The Responsible Comment-ator

Since the day I got this frame in my messages, I saved it because I found it too very apt in today’s life. And I am sure most of you would concur with my views here when reference is made to communications over social media sites or corporate communications.

Let me start with the group messages in the most popular WhatsApp. I am a member of a few groups and it is really surprising to see that some members wonderfully acknowledge all the posts and messages. And most of them also have the time to counter-acknowledge even the appreciation. It all begins with one member, let’s call him Jack who forwards a post. Jill responds with an emoji indicating that it is good or appreciable enough. That’s where the saga should have ended. But it doesn’t. Jack is all the more free in the world to right-swipe and respond to Jill’s appreciation with another thanksgiving emoji of folded hands. And then there are many Jacks and many Jills. They are the ones who belong to the most dedicated sincere and devoted community I guess.

Let’s get on to the corporate world. One of my friends working in a multinational company remarked… “Buddy you should excuse me. I have over a hundred emails to attend. Can I catch up with you a couple of hours later please?” Since I did not have any friends around and I wanted to spend some quality time with this person, I offered to sit beside him until he finished. It wasn’t in my mind to poke my nose into his business. But, what I saw simply amazed me. About 87 emails were sent to him just because he was a team member. These emails weren’t meant for him directly. And even in the indirect aspect, they hardly mattered. I asked my friend when he was done on what he did? He politely replied… “I just don’t understand why people just mark emails to me? Probably because they wish to register their presence. Or maybe even because they wish to indicate their activeness, albeit quantitative. A fourth of the emails were from the guy who just sits next to me. And around 40 emails were because the first sender had sent it to the MD/Chairman with a copy to a dozen odd people. While the MD/Chairman read the mail because it was informative in its content, the ones in the “Cc” field jumped in by resorting to the “Reply to All” mode and that’s it!!”

Emailing and messaging is probably an art or skill where one has to be wonderfully selective of the audience and the contents of the message. These messages are best when short and to the point. And if you have any doubt in its interpretation, then it is better to have a telephonic conversation with the person concerned and brief him to avoid any sort of misunderstanding. One shouldn’t feel offended if just-for-information emails aren’t acknowledged. And probably this is one of the root causes of the entire episode.

Probably there are a host of bosses or directors or managing directors who either feel offended if their emails aren’t answered or derive a sadistic pleasure when their deputies reply in the shortest possible time. On the one side, when effectiveness is demanded in the workplace, a counterbalance of incorrect expectations of prompt replies is put in the culture of the office or company. The poor employees or team members are compelled to respond and their effective working time is lost. If the bosses behave like this, then I believe it is some employees who have spoilt their bosses by responding to all emails or messages as soon as they are received. If data measurement of large organizations is carried out and reported by its IT or systems department, then many managements would be scared of the figures. I am confident that a majority of data transmission is on account of emails that are festive wishes to all or matters that hardly demand attention or replies from all concerned in the “To” and/or “Cc” lists.

There are many articles on corporate emailing etiquette I guess. But, they are seldom followed. The email route is also more prominent where trust is deficient I guess. And when trust is deficient, then it is better not to have the employee or the manager who has one quick good reply always that “I had already sent an email to him”. And that’s the end of the story!!

Messaging and mailing consume our time and energy. It is better if it is aptly utilized because as it is, we have already moved into a world where feelings are less valued. A world where wishes on WhatsApp or emails or whatever are more valued than real warm handshakes and hugs. A world where Likes on Facebook matter more than the greetings that are conveyed in person. A world where we can see many heads bent downwards always rather than being with the concerned persons around in real. A world where the majority in a group or a family are seriously into messaging despite being together. A world where presence is registered but not felt. We are drifting into a seemingly artificial and lethargic world which can be very harmful for any relationship. We need to understand all and draft our messages and mails ensuring that the right recipient receives it. We need to be mature enough to understand that if the “Read Receipt” has been received, it means that the person has read the mail or message. We need to monitor the time when we send and receive emails or messages. Everybody has his “own time”. Why expect someone to respond beyond office hours when he is with his family?

Somewhere the lines have to be drawn. Somewhere, maturity has to surface. Somewhere time has to be valued. Somewhere respect and regard should be aptly conveyed. Not all emails need to be replied to. Not all messages need to be counter-acknowledged. Just because a service is “free”, doesn’t mean we exploit it at the cost of exploiting ourselves by getting enslaved. Freedom has to be enjoyed. Cared for. Shared. But not always commented upon!!

No comments weekend wishes... and salutations from Bharat!!