Didn’t You Read My Email?

May 21, 2019

My work on leadership development often focuses on communication. Reason: Poor communication is the #1 complaint in most employee satisfaction surveys.

One cause of the problem is that many managers think they have communicated when they send out an email.

In a recent edition of the Trust Barometer, Richard Edelman measured that about 60% of workers say they need to hear information about a company 3-5 times before they are likely to believe it.

The implication is that the bar has been raised on the number of times managers need to communicate a consistent message before people are likely to internalize it.

The sad truth is that many managers put information in an email and honestly believe they have communicated to people. Hogwash! Let’s examine some of the reasons this opinion is incorrect.

People rarely read long and complex emails

Managers who put out technically well-worded messages have a vision that the employees will hang onto every word and absorb all the careful “spin.” It’s just not true.

If it takes more than about 30 seconds to read a note, most people will only skim it for the general topic and assume they understand the message.

If a manager puts out a note that is 3 pages long and takes 15 minutes to read, I suspect not 1 in 10 people are going to internalize the meaning.

In fact, when most people open a note and see that the text goes “over the horizon” beyond the first page, they either delete the note without reading it or close the note and leave it in the inbox for a more convenient time.

Naturally, a more convenient time does not surface, so the note is allowed to mold in cold storage like last week’s opened cheese.

Written information needs to be augmented with verbal enhancements

The written email should contain simply an outline of the salient points. True meaning should be obtained by reinforcing the key points face to face.

This vital step would also include the opportunity for personal involvement or at least dialog, so people can ponder the meaning and impact. Questions for clarification will enhance understanding.

Sensitive topics need a third exposure (and maybe a fourth)

Use some form of summary hand out, YouTube video, voicemail, text, Skype, conference call, newsletter, or podcast to solidify the information.

Make action items clear

If action is required, the succinct message of who, what, and when needs to be highlighted in bold text.

Formatting is really important

Email notes should be as short and easy to digest as possible. Aim to have the message internalized at a glance and with only 15-30 seconds of attention.

• State the objective and main point up front
• Use bullets for key points
• Avoid long complex sentences
• Summarize in a brief statement at the end

Note the use of bullets eliminates wordy construction. Use the “Golden Rule” for writing e-mails; “Write notes that you would enjoy receiving,” and utilize many different forms of communication rather than relying on just email.

Bob Whipple is CEO of Leadergrow, Inc. an organization dedicated to growing leaders. He can be reached at bwhipple@leadergrow.com 585-392-7763. Website http://www.leadergrow.com BLOG http://www.thetrustambassador.com He is author of the following books: The Trust Factor: Advanced Leadership for Professionals, Understanding E-Body Language: Building Trust Online, and Leading with Trust is Like Sailing Downwind

Stretched Too Thin?

July 22, 2012

We hear that the only sure things in life are death and taxes. If you are a manager, one sure thing is that people will tell you there are not enough employees to do the job. I have yet to find an organization where the workers do not feel stretched beyond their ability.

Productivity makes an interesting study, because most behavioral scientists agree that in any organization the actual productivity is a small fraction of the capability inherent in the people. Research reported by the Gallup Organization in 2010 indicates that for average organizations, only 33% of the workers are engaged, 49% of them are not engaged, and 18% are actively disengaged. This low productivity is usually not the fault of the workers, but the result of a poor culture established by top leaders.

The paradox here is that while there is a perpetual outcry for more people in most organizations, the human resources that are available are grossly underutilized. By establishing a culture of higher trust, managers can change the equation dramatically.

We do not need more people; we need better utilization of the people we already have. How do we solve the age-old mystery of getting higher levels of effort and engagement on the part of people? The irony is that when managers look to improve productivity, they often focus on numerous other things and forget that true productivity lies with the motivation of people.

For example, I read an interesting article on productivity in the Encyclopedia of Management 2006, which gives 17 ways to improve productivity in an organization. They are:

1. capital investments in production
2. capital investments in technology
3. capital investments in equipment
4. capital investments in facilities
5. economies of scale
6. workforce training and experience
7. technological changes
8. work methods
9. procedures
10. systems
11. quality of products
12. quality of processes
13. quality of management
14. legislative and regulatory environment
15. general levels of education
16. social environment
17. geographic factors

Notice the amazing lack of motivational aspects in this list. The only factor in the whole list that has much to do with motivation is item 13, quality of management. True, we can improve productivity with capital investments or systems, but the real gold is changing the morale of the people doing the work. That takes an investment of a different kind. My thesis is that the missing ingredient in productivity is trust.

The Trust Across America Organization has gathered some compelling data over the past decade that shows corporations with high trust achieve 500-600% greater returns than the S&P 500. So productivity, and the resulting profits, are available if we can only educate leaders on how to build and maintain higher trust. That revelation means we can stop whining about not enough people and start focusing more effort on the skills needed to grow trust.

Improving the level of trust in an organization starts at the very top. The most senior managers must recognize it is their behaviors and the signals they send that set the tone for everything that happens in their organization. There are several groups and consultants, including myself, who specialize in helping organizations understand the pathways to higher trust.

I recommend that all top managers have a key thrust to change their behavior patterns so that trust begins to grow from the highest levels. Once started, the improvement in trust will naturally flow down through the entire organization, and the first thing you know, the outcry for more people will become muted. The employees are there just waiting to put their shoulder into the work once they are treated the right way.