Email: Benefit or Curse ( Book Review )

Has your Email got you down?

A few days ago a patron asked me to take a look at her computer. Her Email wasn't working. She opened her email and showed me the "inbox". There were over 600 messages there. Also there were over 600 messages in the "trash" file. Other factors were involved in "the crash" she was experiencing. We had to "reboot" the computer and got things going again. I suggested she might want to "empty the trash" file and to try to delete as many of the 600 messages in her "inbox" as possible.

The above story is common for anyone with email accounts. Think how Michael Brown, then director of the Federal Emergency Management Agency ( FEMA ) felt when the following email exchanges between him and his staff were revealed. These exchanges were at the height of the Hurricane Katrina disaster.

"To FEMA Staff
August 29, 2005
Are you proud of me? Can I quit now? Can I go home?"
"To FEMA Staff
August 29, 2005
If you'll look at my lovely FEMA attire, you'll really vomit. I am a fashion god."
"To FEMA Staff
August 30, 2005
I'm not answering that question, but do have a question. Do you know of anyone who dogsits?"

These embarassing exchanges are revealed in David Shipley and Will Schwalbe's cautionary tale and critique and guide to everything email, SEND: The Essential Guide to Email for Office and Home. Shipley is OpEd page editor for the New York Times; Schwalbe, editor in chief for Hyperion Books.

Essential is, for once, not hollow hyperbole. The authors estimate 25 % of the business day is taken up by email. Trillions of email messages go back and forth every day. Email is part of Business and Government Records Retention programs. President Bush and his administration will be delivering 100 million electronic messages to the National Archives; President Clinton's was 32 million messages. There are many existing legal cases where Company Email is part of the discovery process. Email was notable in Enron and Arthur Andersen cases. Current and past Presidents have sought to prevent access by claiming "executive privilege".

Here's what's covered in SEND: "Why do we email so Badly. When Should We email. Anatomy of an email. How to write ( the perfect ) email. Six essential types of email. Email that can land you in jail. S.E.N.D ( Simple, Effective, Necessary, Done ). The last word. How to read your header (Appendix). Email in all its manifestations is covered -- from the silly to the very serious. This book is a comprehensive account of do's and don'ts; a true manual and guide. It is not a "preachy" ettiquete book. It is highly enligtening and often humorous in its presentation of its subject. The authors do not exempt themselves from falling into the trap of misguided communications. They put their discussion into context behind the emergence of this important tool and differentiate between other forms such as instant messaging ( IM ), chat and the evolution of mobile emails ( Blackberries ) dominating business life 24/7. In fact email seems to have taken over many lives and made once private communication open and public.

The need to prioritize, to discuss access, the fact that one receives email from total strangers, who in the Facebook and MySpace and LinkedIn generation become your "friends". Every manager must decide how to handle email. Anything in email transactions must thought of as "public". Effective time management requires an email policy. In fact email may give one the illusion of getting things done, but production is elsewhere.

So, if you find yourself in the email mire or are trying to work out effective policies, SEND will be an essential guide for you. In fact anyone entering the email world will beneft from this book. Probably one of the most useful Business books of 2008 or anytime. Along the way you learn the history of email ( much older than the world wide web ), how email in fact works in the internet, and many true life illustrations of what is right and what is wrong about email In fact you may want to make this book required reading for your business, employees and managers. Besides its obvious utility, there is a bonus: it is a most enjoyable read!