Send e-mails only when necessary

Mohan Karnam, computer programme manager from Melbourne, feels it builds pressure on the server; instead people should chat and eliminate barriers

Send e-mails only when necessary

Mohan Karnam, computer programme manager from Melbourne, feels it builds pressure on the server; instead people should chat and eliminate barriers

Although considered as the most efficient and convenient option of communication, an e-mail can cause several problems that we may have not even considered.

Non-essential e-mails can 'clog' the inbox preventing important mailsu00a0 from reach people. It is therefore advisable to use them economically, according to an expert in computers.
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E-mail free day

"Use e-mails only where it's really necessary, such as to obtain sign offs, conform requirements or for status updates," said Mohan Karnam, a PhD and computer programme manager from Melbourne, Australia.

Karnam is in Pune at the Project Management Institute during a presentation on his mission on 'reduce using e-mails.'

He says people should observe an e-mail free day once a week. "It is always better to pickup the phone and discuss the issue," he opined.
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Karnam added, "Talking on the phone or face to face allows for two-way communication and it automatically removes the need for back and forth e-mails.

According to him, there is a risk of messages being misconstrued on e-mails because of the language or grammar.

"Interpersonal communication improves relationships. It allows us to build relations and breaks down many barriers," he remarked.

Load on server

According to Karnam, one should use e-mails only from the local database because this will reduce the load on the server and increase speed. Using internal messaging agents like Google, MSN, Yahoo for contacting people facilitate quick and informal chat.
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According to Karnam, one should be careful about copying the mail to others. "We tend to fill up someone's inbox unnecessarily," he said.

To cut down on e-mail use

Send mails only from the local server

Have an e-mail free day once a week

Call a person or meet for informal coffee sessions

Use chat services like MSN, Yahoo and Google