{"id":10290,"date":"2015-03-11T11:58:34","date_gmt":"2015-03-11T10:58:34","guid":{"rendered":"http:\/\/www.targettraining.eu\/?p=10290"},"modified":"2018-06-06T12:29:32","modified_gmt":"2018-06-06T10:29:32","slug":"email-madness-misusing-and-abusing-email-and-what-you-can-do-to-stop-this","status":"publish","type":"post","link":"https:\/\/www.targettraining.eu\/de\/email-madness-misusing-and-abusing-email-and-what-you-can-do-to-stop-this\/","title":{"rendered":"Email MADNESS!! Misusing and abusing email \u2013and what you can do to stop this"},"content":{"rendered":"\n<style type=\"text\/css\" data-created_by=\"avia_inline_auto\" id=\"style-css-av-5vd3oy-7c969b907df072c8eefe2b0c67d62c2b\">\n#top .hr.hr-invisible.av-5vd3oy-7c969b907df072c8eefe2b0c67d62c2b{\nheight:25px;\n}\n<\/style>\n<div  class='hr av-5vd3oy-7c969b907df072c8eefe2b0c67d62c2b hr-invisible  avia-builder-el-0  el_before_av_two_third  avia-builder-el-first '><span class='hr-inner '><span class=\"hr-inner-style\"><\/span><\/span><\/div>\n<h2>Knowing how to use email is simply assumed<\/h2>\n<div  class='flex_column av-12yrmc2-5c7377788b3be020f614e72a5c189e28 av_two_third  avia-builder-el-1  el_after_av_hr  el_before_av_one_third  first flex_column_div  '     ><p><strong>Did you know that the majority of email traffic comes from the business world, with business users sending and receiving an average of 121 emails a day in 2014? Email is the most pervasive form of communication in the business world, and therefore effective email writing means effective business communication. But surprisingly (or perhaps not) email doesn\u2019t always mean effective communication, does it?<br \/>\n<\/strong><\/p>\n<p><strong>One of the more interesting aspects of being a trainer is the opportunity to meet, talk with and learn from other professionals in a wide range of jobs and industries. The following is a true story. I\u2019ve changed names to protect the innocent \u2013 and the guilty. Sadly though, I\u2019m guessing that as you read this you\u2019ll have your own stories of email madness spring to mind.<\/strong><\/p><\/div>\n<div  class='flex_column av-m57mya-63808d45326267304a2930100a26b661 av_one_third  avia-builder-el-2  el_after_av_two_third  avia-builder-el-last  flex_column_div  '     ><p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-0707bcb7-a706-4ba3-a5d1-67ad136a7bed\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-0707bcb7-a706-4ba3-a5d1-67ad136a7bed\" class=\"hs-cta-node hs-cta-0707bcb7-a706-4ba3-a5d1-67ad136a7bed\"><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/455190\/0707bcb7-a706-4ba3-a5d1-67ad136a7bed\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" id=\"hs-cta-img-0707bcb7-a706-4ba3-a5d1-67ad136a7bed\" class=\"hs-cta-img alignright lazyload\" style=\"border-width: 0px\" data-src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/455190\/0707bcb7-a706-4ba3-a5d1-67ad136a7bed.png\" alt=\"Writing emails that people read: Free eBook download\" src=\"data:image\/gif;base64,R0lGODlhAQABAAAAACH5BAEKAAEALAAAAAABAAEAAAICTAEAOw==\" \/><noscript><img decoding=\"async\" id=\"hs-cta-img-0707bcb7-a706-4ba3-a5d1-67ad136a7bed\" class=\"hs-cta-img alignright\" style=\"border-width: 0px\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/455190\/0707bcb7-a706-4ba3-a5d1-67ad136a7bed.png\" alt=\"Writing emails that people read: Free eBook download\" \/><\/noscript><\/a><br \/>\n<\/span><br \/>\n\/\/ <\/span><\/p><\/div>\n<h2>The use, misuse and abuse of email communication (yes, this is a true story)<\/h2>\n<p>I met Sven in an open seminar. Sven was the manager of the facilities management department at a large manufacturing company. His administrative location had just moved premises, and as you can imagine this was an incredibly busy time for Sven and his team. However even though (or perhaps because) Sven was busy he was determined to attend the <a href=\"https:\/\/www.targettraining.eu\/self-efficiency\/\" target=\"_blank\">time management seminar<\/a> his HR department had organized with us. Sven set his out of office reply up the night before, and I met him on a cloudy morning the next day.