E-mail is amazing, essential and wonderful. Unfortunately, using e-mail can waste as much time as it saves. These simple tips will save you tremendous time and avoid some frustration.

Do not send e-mail when

You are upset: Don't even write e-mail while upset. You'll just waste a lot of time. I recommend taking a walk or some other form of exercise instead. If you do write e-mail while upset, wait 24 hours and then read it carefully before sending.

The message is long, complicated or filled with options: A long, complicated, option-packed e-mail will likely just cause confusion. A phone call first to provide explanation, determine interest and understanding, and narrow the focus will likely save you significant time in writing the original message, not to mention the many subsequent go-arounds you would likely trigger.

Time is of the essence: E-mail can be incredibly fast but can leave you waiting if the other person isn’t sitting at their desk ready to respond. Not only are you stuck waiting, but sometimes the non-response forces you to change plans entirely, often with awkward ramifications when the response finally comes way too late.

The subject matter is delicate and personal: The tone of an e-mail, and even the message itself can be easily misunderstood and forwarded to others. Face-to-face, or even phone conversations, are less likely to cause misunderstandings and can not be replayed or preserved.

You need something from the recipient but aren't exactly sure what: If you have a specific need and can communicate that need clearly, e-mail may be the best choice. But if you are not sure what you need, call first to sort out the possibilities. This will save both of you a lot of time and effort.

The recipient prefers phone calls: When dealing with customers in particular, respect their preferred mode of communication. If they e-mail readily, by all means use e-mail (unless one of the above applies). But if they prefer the phone, use the phone.

Send e-mail when

You believe communication can be completed in one round trip: In other words, you expect to send one message and receive one response. As a matter of fact, if you write all of your messages with this in mind, you will clarify your own thinking and write a better message.

The message includes exacting or critical detail: When precision is important, e-mail allows you to lay out the detail or pick and choose your words carefully. It allows two parties to see and discuss the exact same thing. Subsequent discussions, however, are probably most effective by phone or in person.

You need to keep others informed or provide written copy of something: There is no simpler or faster way to keep people informed than by e-mail. The danger lies in overkill. It is safe and easy to copy everyone "just in case" but the wasted effort compounds everyone’s workload just as easily and can leave too many people reading, sorting, filing and replying with no clear purpose.

You have something you know another person needs, perhaps right away: Ah, this is the perfect use for amazing and wonderful e-mail!

Ann Latham is president of Uncommon Clarity, Inc., a firm that helps executives and business owners improve the strategies and systems that provide a winning focus, productive people, reliable processes, and happy customers.

Used by permission. 2008 TEC International.