Some people equate sending many emails during the day with being productive. However, team members may not view it that way. People who communicate solely through email can overwhelm their co-workers.
Fast Company shares the following factors to consider when it comes to how and when you send emails.
- Make time for a conversation. Some people may think talking in person is an inconvenience for that team member. However, constant emails in their inbox may be more inconvenient. It is important to ask: “Do I really need to send this email?” Consider whether you can instead discuss the topic at a weekly meeting; stop by the co-worker’s desk; or try to find the answer yourself by doing a little research. Communicating in person also can help you have an efficient conversation.
- Do not add to the email chain. Reply-all chains can get out of control, leading to an inbox explosion. Often, different people in those chains express similar thoughts, so you may not need to weigh in with a response. Consider whether everyone needs to see your response or whether you can just respond directly to one person; the value it adds to the conversation; and whether the message can be in person or in another format.
- Just wait to hit send. Unless it is an emergency, try not to send emails late at night. Although you may be working, co-workers who see many emails from you outside of work hours could view them as urgent—even if what you are sending is not urgent at all. If you are constantly treating everything as urgent, it could be more difficult to get team members to respond when you really do need their help.
