E-mail is, as we all know by now, an incredibly powerful tool in all facets of our lives. Communication, organization, planning, business…it goes on. From the simple tasks of sending notes, questions, invitations, check-ins, etc. back and forth electronically, to now being a major database for businesses, organizations and groups of all kinds to plan, share documents and stay in the loop, e-mail has become irreplaceable.

I’m On Board…For the Most Part

In each of my positions and from Undergraduate to Graduate school experiences, I have absolutely used and witnessed each of the benefits of e-mail (through G-Mail and Outlook), and understand its importance, as well as the role this technological thing has taken on. For some, it has replaced a paper planner or those boring white desk calendars. You may have never had access to some co-workers or executives, but now can send them a note any time. For others, it has kept them organized, where beforehand they were running late to the meeting they forgot about or the conferences they forgot were happening (you may have even missed your in-office Baby Shower for the favorite Secretary in the office…shame on you!). Furthermore, e-mail has provided us ALL with constant, easy, quick communication and many organizations depend on it (some maybe too much).

So, What is the Problem?

Many of us are blown away by the way people are glued looking down at their phones (post to come shortly on this phenomenon), as we should be so disturbed by this. Relationships are becoming less personal, conversations are becoming less, well conversational, and we are less likely to actually go out and see someone face-to-face. Some research shows that our reliance and attachment to our devices is affecting how we communicate regularly, our confidence and comfort to approach and speak with others, as well as our ability to just hold a regular conversation face-to-face when you do not have a few seconds to think and react before pushing send. I’ll call this the Hidden Behind the Screen Phenomenon.

The E-mail Problem

Much like this Hidden Behind the Screen Phenomenon, is the I Don’t Need to Walk Upstairs to Talk to Someone, or Plan a Meeting in Person, or Ask Questions or Brainstorm a Problem with Others at Their Desk, or Say Hello or Thank You in Person…Phenomenon. I seem like I am complaining (and I might be, but I’m trying not to) but this habit which has become more common than we realize can have a detrimental affect on not just the communication in an office or for other organizations, but the actual function and efficiency of these places, projects and teams utilizing e-mail. So yes, it is true that e-mail could potentially be killing our workplace communication.

I know we ruin EVERYTHING… but seriously, take it into your own hands to use e-mail wisely and efficiently, and not to an extent where you stop talking to the people who make your organization great.

Avoid Asking or Answering Quick Questions/Responses Through E-mail

If you are only asking someone a quick question or you have a small bit of feedback, make it a habit to walk over to to that person instead of commenting through e-mail. There is no need to take the extra time of crafting an e-mail and waiting for someone’s response if you have the ability to walk over and talk about it in person. This is a more time-efficient way to handle quick matters, and offers an opportunity to ask follow-up questions on the spot, give praise for great input all while building this work relationship. Note: You lose the facial expressions/responses of someone through e-mail, which is a major communication tool. You can usually only tell how disappointed someone is by their facial expression, unless they have mastered the craft of sassy e-mailing. You may even make someone happy sometimes, but you will never know if you can’t see their face (unless they use emojis).

2. Keep a Traditional Calendar or Planner

I am a PLANNER ENTHUSIAST…like the kind of person who looks forward to New Year’s because I get to buy a new planner. I am a big fan of keeping a planner or desk calendar even when you can keep track through your e-mail on your phone and desktop because it makes you more aware of things coming up and going on. Having to write each of your events down helps you know what is coming up, what you need to be prepared for, and gives you a glimpse of the future. When events get automatically added to your calendar, sometimes you can lose sight of them, or forget them until your device gives you the 15 minute warning. Let us not forget the people who overuse calendars connected through e-mail.

Pro Tip: Don’t ever settle for a boring planner. There are too many planners in the sea.

There are so many designs and layouts for planners, so look for one that fits your style (both in function and appearance).

3. Avoid Long E-mail Chains

Important items, dates, answers to questions, and your sanity all get lost in the monstrosity that is long e-mail chains. If you are late to the E-mail Chain Party and the chain is already 15 messages long, you are basically a lost cause (R.I.P.). Scrolling back into a conversation, trying aggressively to find the answer to the one and only question you had can be time-consuming and can lead you to missing bigger points or even the right answer to your question. You may find yourself downloading the wrong version of the meeting agenda, sending over the wrong details to your manager, or missing the big points of the meeting all together. Call an in-person meeting for topics that require several people, and use e-mail after to send the needed and finalized documents. Together, we can stop the “Reply-All” epidemic.

4. Set the Example

Be the employee who goes out of the way to speak to others in person. Be the one who writes handwritten notes, or stops in personally to check on the progress of projects or the correction of errors. Bring people together in conference rooms to brainstorm all together in-person. Foster an environment with open-discussions, feedback, and creativity…where people can bounce ideas off of each other, ask questions comfortably, and work together to find the best solutions, without hiding behind a screen.

The people in any kind of organization are what makes the organizations great…so talk to them! Don’t let e-mail ruin your office communication and creativity.

Have you witnessed the I Don’t Need to Walk Upstairs to Talk to Someone, or Plan a Meeting in Person, or Ask Questions or Brainstorm a Problem with Others at Their Desk, or Say Hello or Thank You in Person…Phenomenon?

Let me know.

Bean

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