Last month, I talked about how the military makes the most effective use of e-mail. This month, I want to talk about using email to build a team effectively, to develop an esprit de corps, and to make use of wasted electronic real estate.
No. 1: This Is Not About Etiquette
The following is about more than politeness. That’s the minimum expected of people in a workplace.
Instead, it’s about using opportunities that present themselves to you every single day but are wasted.
No. 2: If All You Can Say Is ‘Congrats,’ Say Nothing at All
A colleague receives an award or publishes an article or closes a sale. An email is sent out noting the accomplishment. Silence is the worst response. But a mere, “Congrats,” is not far behind. It’s a rote, knee-jerk response.
Try this instead: “This is great news. I know it took a lot of work—I saw you in the office on weekends. Well done!” (I do this with students who I know are working hard, even if they only raise their grade from a “C” to a “B.” It’s not only the “A” students who deserve recognition.)
Point: personalize the message. Let’s say your colleague publishes an article. Take the time to look it over and get a sense of the message. Reflect your understanding in your email. The message is delivered that you care.
No. 3: No Emoticons!
Small confession: Ever since I became a law professor, I find myself using the exclamation point more and more! The age cohort of my students use it on a regular basis. I picked it up.
But I draw the line at emoticons. Using them is a reflection of laziness, like the automatic use of a mere, “Congrats.” Work at your emails. No shortcuts.
No. 4: Always Respond to an Email
Unforgivable. No response is beyond rude. Even if you just send a “10-4” to reflect receipt, send something.
If you receive an email that requires a long response but don’t have time at the moment, try this: “Got you message. I am buried with work now but will get back later this week. Thanks!” Recognizing others is key to a productive and happy workplace.
Takeaway
Give these a try. Minimal time invested, maximum return on the investment.
Michael P. Maslanka is a professor at the UNT-Dallas College of Law. You can reach him at michael.maslanka@untdallas.edu.