Don't write War and Peace over email.

More than ever, less is more when it comes to words in our email Inbox. Did you know that the average information worker (like you and me) reads the equivalent of a novel every two days? And we read it at lightening speed, scanning it in from a computer screen. Sometimes it is not the volume of emails that we drown in, but the density of some of the notes we get from our colleagues.

When someone writes an email to us that would be ten pages long printed out, we just close the email and say to ourselves, “I’ll read that when I have time.”

The person sending it to you took a great deal of time to write it. You don’t want to swim through it and it takes forever to finally deal with it. This is not good for your relationship or the purpose of the email in the first place.

Today, simple is the new smart – especially at work. For some companies simplicity (in Customer and employee interactions) is a competitive advantage. Part of simplicity is the reduction of information aimed at a target. Fewer words = a better experience for them in communicating with you which = more future attention. Email is far from simple when it comes to conveying complex ideas, emotions and intentions. You would have to write dozens of paragraphs to convey the subtle nuisances of a phone or face-to-face conversation.

Yet, many of us rely too much email to conduct conversations. It’s like we are hiding behind our laptop letting our flying fingers do our talking. When you find that the body of your email cannot fit into the preview pane (Outlook) or a computer screen, pick up the phone and talk to them about it. Academic researchers to technical writers all agree that the shortest distance between two minds is a live conversation. Nothing beats it.

NOTE: This is usually, but not always the case. I like to establish communication preferences with people when I first start to work with them. How do you want me to contact you, phone or email? Do you like short emails with more detailed stuff in phone calls or do you want it all in a note? It is conversation worth having and will improve your business relationship.

For more information on how simplicity is a new competitive advantage in business, read Bill Jensen’s brilliant book Simplicity.

Comments

[Rick Cooper]

Congratulations on your blog Tim! I enjoy you're insights and have followed your success since we met at an event in Sacramento several years ago. I've added you to my blogroll so others will be able to enjoy your wisdom. Good luck!

[Cupie]

I've been waiting for this blog forever!! Welcome to the blogosphere!!

[Bill LaMorey]

First of all; I am so glad you're blogging! Re: e-mail no-nos; how about firing over 400 employees by e-mail like Radio Shack did yesterday...
http://www.breitbart.com/news/2006/08/30/D8JQV30O1.html
Talk about dehumanizing!!!

[Bill LaMorey]

First of all; I am so glad you're blogging! Re: e-mail no-nos; how about firing over 400 employees by e-mail like Radio Shack did yesterday...
http://www.breitbart.com/news/2006/08/30/D8JQV30O1.html
Talk about dehumanizing!!!

[Brian Ward]

It very much depends on individual behavioral preferences. There are no right or wrong preferences, just matches or mismatches between individuals trying to communicate with each other.

Problems occur when we believe that other people should be more like us. If we prefer to interact face-to-face, but the other person prefers electronic means, then the best way to interact with them is to change OUR behaviors...we can't, and shouldn't try to change their preferences. This honors the other person, and increases rapport. It of course requires flexibility from us!

So, I think Tim is right in that it is always good practice to check with the other person as to what their preferences are, make a note of them, and stick to those preferences. They will thank you for it, and may even flex to your behavioral preferences. As Gandhi said "Be the change you wish to see in the world"

Cheers,

[peter vajda]

Often, email is the easiest way for folks to remain emotionally distant from others. In the workspace, where and when face-to-face is the most effective way to resolve differences, deal with conflict and bring light to confusion, all of which require the "whole person" to show up, those who are conflict-averse, those who feel small and invisible and those who are not emotionally intelligent often resort to email as a tactic to avoid their fears, anxieties, worries, and having real, sincere, honest and self-responsible conversations with others. For these folks, wmail is an efficient way to "hide."

[Lisa Marchbanks]

Ah, true! But, many of us, these days, use email as recorded documents.

Often, I talk to my clients via phone then request an email summary as record of our conversation (or visa versa), usually approvals on proposed projects.

This still allows for the personal relationship growth AND gives the documentation needed for future reference (of course, it doesn't reduce the quantity of email, just the amount of information in each).

[Andy Rowell]

I was a long emailer but I have become a blogger. This has helped cure the writing bug by giving me a place to post my brilliance. :-)

I think those long emails are also often a sign that we feel powerless in the organization. It feels like the only way we can be heard is to send out an email to everyone and try to make our case for something. The long emails may be a sign something in the organization is wrong. Something to think about.

[Bill Bunkers]

I just cleared up my inbox, taking it from 800+ e-mails to about 575. Allegedly, this is progress:-)

It's interesting to see business conducted by e-mail vs. face-to-face or phone. So much of the nuance is lost in the dialoge and what we get instead is fast food communication. Business is about relationships, and those have to be built in person!

I've been trying to call instead of e-mail, and when I do e-mail, be cognizant of the recipient: keep it short, be specific in the subject line, etc.

But I still get and send too many e-mails....maybe this is my new reality, but I don't have to like it!!