Email; An underrated tool

Why emails are more important than ever?

First, hope you and dear ones are well.

How are you dealing with Corona-virus? Um, stressed, busy, working out of pyjamas,if this is what comes to your mind , we all are in the same boat pretty much. Considering we all are working from home and not meeting in person. Communication takes a whole new meaning and importance. The thank-yous, small gestures such as nodding, smiles(such as acceptance) and hi-fis are no longer in place.

So how do you effectively communicate? Email; an underrated tool.

For the average person, email takes up about half the workday. It’s time to realize its importance. A study reveals 7 out of 10 adults prefer email as a mode of communication. Let’s discuss further why emails have gained much more importance lately, amidst the pandemic.

1. Convenience; We are living at work, at a particular time different people can have different needs to cater. A running tap, a crying child or maybe a dish on the stove. After all, it is a test of patience and management. Not everyone is comfortable for calls at all times. Leaving an email, and giving the respondent some time to revert at peace, with understanding about what is going is very comfortable and is not as time demanding as a video/audio call.

2. Saves time; I know, it sounds strange, how is email writing less time consuming than a call? Imagine the last call you were in, where the participants were over 20, confirming everyone is on the same page, Can everyone hear. One person loses connection, and all details have to be repeated. Also imagine and understand, how 20 people on call for 30 minutes, effectively takes 10 hours of a team! Whereas even one person writing it all down, might take an hour let’s say 2 for contingency edits, others can read it in about 20 minutes, effectively time spent is only 7.33 hours. Well that did save time, To be honest, it will even take less. Amidst the pandemic, we all know time is the biggest asset, in abundance and in scarcity. Think, Think!

3.The almighty internet connection!

The National Sample Survey on Education indicates that only 24% of households have Internet access which includes rural and urban households. The data is from 2 years back, we are changing, yes I agree the dynamics have evolved and many more households have connections now. But a major chunk of population, still struggles to get hold of a proper connection. I myself know people, who travel 4-5 kms daily to get hold of a connection to work properly. Imagine, being on a call where they miss out on the most and then have to follow up with someone to understand and catch up. This adds to inefficiency, miscommunication and major misunderstandings.

4. It’s documented!

How many times, we receive an email starting ‘as discussed’. One major reason for using emails before and after pandemic,is documentation,it is in writing. People with any confusion, misunderstanding stand a chance to read it back and clarify without involving anyone else.

5. India has a culture of not-so-nuclear families

Noises! the crux of all houses. With multiple participants and needs: a child’s online class, an elder’s Special TV time cab be as important as your work. And you definitely don’t want to compromise of any. But simultaneously all these voices, sounds, melodies, traffic playing in the background, wouldn’t be the best state to take a work call! and simply email.

I agree at times calls are much easier than typing a huge email. But at times and for the purpose of understanding it is quiet important to realize the important and do a quick value analysis, how?

1. What are the participants comfortable with? 2. Would the content be better materialized over an email vs a call? 3. How about follow-up? Would both parties be easily accessible for rest of the communication over call? 4. Cost and time effectiveness, considering team’s dynamics. 5. Is it a one-time scenario?

I look forward to hear your views on it, don’t forget to share and comment! Keep safe and wear a mask.