How to be more efficient in written communications
|Essential tool for business comunication
E-mail has significant advantages over other channels communications: immediacy, ease of use, and economy. So significant are these advantages that e-mail has acquired crucial importance in all types of business.
Companies have added this tool to employee's daily routines, with almost no resistance, as a resource to improve productivity, and it is now just as important, or perhaps more than telephones, desks, computers or files. However, there has not been enough preparation for using e-mail.
Few companies are systematically looking into the effectiveness of their written communications via e-mail, and the need to provide formal training to their employees on these matters.
At present, the eficiency of written communication is taken for granted as a part of proffesionals capabilities.
Almost everybody assume that knowing how to write implies knowing how to use written language correctly, and that this is enough to communicate with effectiveness. And several times we believe that if we write as we speak, we will be understood.
Although, certain situations in companies shows differents results. For instance:
• Every day business waste considerable amounts of time in sterile discussions between employees via e-mail on issues that could have been solved by telephone in a couple of minutes.
• According to a report published by Cisco Systems in September 2006, "The Psychology of Effective Business Communications in Geographically Dispersed Teams", e-mail users can spend 4 times more to exchange the same number of messages compared to when they communicate face-to-face.
• In our researches we have seen people spend one hour or more, trying to write just one emails with complex emotional elements, such as clarifications of intent.
• Harvard and Illinois Universities researches reveal that there is 50% probability that we will not interpret correctly a message written sarcastically or seriously.
• IQ of workers who are interrupted several times by e-mail, telephone calls, and chats dropped 10 points, according to a study by London University's Institute of Psychiatry.
In consecuence, e-mail overload has become a kind of epidemic at workplace.
In average, employees spend over 40% of their time managing email. Nearly half of that time is lost, it is unproductive. So, inappropriate use of email in the workplace severely affect the profitability of businesses, both as professional reputation.
Most of the unproductive habits with e-mail management are due to a lack of global perspective on the various issues related to written communication, above and beyond language use or the mastery of technological resources.
This website want to help companies improve their written digital communications, with information about email productivity.
Are we aware of how we use e-mail at workplace?
See my Blog about
email at the workplace
Email-productivity.com - Juan Carlos Jimenez
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