Email EQ- Principals' Digest 

While the convenience of email cannot be overstated—its speed, asynchronous nature, and the provision of an electronic paper trail—a mindful approach is crucial. There exist certain types of emails that, when sent by managers, might not convey the intended message, and could potentially create misunderstandings or negative perceptions.

1. Checking in before a deadline: When sending reminders about an agreed-upon task completion date, it might inadvertently communicate a lack of trust in your colleague. These emails might be perceived as disrespectful or unprofessional, akin to a parent constantly reminding a child about homework.
2. Misleading urgency: Reserve urgent flags or "open immediately" markers for genuine emergencies. Overusing these for matters that aren't truly urgent can lead to colleagues feeling rattled or annoyed, resulting in a lack of seriousness even when a situation is genuinely critical.
3. Negative tone: Email lacks the ability to convey body language and facial expressions that are crucial in communicating subtle human emotions. If you're feeling upset or distracted, it's advisable to pause and consider how your email might be interpreted before sending it.
4. Announcing significant changes: While emails are a convenient means of communication, some important topics are better discussed in person. Major organisational changes or significant initiatives might benefit more from a face-to-face meeting to ensure clarity and understanding among everyone involved.
5. Serious personnel decisions: Under no circumstance should important personnel decisions, such as firing, layoffs, or downsizing, be communicated via email. Doing so is not only perceived as cowardly but can also be incredibly dehumanising, demoralising, and traumatic for the individuals involved.

In summary, the convenience of email should always be balanced with a thoughtful consideration of its limitations and potential impacts on the recipients. Being mindful of the message's tone, content, and appropriate context for different types of communication will help in fostering positive and effective interactions within the organisation.

Acknowledgement: Bonnie Low-Kramen “5 types of emails managers should never send” in Fast Company, May 2023. Read article here.