideration texts,
and other means of communications that is not a person to person discussion.
My reason for attempting to find out how best to use email
was brought on by the fact that for the past few weeks I have been fielding
well over 250 emails a day. So as I planned my day before I left work the night
before, it seems like tomorrow I would finally accomplish some of the tasks
that I have been putting off for the past few days.
Unfortunately, the tomorrow I was hoping would catch me up
to date; let me feeling like I did not accomplish my goals again. Now my To-Do
list is growing and will continue to grow, unless I find a way to stop the flow
I went to the internet to see if I could find some
interesting information that would help me accomplish my tasks in the time I
had allotted them. There are several articles on making us use emails properly.
Some really good ideas, like not using capital letters, or never sending angry
emails and using group emails sparingly.
Another good piece of information was that email is not private. Other
Respond in a timely
manner. This last piece of advice seems to be my problem, so many of the 250
plus emails I receive gets answered. That is precisely why my To-Do list
continues to grow.
Of all the information I read about the proper email
etiquette there was only ONE that stood out, and will be of help to me. That is "Pick up the Phone”, if the topic
has lots of parameters, then pick up the phone.
I have noticed that people have forgotten how to communicate
without email or texting. We all know it's true. There is a sales person on my
team that only communicates via email, and even if she is next door to me, she won't
pick up the phone or walk 10 feet to my office to discuss an issue. This
usually brings a stream of 6 to 8 emails that could have been taken care of in
a matter of a few minutes as opposed to maybe ½ hour in trading emails.
Etiquette should include making an effort to converse with
others on a personal level. This is either face to face or on the phone, and
will save an inordinate amount of time each day. We continue to hear how the
internet will make our lives much easier. To meet that goal of making our lives
easier, consider whether the use of email will REALLY save time, for both
is just plain common courtesy!