Apr 24, 2009

Workplace email productivity

There is no doubt that e-mail provides transcendental advantages as a tool for communication, work, study, research and filing, and its influence is growing in all aspects of people’s lives, in all countries and cultures.

However, the process of assimilating e-mail has occurred with insufficient preparation. In some cases, training is provided on a specific e-mail program (for example "Outlook"). In others, there are “policies” on the use of e-mail, but they mainly have to do with the need for security and control of computer systems.

We assume that to know how to write is to know how to word things correctly, and that it is enough to communicate efficiently in writing. Sometimes we know how to word things well, and this is enough to communicate efficiently in writing.

Sometimes we think that if we write as we speak, we will be understood. However, it is more difficult to master written communication than verbal and non-verbal communication.

The productivity of this tool is greatly associated to our personal reputation.

That is, our effectiveness in managing e-mail is reflected by whether we achieve the purpose of a message or not. For example, if we write “too many” e-mails, it is likely that recipients will start to ignore them, particularly those that are in the "Cc" field.

If we want to improve our effectiveness in the use of e-mail, we need to understand how they act, and what do recipients value more in our written messages, in order to positively affect their perceptions and attitudes. Likewise, we must deal with each recipient in the most personal way possible, taking into account the emotional impact that written words have and the structure of the e-mail.

This is my email survival guide, full of personal solutions and tips.

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