The hard truth about emails.

Newsflash: The most widely used method of communication in business isn’t actually effective at all.?That’s right, I’m talking about emails.?What was once an innovative way to deliver text and documents quickly has now become a problematic way to communicate.?Why??Void of tone-of-voice or body language, emails provide the receiver with little information to interpret the message. Add in the fact that many of us view emails with many other tabs open and thoughts racing through our minds, the likelihood of missing or misinterpreting information is greatly increased.

With?4.5 billion? email users worldwide, it’s safe to say this method of discussion isn't going anywhere for us. But the reality is that emails are misinterpreted as much as?50% ?of the time and?93% ?admit to regularly making mistakes in emails.

Just because we use it, doesn't mean it’s effective.

Ask yourself: How many times has a coworker, manager, or report said to you, “I emailed that to you a week ago. Remember?” No. No, you don't remember because of your constantly flooded inbox. Or how often have you failed to include someone on an email that you meant to “cc” or mistakenly sent a “reply all” on an email chain when it contained sensitive information meant for just one person? Lastly, have you ever hit send on an email that you know could have been written better, but in an effort to save time, you sent it? These small blunders can lead to greater workplace issues.

Another reason to reconsider your email usage: the tedious process of emailing costs you time. The average employee spends?4.1 hours ?a day reading, writing, and managing their email. Imagine if instead of going back and forth via email for hours with someone, you picked up the phone and called them to discuss? You’d not only save time, but you'd also save stress to reach the same conclusion.

I’m not saying emails have no place in the office. Emails are a rather handy tool for prospect outreach and newsletters (like the one you’re reading right now).?However, when it comes to daily communication with coworkers, sensitive information, or announcements, emails should be your last resort. It’s in our best interest as leaders to look into the best routes of communication for our workforce to save time, money, and stress. Here are the top ways and why:

1. Let’s talk in person.

Conversing face-to-face with someone will always reign supreme no matter the industry.?Why??Think of conversations as happening through a door. The wider the door, the more information can pass through to the receiver, leading to a successful message. The width of the door is determined by how many of the following factors are present: visual (body language), audio (tone), and undivided attention. Since sitting down with someone guarantees us many of those, it will always be most effective. When talking about group meetings, I know it’s tough to get everyone under one roof, so let’s consider the next best option.

2.?Available for a video chat?

Life at any company can be hectic, not to mention remote, so meeting in person may not be the easiest option. Instead, organize a video chat. Whether it’s meeting with a manager or with your executive team, video calls allow participants to use body language and tone to interpret one another. It’s everyone’s responsibility on the call to stop any multitasking and actively listen to the speaker. Just like in person, stay off your phone and minimize other tabs.

?3. Let’s have a quick call.

If Wi-Fi is unavailable on the go or the device’s camera is damaged, a phone call will suffice. The door is not as wide because there is no visual information to relay the message, however, someone’s tone of voice is still apparent. Again, make sure to commit to the phone call rather than multitasking during it. Driving, eating, and reading messages are just a few common activities that may shift your focus during a call.

4.?I will send you an audio message.

In these modern times, we are blessed with the ability to record voice memos in messenger apps when calls aren’t possible. My executive assistant and I use this method daily. It allows for tone of voice and undivided attention, as the message won't play unless you stay on the screen. Common workplace apps like Slack and Microsoft Teams have this ability.?I highly recommend these compared to texting or emailing— which again lack tone and visuals.

At Vertical Elevation, I aim to guide you as you draft and implement an effective plan to communicate within your business. Take a moment to book an?exploratory call ?with me today.

Let’s RiSE together,

Carol

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