There are few phrases that make me cringe as much as “didn’t you read my e-mail?”…especially when it comes from a Project Manager. It’s as if once you have clicked on Send you have fully discharged your duty as a Project Manager and it is now in the other person’s court with no follow-up necessary from you.
Here’s a confession. I used to be guilty of asking that same question. I don’t ask that anymore. I have changed my view of e-mails and I write them more for myself now than for others. It helps me organize my thoughts, keep things straight, brings clarity to issues in my own mind…and if anyone else wants to read them (and they do) I consider that a bonus!
So, rather than asking “didn’t you read my e-mail?”, I make the statement “let’s go over the e-mail I just sent”. Slight difference in wording but it is a night and day difference when it comes to results.
What does the expression “didn’t you read my e-mail mean to you” and what do you to make sure your emails are indeed read and are effective communication tools?
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Elizabeth HarrinDirector| RebelsGuideToPM.comLondon, England, United Kingdom
I try to make the subject line as descriptive as possible. Instead of 'Latest status' I try to make it clear what the status actually is.
Or ring people! Use email less and work out other ways to get your message over. I think your way of rephrasing the question is great and I'll definitely bear that in mind in the future. Saving Changes...
"Didn't you read my e-mail?" tells me the Project Manager isn't doing the whole job.
I was taught that if you are the sender of the message, it's your responsibility to ensure that the message was received and understood. That's especially true if you are a Project Manager.
For me, sending the message means a clear subject line in the e-mail, plus follow up phone calls, instamessages, additional e-mails, stopping by the recipient(s) office(s), etc., depending on the recipient, the distance, the tools available and the importance of the message. Rephrasing the question is a great idea, too.
Sending emails is quick communication but should be used in providing information that is meaningful. How many, many times have we send an email that kick starts a question and answer session via emails, people just love to email! and some unfortunately don't bother to open their email for days on end so picking up the phone speak with people it is friendly, better way in clarifying issues, it is surprising how quickly matters get resolved without misunderstanding with one to one communications.. email less is more. Saving Changes...
Rose AlapattProject Manager - IT| CooperMount Laurel, Nj, United States
People get so much emails that there are all the chances that some gets missed. I am not talking about people who deliberatly don't answer for many reasons. So a PM needs to follow up or give specific indicators in the subject line to make it easier for the reader with comments like 'action needed' or 'review and comment' or 'require response' . Saving Changes...
You really made me think as I read your discussion and I thank you for that!
I like your change and your rationale for changing, and mine for changing my response to yours!!
I believe "can we review the email I sent" is less offensive, but it gets the intended result!
Thanks for sharing!
However, it's been my experience that the more you communique face2face and establish the relationship, the more your emails will be read when sent. Saving Changes...
Josh NankivelEngineering Project Manager| AppleSioux Falls, Sd, United States
In general, we all rely WAAAYYY TOO MUCH on email and like Elizabeth mentioned, talking to people face-to-face or getting on the phone with them is much more effective in many cases.
Virtual teams, lack of resources, time management, international teams.
These are just many of the new challenges for PMs today. PMs need the tools and resources to do their job effectively to manage the communication required for high performing teams and thriving organizations.
I'd also suggest matrix organizations offer general training on project management . It will help engage team members and help them better understand the roles members play on projects. Saving Changes...
Andrew MakarProgram Manager| AMAKAR LLCOakland Township, Mi, United States
A good rule I've heard...but will readily admit don't always practice...is:
Email is only good for facts, figures and sending files.
All other topics should be discussed rather than read.
"Humanity has advanced, when it has advanced, not because it has been sober, responsible and cautious, but because it has been playful, rebellious and immature."
