leadingtoday.org

Leadership Tip of the Month

April 2004

Copyright 2004ã weLEAD, Inc.

Leadership In e-mail Messages

It is reported that well over 20 million workers are connected by e-mail networks in the world today and that number is growing rapidly. E-mail has become a major and primary means of personal communication. Leaders know that email can be an effective or destructive tool to correspond depending on how wisely it is used. Mastering this modern technology is a real advantage for those who learn how to glean the best from it, and it can dramatically increase our productivity. Here are some effective ways a leader can efficiently use e-mail communication and avoid its abuse.

Don’t forget that what you communicate is in writing. Remember that e-mail can be a form of permanent communication. Because it is electronic, it can also be retrieved much more quickly and easily than mere paper generated communication. Never assume that what you write in an e-mail will not be read by others aside from the intended party. Just because you may forget about it, doesn’t mean it won’t surface again at a later date. Be aware of this potential and be careful what you say! Don’t leave a permanent message in writing that is better said in person or on the telephone.

Watch your tone and your wording more than ever. E-mail has a way of coming across to the reader more sternly or strongly than originally intended by the sender. For example, sarcasm can be perceived as extremely offensive. Don’t type all your words in capital letters or use fragmented incomplete sentences. Also, avoid words that appear to contradict your message. One example of this is usage of the word “but”. If you say, “I totally agree with your thoughts, but I also feel…,” will make the reader wonder if you totally agree with them or not! In this case it is better to replace the word “but” with “and”. Setting a positive tone and carefully choosing the right wording will make your communication more effective and persuasive.

Use email only when appropriate to use. Some managers find e-mail communication so convenient they have forgotten to use common sense! Don’t do or say things in e-mail as an excuse to hide behind your computer terminal. E-mail is not the proper forum for disciplinary actions, performance reviews or obscene joke telling. It is not a replacement for “management by walking around” or having personal contact with others. There are many things that are only suitable to carry out in person. Many other actions are only really effective when communicated “one-on-one”, like personally questioning an important decision.

Take your communication to the next level. Leaders know that it is usually the small things they do and say that make a big difference. It is the quick “thank you” card or short complementary memo that can leave a deep impression by showing you care and appreciate others. In the past, this involved a lot of time. It required the purchase of individual cards, time to handwrite a few vital words, an envelope and often a postage stamp. Because this was a multi-step process, it was seldom performed. However, with the advent of e-mail it is now an easy one step process to send a quick note of thanks or appreciation electronically! What used to take many minutes to do can now take a few seconds! Use e-mail to expand your ways to encourage and motivate others more often.

The modern use of e-mail can make a leaders role far more productive if used properly. Take the time to learn all of the benefits and features of your e-mail software. It can make many tasks that were previously time consuming and redundant, far more enjoyable and interesting.

For weLEAD, this is Greg Thomas reminding you that it was Benjamin Disraeli who said, “Where we do not respect, we cease to love”.