\u00a0 The training went very well as the group shared, discussed and developed practical solutions to the problems they faced. Then at lunch time the following emerged \u2026<\/p>\n<p>Somebody (let\u2019s call him Michael) had sent Sven a mail and received Sven\u2019s out of office reply. Sven had not changed his automatic signature block and Michael knew that Sven had moved offices, so why did his signature block still have the old address? Michael concluded that this could well be an IT problem, but as he wasn\u2019t sure he sent a mail to his 12 teammates asking if they had experienced something similar. Of these 12 teammates, one sent a mail to the IT help desk, one of them sent a mail to his line manager (let\u2019s call her Marie) \u2026 and one of them sent a mail to Sven\u2019s colleague, who then sent a mail to Sven.<\/p>\n<p>Marie sent a mail titled \u201cURGENT \u2013 critical email problem\u201d to the CFO. The CFO, who was in a meeting, saw the title and sent a mail to the Head of IT asking what the problem was and how quickly it could be resolved. The Head of IT sent a mail to the IT help desk asking what the problem was and how long it would take to be resolved. \u2026 and I think you can imagine the rest yourself. At some point during lunch time somebody from the IT help desk phoned Sven to ask whether he knew his signature block was old. At this point Sven explained it was his oversight \u2013 and that he\u2019d update it when he got back into the office the next day.<\/p>\n<h2>Key learning points that all email users should keep in mind<\/h2>\n<p>Now obviously the above is not strictly speaking about just an email problem. But the elements of the story do highlight some all-too-frequent behaviours. Here are 4 key learning points which, if they\u2019d been followed would have prevented the situation above:<\/p>\n<h3><strong>Just because you can send an email it doesn\u2019t mean you have to!<\/strong><\/h3>\n<p>It is possible to over communicate sometimes. How many emails do you receive each day? One of the biggest sources of stress at work is the sheer volume of emails that people receive. So, before you even begin writing an email, always take a few seconds and ask yourself: Is this really necessary? Then ask yourself the same question again before you hit \u201csend\u201d.<\/p>\n<h3><strong>Know when to use cc , and when not<\/strong><\/h3>\n<p>Discuss this with your colleagues and agree on a \u201ccode of conduct\u201d. Keep in mind that people can interpret what \u201ccc\u201d means in different ways. They can also read meaning into who was and was not copied in.<\/p>\n<h3><strong>Think carefully about the subject lines in email<\/strong><\/h3>\n<p>In particular think about how often you want to use words such as URGENT, NEED HELP, PRIORITY etc. If you use them too often in your subject lines, you should be prepared that when you really need to draw attention to your email, your reader won\u2019t be interested.<\/p>\n<h3><strong>Know when to pick up the phone<\/strong><\/h3>\n<p>Email is not always the most effective form of communication. Sometimes, picking up the phone is faster. Email is great for giving information, sharing updates or making simple requests. However use the phone if something could be a sensitive or emotional topic, or if you need to deal with questions that are likely to need some back-and-forth discussion.<\/p>\n<h2>Your email madness<\/h2>\n<p>As I was preparing this post, everyone I spoke to about it had their own email madness story to share. You can use the comments function below to share your example of email madness with our readers.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Knowing how to use email is simply assumed The use, misuse and abuse of email communication (yes, this is a true story) I met Sven in an open seminar. Sven was the manager of the facilities management department at a large manufacturing company. His administrative location had just moved premises, and as you can imagine [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":7902,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":""},"categories":[94,92],"tags":[103,50,16],"class_list":["post-10290","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hybrid-solutions","category-soft-skills-pathway","tag-emailing","tag-time-management","tag-writing"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Email MADNESS!! 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