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...

I am always asked to make a recommendation on books to read and how I go about gaining new knowledge of topics.  Here is what I tell everyone...

Let me start by saying that I am a much faster at typing and talking than reading.  I read very slowly and usually find myself day-dreaming in the middle of the paragraph unless it is a very exciting literary work.  I do, however, enjoy reading more often as I get a little older.  Someday I am sure that I will be able to read a book all the way through in a single sitting. 

What To Read:  How to choose the books / journals?  Look to other professionals in your industry, the books they read, the magazines that they subscribe to and the trade journals that are popular and discuss the latest trends in your line of work.

How Do I Afford all the Literature:  First look to discount subscriptions from groups, clubs, and organizations you belong too.  Many of them receive national discounts as a member from online list, book clubs and sometimes subscription houses.  Also look for online sales of the literature.  I have purchased several books and magazine subscriptions from EBAY.  A few others from Amazon and then some smaller auction houses but they all offer great rates and they save a lot of leg work.

How Do I Read All of this Material:  Just read a few minutes a day.   Many professionals and coaches around the world mention reading 20 minutes a day and soon you are moving through lots of material.  I like to cut and paste online articles into several larger files and print 3-4 at a time without all the clutter, banners, and such that waste ink and paper.  I can take them with me while waiting in line, at a traffic light, etc.  

Books and More Books to Build a Library:  One book I read " Monday Morning Customer Service" by Reed & Cottrell mentioned the ability to gain knowledge from all those that have gone before us.  The character talks about gaining his insight from the many books in his library.  He didn't have to have all the answers or be the expert.  The "guys and gals" that wrote those books are the experts, I just use the information from them to satisfy my customer's requirements.

I read the chapters that specifically deal with my topic of interest first.  Most often I gain good insight by doing this and then as my knowledge increase so does my interest and then the rest of the book becomes more of interest and so I complete reading it. Books that are often full of theory without ample examples and studies become boring and too school like.  Read with an eye toward gaining knowledge of a new business.  Look at the ideas as ways to increase your offerings to clients and better ways to Serve Others. 

My last little tip:  Go to a book store, you know one of those like Half Price Books and look to the Clearance Aisle.  You will find hundreds of books on business.  Find the ones with your topics and buy them all.  Usually you can spend under 10 dollars and have 10-20 books.  If you get lucky some one will have highlighted key points of interest for you.  It's far easier to gain insight, knowledge and interest when you view many sources.  We look to OJT (On the Job Training) to meet our career goals because reality lives on the front lines and not just with a single professor that taught us a skill.  These many sources, books and journals give you different perspectives on reality that is easy to take or leave as needed.

Go Read Something...