messages and email in a virtual office

Instant Messages – Fast but Tiring

• Treat messaging like calling: before sending, ask yourself if the recipient can "pick up" right now.
• The immediacy makes recipients feel they must respond immediately. So limit messages outside work hours.
• If it's urgent news, message away. But if not, consider switching to email or scheduling a discussion.

Email – Slower but More Durable

Vietnamese people often avoid email thinking it's bureaucratic, but email has irreplaceable advantages:

1. Clear paper trail – when disputes arise, reading an email thread is easier than digging through message screenshots.
2. No pressure to respond immediately – recipients can check when they start their shift.
3. Forces thoughtful composition – writing emails takes more time, but saves both parties because everything is presented coherently.
4. Schedule sending – write at night, schedule for 8 AM the next day to avoid disturbing others.
5. Long-term storage – easy to retrieve with filters, avoiding the hassle of "excavating" countless screenshots.

Combining Two "Virtual Tools"

• Messages for urgent matters, quick confirmations.
• Email for discussions needing follow-up, working with multiple parties, or when clear evidence is required.

A modern office doesn't always chase new tools. Using existing ones correctly saves you lots of time—and your colleagues' peace of mind.