May 2007

 

From our experience in executive coaching, invariably some dimension of communication skills are of concern for development. Within this arena, a growing number of our coaching clients are finding email to be more of a nemesis than an ally. The high visibility and low uniformity of email messaging makes it increasingly difficult for leaders to fully ignore or address on a daily basis.  The unspoken message here is that mismanaged email easily becomes a credibility issue with colleagues, direct reports, and key customers.   

Leaders who are losing the email management game can make adjustments and adopt more productive email habits. The following rules of engagement may help overcome the tyranny of the inbox. 

Clarify what's important with the team and colleagues:  In the absence of clear direction regarding the type of information one wants to receive, review or be copied on for future reference, most staff will over communicate via email to make sure they have covered their bases. Taking time to educate staff regarding priorities and expectations for managing urgent, ongoing, or out-of-the-ordinary data can save needless reading and sorting time. 

Model inclusion instead of protection:  Email can be an efficient resource to keep others current or informed on matters that impact their success. However, when used as a safeguard or protection against uncomfortable but necessary conversations, email can become a roadblock to resolution. Exchanging perspectives, rationale, or excuses through email does little to bring about needed collaboration on important issues or initiatives. Hiding behind email often delays resolution and consumes valuable time.  

Enlist administrative staff as email allies:  How aware is support staff of the current priorities, hot topics, and significant relationships impacting the department's or division's success?  Are they running interference on meeting invitations that could be delegated or politely declined?  A savvy assistant can keep the executive out of hot water and lessen the email management workload. Giving support staff email access and a weekly review of what and who is most pressing is a habit with a sound ROI.

Master the art of brief and immediate response:  It is easy to overlook an email response because it may require more effort than the individual has time to give.  However, no response can be easily misperceived and create unnecessary tensions. An immediate response, even if it's just to say,  "Thanks," "Can't comment on for two weeks," or "You make the call" can preserve relationships, redirect efforts, or encourage initiative. 

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Savvy leaders learn how to master technology as opposed to being enslaved by it. Great communicators know the power of sound bites. Strategic managers understand the value and efficiency of delegation. Individuals applying these rules of engagement to their inbox will bring new email habits to light that will save themselves time and raise their stock as a leader, communicator, and manager.

Call us, we can help.

 

 

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