Email can be a wonderful tool, if used properly. You likely use email as a communication channel in the workplace even more now that more employees are working remotely, but it’s important to consider its limitations and not overload your employees’ inboxes. Email is typically a form of one-way communication—meaning it does not allow for an immediate exchange of ideas like calls, in-person, or online virtual meetings do. Aside from using email as a logistics and project coordination tool, it’s best used as follow-up to meetings to recap concepts, agreements and gain alignment between groups.

As with all communications, emails must be planned and considered to get the action you want. Estimates show that there will be 319.6 billion emails sent and received globally each day in 2021. If we’re using it more frequently, we may as well be better at it.

Email is most effective to…

I’m working hard with both my young daughters to teach them good manners. I believe it’s a critical life skill and think the world would be a better place with a little more “please,” “thank you,” and “excuse me,” among other phrases that portray kindness and an understanding and appreciation of others.

My intention over the holidays was to spend quality time with my family and not to check email. I came very close.

A client issue came up, and my office texted me to check my email for the details, which was the plan for anything urgent.

With the holiday season upon us, I know being able to disconnect from the office while on vacation is top of mind for many of us.

So as you’re thinking about how you’re going to make it totally clear in your out of office message that you’re not going to be checking email, consider a line from one of my favorite out of office messages I've received:

I appreciate technology as much as the next person, but I draw the line when it comes to inappropriate use of email. My email is exploding – literally. From unsolicited political or personal messages to the dreaded “reply all” on group communication, I’ve seen countless examples of blunders and misuse. I think we all have.

My family is finally sending those “laugh out loud” emails to my personal email, and I’m (slowly) training others when to include me in email chains and when not to. And while I’m the first one to value appreciative comments, I can pass on the “thanks” email that ends a chain.