The 'E' asy Way Out

Tue, 16 Oct 2007 09:29:29 GMT

I recently read an article that said that often the 'E' in e-mail stands for the "easy way out". This is always a key point of my class discussions on using the electronic media to communicate for you. It is easy to send 50 people the same message, attach large amounts of data, span the globe and share today’s successes. It is also much Easier to send a scathing letter to a colleague then face them and deliver the news when you have to see them in person.

This weekend I received a phone call from one of my kid's coaches regarding an Email sent to another member of the team. The Email stated that if you didn't show up at a certain practice, don't bother showing up for the next event. Needless to say I was hot about taking the call and Especially when I found out that the Email was reported to have come from my child.

After many tense moments and a few investigative computer moves we proved my child innocent of sending the Email. What a relief for this household but what a scary thing still. The recipient didn't bother to look at the sender’s information. They were concerned with the name at the bottom of the Email and it was falsely labeled with my kid's name. Feelings were hurt, egos bruised and tears were shed. We solved the problem, talked it through and took care of the issues. The hardest part was understanding why someone would write an Email and attach another’s name.

Shifting responsibility, taking the Easy road, not wanting to deal with the hard truth that communicating bad news is difficult are some ways Email is used. We must face the best way to communicate bad news is face - to - face. The human factor that is missing in emails is what allows us to rise above lower life forms. It is the ability to say something in a positive way that will change behavior without causing pain, anger and that allows the listener to respond and ask questions. Here is a simple Email checklist for better communication:

1. Remove slang, jargon, abbreviations and acronyms for clearer communication

2. List in bullet points the key issues of the email

3. Proof read for context and continuity of your message

4. Never criticize the recipients

5. Try to limit the Email to no more than 3 paragraphs of 4-5 sentences maximum

6. If you are concerned about the tone enlist someone to proof before sending

7. Never - Never send an email when you are angry. You'll live to regret it, unfortunately...

Communication in Business

The 'E' asy Way Out