Leveraging Email to Build Healthy Effective Work Teams

•Email is a dominant communication vehicle in organizations, occupying almost 20% of leader’s workday.•Email can promote connection the workplace when used intentionally to build individual competence and sense being valued.•Email has emerged as an essential tool for effective leaders. Although means remain blended email driver clinical operations employee relations, often up 25% workday. As revealed case study research, emails create vital extent that they enable task accomplishment; positive affect community. Leaders strengthen relationships within their work team by mindful about how use daily routines. Key Points•Email leadership tool. Email took business world storm over 25 years ago, leaders, nearly everyone else, began using earnest de rigueur mode workplace. could send everything from project updates meeting agendas single person or many, it was amazing. After 3 decades use, however, leaders still be heard grumbling not-so-perfect aspects medium, including unfocused messages, throngs cc'd, back-and-forth exchanges better executed face face. Alternative forms electronic are on rise with platforms such instant message apps, Slack Twist, well commonly Jetson-inspired methods feature video capabilities WebEx Skype. Like not, though, remains king comes most frequently used, versatile, universal way communicate workplace.1Pew Research CenterEmail Rules Workplace.http://www.pewinternet.org/email-rules-the-workplace/Date accessed: September 22, 2019Google Scholar This mule information age occupies 111 workdays span course year, individuals devoting average 2.5 hours per day email.2Gill B. Email: not dead, evolving. Harv Bus Rev. 2013;June:32.Google Scholar,3Acton A. How Stop Wasting Hours Every Day. 2017. Forbes.https://www.forbes.com/sites/annabelacton/2017/07/13/innovators-challenge-how-to-stop-wasting-time-on-emails/Date Given will likely abandoned, patterns shape quality type makes competency this complex phenomenon. there many articles available proper etiquette strategies tame inbox, focus article ways through superhighway. draws data important dove deep into busy life chief nurse executive 18 direct reports at mid-sized hospital. All team’s correspondence collected analyzed period 1 year. Coupled survey interview data, compelling portrait role plays health care organization communicators strike balance, between creating connections merely executing transactions emerged.4Medland J. Email’s Influence Perceptions Connection Collocated Work Team. Benedictine University, Lisle, IL2007Google may increase workflow, but does matter if feeling social well-being end casualties. relationship. one members live out relationship leader. such, attention should devoted builds fortifies organizations. In 2019, number sent received user totaled 126 77 legitimate received, 19 spam-type 30 sent.5Radicati GroupEmail Statistics Report, 2015-2019, Executive Summary.https://www.radicati.com/wp/wp-content/uploads/2015/02/Email-Statistics-Report-2015-2019-Executive-Summary.pdfDate: 2015Date December 9, At time study, nursing officer (CNO) averaging 95 top users organization, generally conducting beginning p.m. ending around 10 allowed responsibilities leader met anytime 24/7/365 world. It enables teams coordinated each other, whether offices separated mere feet, demands shift separate them. The erasure these geographical temporal distances allows virtually anywhere. Yet, illustrates, must taken purposefully, connecting meaningful recipient involved segment.4Medland perception arises sender investment, represented email, balanced against perceived value created exchange (Figure 1). Value worth, utility, importance attached exchange. determination made message, recipient. A valued depicted two study: messages helped people feel capable successful work, engaged For example, Figure 2, 4 different types responses provided same request letter recommendation graduate school. making highly motivated affirmation professional development. convey completed; upper right-hand quadrant shows just few more targeted words help fortify subject psycho-social interplay individuals, environment, technology,6Orlikowski W. Barley S. Technology institutions: what research technology organizations learn other?.MIS Q. 2001; 25: 145-165Crossref Scopus (680) Google tailoring response based unique needs wants exchange.Figure 2Examples Responses.View Large Image ViewerDownload Hi-res image Download (PPT) sequence highlights quickly go awry, tended right level consideration other person. somewhat incomplete vague report, result CNO countered declaration his position then proceeded invite charge capacity planning conversation email. expedited hand, did report enabled either indicated face-to-face interaction would have been forum discussion. outcome change, she able tell her story CNO. doing so, staff, need support vividly depicted. absence exchange, were pangs disappointment, limited understanding issue CNO, missed opportunity connect topic. situations ambiguity complexity, err side medium cues, phone call scenario depicts 3), action, recipient, considered less connecting. Conversely, responded acknowledgment, guidance, support, action viewed Akin Sherman’s discussion presence, “To influential, you point view willing express it. You also draw others staying present focusing solely Your ability read audience situation accurately respond approach contributes presence.”7Sherman R. presence: organization's jobs who act, speak, look part.Am Nurse Today. 2015; 10: 8-9Google had clearly expressed; he via which member. Emerging public relations literature affective interactive officers presence psychological intimacy publics. Executives encouraged provide timely reply inquiries; leverage functional network; conversational tones, genuinely emotion processes give take, executives actively strategically presence—presenting themselves “real” persons, “genuine” character, fostering dialogue.8Men L.R. Tsai W.