Business Practices That Refuse To Die
#44 – Email Trees Let’s keep this simple. You need to make a decision but need the input
from four team numbers, So you draft an email and send it to the
team. Person number one replies to all. So does
person number two, but three and four only reply back to
you. In addition, unbeknownst to you, person
number four emails person number five who thinks they should have a say in the
decision as well. Person number five replies to everyone. You gather all the feedback and send the
synopsis back out to everyone. You also receive emails from persons number
one and two asking why person number five was included in on the discussion. You reply back to them that although not
ideal it’ll be okay. Person number five also forwards the email to
person number six, who, at this time also replies to all but didn’t get the last
email. So to include her you forward her the last email and cc everyone else just
let them know that person number six was in on the discussion now, too. You now email everyone with a final
decision and want their buy-in. Person number six asks for one small
change you agree, and make the change. You email everyone
again for the agreement. Everyone emails you that they agree. By the end of this madness sixty-one emails have been sent to make one decision. That certainly is not collaboration at
its finest. How can we avoid this in the future? Instead of sending in emails you ask your question in a
collaborative environment. Everyone responds and reads each
others’ responses and suggest person number five & six be invited which you do.
They, too, ready the thread, add their two bits and everyone is on the same page.
You make the final decision, person number six asks for a change.
You revise and everyone buys-off. Done. Now think about how much time your team
saved by using the collaborative space. Multiply that by the number of
in-depth email conversations you have in a day and you can see the savings. Plus the conversation is in one place, you can easily find it again if you need
to refer to it later, and saved your team a ton of email
frustration, which, always makes your team happier. Now raise your hand if you think your
team could have spent those hours doing something more valuable. Exactly So, what are you going to do about it? See vinJones.com for more videos.