BACK TO THE BASICS

“Show up on time and don’t be an ass.”  Helen Murin

I have recently noticed a trend.  It is a trend that is consuming my calendar and filling my email in box.  I also have to admit that the trend has become so consuming in my work life that I have been sucked into it at times.  It is the trend of copying everyone in the organization on an email and including everyone (and their brother) on conference calls just for the purpose of CC’ing and covering tracks.  I will be the first to call out the trend so that I can also be the one that tries to do my part to stop it.

There are basic rules and considerations within a productive corporation that IF followed can open up time to not only get work done but can also assist in a positive, respectful and thoughtful work environment for all involved.  I am going to recap those basic rules and considerations not only for the reader but also for myself.  I have found many of these helpful in my career and in some cases, I have forgotten to abide by them all together.  Let this week’s post be a reminder and refresher for all of us and perhaps a venting session on my part.  We can all do better.

• The two-email limit.  I have found the most effective rule to resolving an issue is to limit a back-and-forth discussion to just two emails.  If the issue is not resolved or clarified in two emails, then it is time to PICK UP THE PHONE.  I have also found that more and more employees are almost fearful of picking up the phone.  They hide behind their computer screens and continue to type away on issues that could be quickly and productively handled with one conversation.  Picking up the phone is always the best way.
• Consider the copy on reply.  Often a congratulatory email will go out to an employee, and I will be copied as they report to me or work with me.  I will then follow up with a personal email to that employee, acknowledging their accomplishments and sending a special note.  However, I never copy everyone that was on the original congratulatory message.  I often get copied on email after email of everyone else chiming in on their individual acknowledgement.  PLEASE REFRAIN FROM RE COPYING ME ON AN ORIGINAL COPY.  If you are replying to a CC on a general acknowledgment or making a comment to a specific person.  TAKE EVERYONE ELSE OFF THE COPY.
• Invite only those to a meeting that have an actionable responsibility.  I have been on many zoom calls recently that have included people that do not have an actionable responsibility on the call.  They are instead invited for the purpose of “covering everyone that could possibly have any interest or skin in the game”.  This results in meetings with over 80 people on a call and the end result is a non-productive, chaotic discussion.  A more productive and frankly respectful approach is to only invite those that need to make a contribution to the call.  Once the call is complete and actionable items have been assigned, follow up with an email that includes a recap of the call and the actionable items that have been agreed to.  Copy those affected by those actions on the email.  If there is concern or question on the actionable items, those affected should reach out to the representative that took on the action assigned.
• Assume good intentions.  Perceptions and preconceived notions can unconsciously set us up to fail.  Reset for every conversation, every email and every meeting.  Start with the assumption that every person is contributing with good intentions.  Give everyone the benefit of the doubt.  If you can start from this place, the majority of your interactions will be productive, respectful and enjoyable.

• EMAIL’S 101 use (START)
  • Send emails only to those that need to receive your message.
  • Two paragraph limit; nearly 99 percent of emails should be kept to two paragraphs.  More than that (without bullet points) will result in most of the email not being read.
  • Avoid expressing your feelings; address the issue and provide action points.
  • Reserve your copy of a manager for extreme situations, copying a manager every time is like the boy that cried wolf, if you continuously do it, eventually the manager will just delete your emails.
  • Tasks and action items should be included and separated out using bullet points.