Use your e-mail to create a powerful workplace

Last month, I talked about how the military makes the most effective use of e-mail (see “Ten-hut: The military way of writing emails” in the August 2024 issue). This month, I want to talk about using email to build a team effectively, to develop an esprit de corps, and to make use of wasted electronic real estate.

No.1: This is not about etiquette

The following is about more than politeness. That’s the minimum expected of people in a workplace.

Instead, it’s about using opportunities that present themselves to you every single day but are wasted.

No. 2: If all you can say is ‘Congrats,’ say nothing at all

A colleague receives an award or publishes an article or closes a sale. An email is sent out noting the accomplishment. Silence is the worst response. But a mere, “Congrats,” is not far behind. It’s a rote, knee-jerk response.

Try this instead: “This is great news. I know it took a lot of work—I saw you in the office on weekends. Well done!” (I do this with students who I know are working hard, even if they only raise their grade from a “C” to a “B.” It’s not only the “A” students who deserve recognition.)

Point: personalize the message. Let’s say your colleague publishes an article. Take the time to look it over and get a sense of the message. Reflect your understanding in your email. The message is delivered that you care.

No. 3: No emoticons!