-H. Chen Z.F. Ji Y.G. Social digital dialogic communication: engagement lessons CEOs.J Public Relat Res. 2018; 30: 83-99Crossref (42) Investing flow resources information, personal effort, psycho-emotional key finding study. magnitude investment low high determined kind Direct characterize exchanged setting transactional achieve defined objective. sender, transmission text some form, enlists another becomes interaction. To invests significantly partner greater leader's mental take minutes, cumulatively, overarching pattern customized member values make long-lasting impact. attuned delivering receivers specifically value, gleaning clues learning matters motivates members. other-oriented conveys cares grasps concerns. These priceless marketers now user’s “digital body language” inconspicuously tracking all interactions various content like websites search activity. Just physical language reveals lot someone’s character mood, decode empowers marketer tailor every new improve deliverability message.9Dayman D. Getting know you: language.DM News. 2010; 17: 6Google lesson alike intentional, other-focused, conspicuously alert cues signal opportunities connection. range rather simple features infuse richer meaning recipient-centric. Is CNO’s priority completing tasks efficiently? If crafting that’s devoid small talk effectively him her. Likewise, manager trying gain role, taking context needed orientation accomplished. member's natural niche annual holiday party, heartfelt appreciation acknowledgment effort long cementing members' commitment routine duties. Each requires only bit thought minutes. Still, environment reap great rewards terms maintaining solid, team. Customizing recipients, inasmuch personalities, styles, priorities, job duties define them, insurmountable task. Adapting Dutton's10Dutton Energize your workplace: sustain work. Jossey-Bass, San Francisco, CA2003Google Scholar,11Dutton JE. Building connections. In: Dutton JE, Spreitzer GM, eds. Positive Leader: Small Actions, Big Impact. CA: Berrett-Kohler Publishers; 2014.Google host deliberate steps perform reflect they, uniquely 4). unlock transformational aspect medium. differentiations values, compose likelihood rush typical workday, easy whip multiple lack warmth authenticity. Leaders, whose scopes responsibility quite broad, understandably want productive getting list emails. so doing, sometimes fail consider add deficit narrative telling behaviors, enlisting perspectives, failure acknowledge contributions. Recent discoveries psychology reveal benefits occur positive, bias conversations rife hope, curiosity, affirmation.12Cooperrider D.L. Godwin L.N. Elevation-and-change: eight-step platform leading P.O.S.I.T.I.V.E change.AI Pract. 7-17Crossref Purposefully invest ongoing stream positivity contribute organizational its internal dialogue. messaging done easily quickly, inserting praise encouraging “Way go!” here there, let see them asset person.4Medland 107 day,5Radicati imagine 5% those connecting? investments immediate long-term relational fabric strengthened.11Dutton places people. He believes human capital treated “just judiciously million dollars technical equipment…. Besides, upbeat affirming best my ability. It’s expect leaders.” aptly demonstrated recognition working tirelessly upcoming community event 5). brief affirmation, despite incorrect word choice, Email, transmittal, extends CNO's affirming. With keystrokes pressing button, affirm way. seemingly inconsequential “atta boys” strengtheners lead future resiliency optimism difficult challenging confronts members.13Vacharkulksemsuk T. Frederickson Looking back glimpsing forward: broaden-and-build theory emotions applied organizations.in: Bakker Advances Organizational Psychology. Emerald Group Publishing Limited, Bingley, UK2013: 45-60Crossref (37) More than get done, emotional set goals delegate teams, extra mile feedback attend concerns agendas.14Worline M.C. J.E. Hardin A.E. Forming stronger bonds work.Harv 2017; (Available at:)https://hbr.org/2017/10/forming-stronger-bonds-with-people-at-workDate January 12, forum, simply directly ask “simply done,” fashion, foster connective element developing soliciting agenda participant list. By “attending to” opposite opposed “doing email,” attentiveness directed both valuing Harnessing power transform ones—one People self-serving broadcast opinions, do, lighten own workload others. Indeed, inevitable and, cases, even desirable, demonstrates serves jobs, especially members, whatever reason, uncertain insecure proceed. accomplished removing guesswork clear purpose providing background describing specific follow-up required. clarity goes toward boosting efficiency well. When exercise degree responsiveness requesting direction, equipped necessary encourage strengthened decision-making subsequent fuel success.4Medland very characteristics in-person challenging, vocal inflection, facial expression, gestures. bridge contact embodied committing strategy deliberately connective, ensuring regular meetings, appropriate, sacrificed.15Nickitas D.M. First-face impacting effectiveness?.Nurs Econ. 2019; 37: 65-66Google There’s no denying communication’s design challenges. Despite drawbacks, gives unprecedented accessibility touch any given day. employing simple, powerful, strategies, positively resources, autonomy challenge putting unfamiliar practice seem worth building across difficult. require sustained commitment. An enlightened strategic office communication, something takes fully quarter day, exchanges, possibly considers fact predominant collocated stay, seems. much studied regarding suggests gains substantial, connected. price moment’s part, altered better. setting, preventive measurably, healthier Jacqueline “Jackie” Medland PhD, RN, NEA-BC, Principal MedValence Inc Darien, Illinois. She reached [email protected] .