Top Time Tip #60 Does Your Organisation Overuse Email?
7th July 2005
Just because we can send an email doesn't mean we should!
The planning team of a large institution often work on large collaborative projects. This often requires input from all members. They had been in the habit of sending emails to all members of the team for input and contributions. In a training session someone said: ‘I feel I let the team down when I'm slow to contribute to these group email discussions.'
My answer wasn't what she expected. It was: ‘Do you need to have this kind of dialogue by email? Is there a better way?'
It wasn't about being more disciplined and replying faster - wrong answer, wrong use. As they considered when they need group input, they realised that a quick 15 minute ‘sofa time' would be far more efficient. They could springboard off each other's ideas instead of pouring over multiple keyboards for ages, searching for the right words, thinking in isolation, only to find that someone else's ideas negated their carefully scripted response.
It didn't need a formal meeting, which they wanted to avoid, but a quick short heads-up with whoever was around. The relief lit up their faces as they realised there was such an easy alternative.
Another example of wrong use
A new office initially had no walls - all open plan, with about twenty people working together. Once chest-high partitions were put in place the use of phone and email to talk to each other went up, even though people were sitting a few paces away.
The CEO nipped it in the bud. Result: the frequency of internal mail was stabilised at a sensible level instead of becoming the monster many organisations struggle with.
Do an audit on your internal email use: is it overused?
[This is one of many tips I'm collating for the next 'About Time' book. The first one, 'About Time - 120 Tips for Those with No Time' is one of my most popular titles, and great for those who don't have time to read a book, but want the help.]
From our readers - How to get the kids to talk!
Are you a parent? Do you ask your children the familiar "How was school today?" question? The following is an extract from Stuart Fleming of Stride. Check out his excellent site and enrol for his ezine at www.stride.net.nz
Do you feel frustrated at the replies you invariably get: "", "Fine" or ""? Want a conversation instead?
Step One: do something different. If you always ask the same dumb question, you'll always get the same simple answer.
Step Two: get creative. How about "What was the most fun thing that happened today?" Or "What made you laugh the most today?" Get them thinking about the brighter side of life!
Step Three: check with how they're coping with stuff. Try a "What was the most challenging thing that happened today?" Or "What was the curliest question you were asked in class today?"
Step Four: shut it. Don't try to fix, solve or belittle a problem or challenge. Let them express it then give them space to engage brain and ponder it themselves. Often just talking out loud gives them time to figure out their own solution. So... attention on, but lips shut!
Step Five: think back to when you were their age - remember how important a new lunchbox, or date for the weekend was? Practice listening from their point of view, and reserving judgement.
Step Six: repeat 2 to 5, repeat 2 to 5, repeat 2 to 5. I know one family where the children actively search out something new or interesting on the way home because they know Mum is going to ask "What did you discover today?"
Improving the quality of your questions increases the quality of the answers you receive. Try it!
All the best 'til next time
You love a bargain? www.gettingagrip.com/products/bundles/
© All Rights Reserved to Robyn Pearce, GettingAGrip.com.
Admin Office: PO Box 29 586, Fendalton, Christchurch 8540, New Zealand Ph. + 64 3 351 2140 http://www.gettingagrip.com/
|
