Does writing a long email show I’m responsive, or hedging my bets?
An exhausting approach to email
I was recently reminded of a time when I wrote emails that went something like this:
Here is the research.
I believe it is in the most up-to-date template, but if you would like it reformatted, just let me know.
I was only able to reach one source for the data in the budget column, but I’m happy to reach out to others you might recommend.
I am sending this to you first, assuming that you want to review it before it gets more broadly distributed, but if there are others you want to review it concurrently or before you, I trust you’ll forward it or I can do so with some direction.
I have included a summary of the data and how it ties to the greater analyses. I hope it meets your expectations.“
Why did I write like that??
I was oblivious to how exhausting it would be to read that!
Why did I have so many If this, then that’s?
As a young professional, I thought it was an opportunity to show that I was thorough, thoughtful, and thinking ahead. I also wanted to be seen as helpful, and ready to adapt to whatever my manager needed.
If that sounds like over-thinking, imagine what somersaults my brain did when the reply was something like “Thanks.”
A simpler approach
If I could give advice to my younger self, it would be to send an email more like this:
“Here is the research for your review and comment.
As you know, one of my development goals this quarter is to improve how I synthesize information. Do you have ten minutes on Friday to give me some feedback on that?“
Our culture of efficiency and constant readiness, can lead us to trying to predict how our communication will be received, and trying to get ahead of those imagined scenarios. But once we can accept that a single email will never be perfectly effective, or comprehensive, then we can give ourselves a break.
An exercise for simplifying communication
Here’s an exercise to help you strengthen your communication muscle:
- Today, look through some recent messages (emails or texts) for any patterns that you may have of been overdoing it.
- Then, choose a way to remind yourself to try something simpler this week. Perhaps it’s a word on a sticky note, or a target maximum number of lines.
- Through this week, adjust at least one message every day, to something shorter, perhaps asking to brainstorm next steps instead of listing the ones on your mind.
- At the end of the week, notice what was hard and what was easy, and if you received different reactions to your shorter communication.
