The water cooler, stacks of paper memos, and endless interruptions by the phone or someone hanging over your cube rattling on about who knows what has been replaced (when used appropriately) with streamlined, and more efficient office communication alternatives. Knowing when to use them is the key to success and good office etiquette.

When email is appropriate and helpful:
1. If you are communicating information that must reach several individuals or a memo style message, or email is appropriate, quick and conserves paper.
2. If you need to create a "paper trail", email allows for that, and avoids the "you never said that" excuse. Sometimes after verbally communicating a message you can email a synopsis of what was discussed to create a record.
3. If the party you are trying to communicate with is in a position where they are under time constraints, an email allows for a courteous way to contact them, relay information, and if necessary, set up a time for a face-to-face conversation.
note: Do not use email to forward cutesy messages that clog up computers and take up time reading and deleting.

Where talking is better:
1. Sometimes an important message can be misinterpreted electronically. Body language, tone of voice, and expression cannot be conveyed. Talk directly if the message is personal or a sensitive one such as corrective action. You can follow up with an email for record afterward.
2. The message is private. Remember, when you send out an email, you risk parties other than the recipient receiving or reading it. It can also be forwarded to other individuals that you may not have intended to see it. Some organizations even have random checks of office emails. Yes, big brother is watching.

As you can see, both forms of communication have their place in the work environment. Used properly, email and verbal communication can help create a more successful and positive workplace.

Learn more about this author, Karen Ellis.
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