1. Email Dysfunction: Causes, Effects, and Solutions

2. Email may well be the most important way you will communicate at work: handling it well matters.

3. Benefits of Using Email It is quick It can allow immediate access to correspondent It can allow immediate information transfer It can allow you to have a “conversation” at your convenience

4. Drawbacks of Using Email It is permanent. The recipient may forward it to anyone. It is archived on a corporate or university server – for years. It can legally be used as evidence in court cases. Sending a message can take very little time; recovering your reputation can take your entire career.

5. 5 Email is now routinely used in court. It is beyond Miranda rights. E-mail evidence has been used in cases involving – sexual harassment, – sex discrimination, – racial discrimination, – unlawful termination, – hazardous working conditions, – theft, anti-trust, libel, – failure to perform services – etc.

6. 6 A sent email can have a long life. Email that has been deleted is often recoverable, either from your own hard drive, your company back-up system, or another co-worker’s, consultant’s, or competitor’s computer. E-mail used poorly has cost companies millions and ruined lives. Email is often held in company archives for years.

7. Your effectiveness as an employee and your job security may depend largely on how you manage the volume and tone of your email.

8. Surviving the Flood Reserve specific times for answering email rather than responding haphazardly throughout the day Employ the 20 Yard Rule and the Rule of Three Hold meetings or make appointments to discuss complex matters or hot-button issues Do NOT add to the flood by using Reply-All

9. Know that email affects “climate” Be conscious of the tone your email sets (collegiality vs. hostility; courteous vs. accusatory; conversational vs. formal) Intervene early when you sense hostility from a recipient of your email Be respectful, especially if you asking something of your correspondent Don’t come to expect immediate answers

10. Curb the email rage... Absolutely do not send something when you are angry – take a break, or call the person (but don’t leave an enraged voice mail, either) Avoid ever sending an email in ALL CAPS Avoid using multiple exclamation points or multiple question marks Remember that emails are permanent, and may be forwarded to your boss: imagine that....

11. Know your company’s rules about what can be sent in company email Most companies allow 10 to 15% of email to be personal How “personal” should it really be? Avoid sending out from company email – Religious notes – Political notes – Criticism of other employees, supervisors, clients, etc.! – Humor? – Love – or hate -- notes!

12. Basic Professionalism Use professional salutations in first contacts or contacts between extended breaks Establish brief but critical context for the message and its content – first sentence! Craft the message so the tone and content are respectful and appropriate for your relationship (e.g. no emoticons or text messaging for supervisors) Use a respectful closing that acknowledges the recipient’s time and efforts

13. Help A Reader Out: Structure the Message Frontload your message - highlight “action items” Limit the length of your message – a long message may be a sign that you should pick up the phone Use paragraphing (return) to group related ideas and emphasize key points Contain your message - do not intersperse your responses (unless your recipient has asked you to) Manage message strings responsibly

14. Emailing Up The Food Chain Provide an accurate, concise, specific subject heading Tweak it if you are forwarding or replying Use “urgent” responsibly Follow up if you don’t get a response within a reasonable time frame (e.g. within 48 hours). (Urgent situations require a phone call.) Use attachments sparingly: some hate attachments Consider whether you really want to use that Rr or Cc... (e.g. emailing supervisors)

15. How do you manage your inbox clutter? Read, take action, delete, or save? Do not delete an email from a supervisor or faculty member here – save those for future reference Consider creating mailboxes for each class you have, items specific to each major work project Schedule time each week to clean up and file email

16. Now let’s analyze an example....