Email Antics: I

We waste a lot of time by choice. That's OK, but when we've chosen to waste it, complaining bitterly about what we ourselves are doing isn't OK. And that's what many of us are doing with email.

Here's Part I of a little catalog of painful things we do (or don't do) with email. See "Email Antics: II," Point Lookout for December 31, 2003, for more.

Forget to attach the attachment

Not so bad if you realize it, and then quickly send another copy with the attachment. This one is so common that an explanation for the second message is no longer necessary. Truly embarrassing, though, if you don't realize it and someone chooses to Reply All to tell you, especially if "All" is a large number of important people.

Forget to remove their attachment from your reply

Some email systems include the attachment in replies by default, which is annoying to people on mobile devices or slow connections. Change your preferences.

Reply to All when replying to one will do

Especially when your reply is something like "thanks." Restrict your reply to the people who really care.

Reply when you're angry

I call this Typing Under the Influence (of adrenaline). You're sure to regret it, perhaps as soon as you click Send. Before you click Send, Breathe. See "Avoid Typing Under the Influence," Point Lookout for May 23, 2001.

Write an outrageously angry reply, not intending to send it, and then send it accidentally

You might think of the writing as a therapeutic exercise, but it's dangerous. Never type anything into your computer that you wouldn't want the entire world to see.

Participate in an email feud with many CCs

Even with no CCs, this is worse than a waste of time. You can't "win," and you're bound to look foolish (or worse) to some of the observers.

Try to resolve in email any issue that has high emotional content

Even a great writer has difficulty dealing with emotions in words. Deal with emotions in person or at least by telephone. See "Email Happens," Point Lookout for September 5, 2001.

Get their address by replying to an old message that predates their change of address

You'll think you sent them the message, but what if they no longer check email there? If you're lucky, you'll get a bounce report. If not, you both lose valuable time.

Believe that your writing is so clear that nobody could possibly misinterpret it

It's strange, but when somebody interprets our words in a way different from what we intended we call that a misinterpretation. Maybe what we sent was a misstatement.

Believe that your first interpretation of someone else's words is the only possible interpretation

If you can't think of three ways to interpret something, keep thinking. Or maybe start thinking.

If you do some of these, and you'd like to stop, tack this list on your wall. Highlight the ones you want to avoid, and review it once in a while to see how you're doing. Be patient, expect lapses, and celebrate your victories. Next in this series   Top    Next Issue

Are you so buried in email that you don't even have time to delete your spam? Do you miss important messages? So many of the problems we have with email are actually within our power to solve, if we just realize the consequences of our own actions. Read 101 Tips for Writing and Managing Email to learn how to make peace with your inbox. Order Now!

And if you have organizational responsibility, you can help transform the culture to make more effective use of email. You can reduce volume while you make content more valuable. You can discourage email flame wars and that blizzard of useless if well-intended messages from colleagues and subordinates. Read Where There's Smoke There's Email to learn how to make email more productive at the organizational scale — and less dangerous. Order Now!

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See also Personal, Team, and Organizational Effectiveness and Writing and Managing Email for more related articles.

Forthcoming issues of Point Lookout

Coming June 27: Interrupting Others in Meetings Safely: I

In meetings we sometimes feel the need to interrupt others to offer a view or information, or to suggest adjusting the process. But such interruptions carry risk of offense. How can we interrupt others safely? Available here and by RSS on June 27.

And on July 4: Interrupting Others in Meetings Safely: II

When we feel the need to interrupt someone who's speaking in a meeting, to offer a view or information, we would do well to consider (and mitigate) the risk of giving offense. Here are some techniques for interrupting the speaker in situations not addressed by the meeting's formal process. Available here and by RSS on July 4.

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I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenzgAhppphmMItBGAcner@ChaceWGoepREjNXOyVrmoCanyon.com or (650) 787-6475, or toll-free in the continental US at (866) 378-5470.

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