Have you ever clicked the "Send" button and almost immediately regretted doing so? Perhaps you simply forgot to spell check, or maybe you added to the Cc: list someone completely irrelevant to the subject matter. Worse, perhaps you sent project-sensitive matter to someone who should not have access to that information. What about those seemingly innocent exchanges between you and another person which come back to haunt you when someone you never even heard of replies to a copy of your email?

Knowing when to email and when to simply pick up and talk to someone is an art that needs to be mastered in the workplace. Although email is by far the most widely utilized method of office communication, there are specific times when being face to face is clearly the better way to go.

When to Email:

I've received emails that are multiple pages long. After the first page, my eye starts to wander looking for the important key words. These are the times I wish I knew how to speed-read. Emails need to be concise and to the point, with a clearly defined audience.

Email should be used when sending basic requests for information, conveying project information to a team, scheduling and RSVPing to meetings, providing meeting minutes, asking questions of large groups of people, and generally for sending out any kind of decision-making correspondence, when records are required for corporate liability protection.

Emails are great for short and quick interactions with coworkers, cutting down on time spent walking back and forth to their offices, and improving productivity. Emails should be used sparingly and carefully when addressed to large groups of people. Depending on the issue, emails can get you an answer right away, or they can give people an excuse not to make a decision immediately ("Haven't checked my email yet").

When to Talk:

If time is of the essence, pick up the phone, or speak in person. Talking will improve the chances that you will get the answer you need right away. If you need to discuss project-sensitive information, talking will ensure confidentiality. Talking is preferable to email in dealing with human resource issues, as it puts you face to face and eliminates any misunderstandings, as can happen sometimes by writing. Introducing yourself to a potential or new client, closing a deal and handling conflict resolution are always better done by talking. You can always follow-up your conversation with an email, if need be.

Most importantly, when dealing with your boss, find out his or her preference in the way they'd like you to communicate with them. Some managers prefer dealing with multiple emails at their own pace and leisure rather than personally meeting with you several times a day to discuss issues. However, remember that in the long run, nothing beats one-on-one communication.

Learn more about this author, Nikki Lloyd.
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