When should you email someone and when should you text or call them?
Let’s be clear, face to face communication, using a whiteboard or drawing on paper to illustrate your points, is the most effective form of communication.
“Email is a form of one-way communication…” The Grossman Group
How many of us use it so badly !!!
Also, I don’t recommend putting all of your communications in writing as we are all struggling to deal with all the emails we receive right now anyway.
However….
There are times when a short note using email can be very effective when you’re trying to get organised
Email can be great because you can send them day or night, without disturbing someone with a text.
Texts are hard to save for later to be actioned if the person can’t respond or do something straight away.
You can message using email from your phone, whilst you are out and about and
If used the right way, or for the right type of communication more specifically, it can be super efficient
Begin the process of setting yourself free from email. How to leverage your time if you are overwhelmed by emails see the Tim Ferris processing rules.
Short, straightforward communications are great via email.
For example;
Hi, just wondering when the [x] will be ready?
Here is the [photo/screenshot] of the problem I was talking about
Please find attached the signed form
Below is the email conversation I had regarding [blah]
Hi Support. My system isn’t working. I tested it and here is the error message…
Attached is a similar proposal that was done last year…
As discussed, here are the things that need doing: 1)... 2)... 3)...
Approved [in response to a proposed piece of work previously received via email]
Here is the weekly report...
I will need to check about this and will respond by Friday
Respond then and there if you can, when it’s on your mind or comes to your attention. If it takes less than 2 minutes to do, you should do it straight away and get it off your mind. [GTD]
If it’s a one way, clear and unambiguous answer, instruction or reply - try an email.
Long winded discussion are NOT suited to email.
Discussions of options amongst a group of people aren’t good via email “What dates are people available to go to dinner?
It’s its an interactive discussion, attempting to clarify something that is currently unambiguous, meet with people or call them.
Everyone is busy. Everyone has a lot on their mind. If you have anything you can resolve and get it off your and their list of things to do, do it straightaway.
