Left Behind Bottle Caps

With all that tweeting, it’s easy to forget about email.

Email has become one of many communication options, but is still a primary mean leveraged by many, especially when it comes to project-oriented communication. More of us are working independently and remotely with email critical to our working relationships. I’m a believer that practice makes perfect, and it’s always good to revisit email best practice so to improve productivity, foster relationships and minimize frustration caused by miscommunication.

Don’t assume, ask. Taking a moment to ask someone how they prefer to be communicated with can go a long way. Not only does it remove any unnecessary frustration that could develop, but also shows commitment to the person, project and collective outcome.

Some questions to ask when identifying email preferences include:

• How do you prefer to communicate?
• How often do you check your email?
• Do you prefer short or long emails?
• How do you like emails presented when the information is urgent?

Know your style. While flexibility is important when working with a client, it’s equally important to know your own preferences when it comes to email communication – or communication style overall. Being able to understand what maximizes your own productivity benefits everyone. The caveat being: make sure you voice your needs as well as acknowledge the preferences of others.

Don’t get lost in translation. Take a moment and reread your emails. Simple advice, but tone, context, urgency, next steps, and so much else can get lost in translation. Email has no 140 character limitation, but that doesn’t mean we should write rambling, unchecked notes. Take the time to ensure clear, concise meaning in order to prevent any unnecessary confusion and/or delays!

TIP. In regards to deadlines, I like to maximize the subject headings. If something’s urgent, then I note it right up front. If something needs to be reviewed and returned back to you by the end of the day make a note right in the subject heading. On a particularly busy day, the subject heading is all that someone may see. Therefore, make it count.

Check in early – and often. As noted it’s critical to have an “email check-in” as early into the working relationship as possible. When starting up a new working relationship, often the top agenda item on my list is “communication preference”. Though I am always mindful that projects, preferences and relationships change. Therefore it’s worth revisiting communication preferences again, especially if you notice a shift in response or behavior.

When it’s time to ditch email. People get busy, emails get lost, or perception of expectations gets convoluted. The phone is sometimes the easiest way to clarify and get answers in order to move forward. It’s also important to know when it’s time to get off email and enlist an additional option of communication, like the phone, Skype, or (if you’re geographically close enough) grab a cup of coffee. I’ve even used Twitter to tap a hard to reach individual. All of which help get quick answers while further strengthening the relationship.

What’s the value in all this attention on email and identifying communication/email preferences. For one, it shows commitment. It let’s others know that you are paying attention and value the relationship. Two, the relationship and tasks become more productive. Email and miscommunication can cause significant delays in projects, when the reality is they don’t need to. Taking the time to develop communication expectations and norms fosters a more productive (and healthy) remote working relationship that cultivates a successful project outcome and experience for all.

[Image: 107/365 - Flickr courtesy of RXAphotos, Flickr]