Email Happens

Jenn was puzzled. Benson, the only one left who could keep the creaky old payroll system alive, had just requested a transfer. At first, Benson had wanted to work with Fran on the new payroll system. Travel budgets being as tight as they were, Jenn had accepted Fran's suggestion that she and Benson work out the specs of the new system in email. The next thing Jenn knew, Benson wanted out of the group. What went wrong? Email.

There ought to be a bumper sticker: Email Happens.

Email is great for making appointments, distributing agendas, and even brainstorming. It's less effective for discussing complex problems, soothing hurt feelings, and resolving conflict. Yet we're still surprised when email discussions go awry. What are the limitations of email? And how can we use email safely?

When compared with face-to-face communication, email has important limitations. Recognizing them is a key to using email safely.

Save tender subjects for the phone or face-to-face

As you type, you can't tell what reaction you're getting. When you talk with people face-to-face, you can detect reactions — facial expressions, body language, breathing, voice tone, even silence. You can spot trouble, and you can make mid-course corrections. In email, you can't.

Be brief

The cycle time of email exchanges is long. Even when email is fast, the cycle might be ten minutes or longer. In face-to-face communications, the cycle time can be less than a second. To compensate for the delays of email, we send longer messages, which creates risk. If you offend someone face-to-face, you find out quickly, and that limits the damage. In email, we sometimes exchange whole screenfuls, and if someone is offended early in a message, the offense only grows with each paragraph.

Use smileys and a conversational tone

For discussing
complex problems,
soothing hurt feelings,
and resolving conflict,
using email is like
fighting fire
with gasoline

When most of us learned to write, we learned formal writing — proper grammar, fancy vocabulary. In email, that style sounds stiff, and it creates barriers between you and your readers. To sound more conversational, use short sentences, contractions, and sentence fragments. Like this. Beware of sarcasm — your readers might not get it. Use smileys to make sure.

Interpret email in the most positive way possible

The sender is probably saying something nice, rather than delivering a cleverly disguised insult, because — sadly — most of us no longer write well enough to disguise insults cleverly. And I don't mean that in an insulting way.

Email is to true communication what fast food is to fine restaurant fare. I'd go for fast food at the end of a bike ride. On Valentine's Day, or for an anniversary, fast food just will not do. Don't even try it.  Top    Next Issue

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See also Emotions at Work and Writing and Managing Email for more related articles.

Forthcoming issues of Point Lookout

Coming May 1: Antipatterns for Time-Constrained Communication: 2

Recognizing just a few patterns that can lead to miscommunication can reduce the incidence of miscommunications. Here's Part 2 of a collection of antipatterns that arise in communication under time pressure, emphasizing those that depend on content. Available here and by RSS on May 1.

And on May 8: Antipatterns for Time-Constrained Communication: 3

Recognizing just a few patterns that can lead to miscommunication can reduce the incidence of problems. Here is Part 3 of a collection of antipatterns that arise in technical communication under time pressure, emphasizing past experiences of participants. Available here and by RSS on May 8.

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