E-Mail Made Easy

Article: E-Mail Communicating Made Easy

By Gregg Gregory

Today we have major changes occurring in our communicating methods. "Generation X" is terrific at communicating through e-mail, but they fail greatly at personal communication. The "Baby Boomers" are much better at personal communication but they tend to have significant challenges with e-mail.

Let's look at these and see why they occur. First, the Generation Xers that are graduating college this spring (assuming the 4-year plan) were probably born in 1979. This means that by the time they were in the sixth grade (1991 for you non-math wizards) they already were beginning to experience computer technology. They graduated high school in 1995 and through their entire college life they have been on line. Studies reveal that the average college student today spends an average of 1-4 hours per day on line, every day.

They are much better at communicating through short messages and symbols than they are at making a phone call or going to see someone. In other words, they are valuing their time as a commodity better than the boomers. The result is weaker than usual social and interpersonal skills.

Now let's look at boomers. They have grown up in the age of the telephone and television. These both require stong interpersonal communication skills. This means that the average boomer is more comfortable making a phone call, or walking down the hall to ask a question of a co-worker, than sending an e-mail.

Looking at this inversely, some boomers are wasting more time and being less effective. Of course it can go too far. I know of one office where an employee (baby boomer) wanted to say thank you to another co-worker for a birthday card. They sent an e-mail to the person sitting in the next cubicle.

There are three basic problems when we utilize e-mail.

1. One way communication: We cannot take back what we have written once it has been sent.
2. Cannot utilize verbal skills: We do not have the capability to use our voice power and body language to get our point across.
3. Timing is everything: We never know when the person is going to read our message, much less what mood they will be in.

Here are a few basic solutions for you to keep in mind to make your communication more effective.

1. Go back to the basics: Remember how you used to write letters? If you don't remember, try writing your message as if it were a newspaper article. Get the most information out in the first paragraph. You do not want the recipient to play guess-what-I-want.
2. Good news: Use e-mail to communicate good and positive news as well as requests for information. Do not use e-mail for resolving conflicts or conveying upsetting information.
3. Stick to the facts: Use solid factual information. Avoid subjective information, which only clouds the picture in the mind of the reader.
4. Know when to talk: If you message back and forth more than three times while trying to resolve the same situation, then it's time pick up the phone or stop by their office.

Communication is a two way street, even with e-mail. You need to understand the other person, and be sure you are both comfortable with e-mail. There are still a lot of people today who may have e-mail, but are uncomfortable with its use.

Gregg Gregory is an award-winning speaker, sales trainer, and executive coach who delights audiences, electrifies managers and leaders, and transforms teams. Gregg Gregory is the recipient of the coveted CSP designation from the National Speakers Association, in recognition of his accomplishments in speaking and training.

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Gregg@teamsrock.com

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