Relying on e-mail to manage your projects

We all rely on e-mail to get work done. It is efficient and it leaves a trail. But e-mails can get lost. For example:

• Last week, I received an e-mail message more than a year after it was sent! When I replied (a bit confused by it), the sender responded that now he knew what I hadn't written back sooner; I hadn't received the message! Thankfully, it wasn't critical.
• Often delays in delivery are a few hours, if they are going to occur, but sometimes even that is too long.
  
• E-mail can just go into the ozone. We don't know why, they just do.
• Important e-mails can be flagged as spam and go into your junk mail, perhaps never to be looked at.
• You should make it a habit to skim your junk mail before you delete it. You might be amazed at what you'll find.

As you work with your project team -- especially if it is a collaborative team that crosses institutions -- be sure to talk about the best way to communicate.

• Should you be relying on e-mail?
  
• Do you want to do instant messenger for quick communications, then e-mail to document any decisions?
  
• Is the telephone a better communications method, especially in a rush (or maybe IM)?
  
• Does everyone value the same methods and use them? Will any training (or prodding) be needed to ensure that people use the agreed upon methods?
• Should you incorporate blogs and wikis to help your team communicate better and remember what was said?
  

By the way, e-mail -- electronic -- communication can be problematic. It is easy to write something that is misinterpreted. There are books on effective e-mail communications, including Understanding E-body Language: Building Trust Online by Bob Whipple.