Usually this opens a floodgate of emails with random attachments. Which is fine ... because I asked for it.
Since I'm expecting the extra messages, I create an email folder to hold these reference materials. As soon as their message hits my inbox, I move it to the reference folder to be read when I can digest and organize the materials.
But what about those other streams of consciousness? You know the ones. Those random thoughts you get from colleagues. THAT person is sitting in the airport/bus/traffic/Starbucks, eyes wandering/sneering/glancing back and forth, and the thought of your joint project sneaks into their little brain. Quickly, as if they found a gold nugget amidst the old gum beneath their seat, they send you an email/text/voice mail with their "brilliant" random thought.
What's wrong with this picture? Plenty.
First, you didn't ask for it. When you say, "Please send me any materials/random thoughts/bizarre attachments you may have" you expect to receive them. Otherwise, they're turning your email inbox into a place to dump the chatter in their heads. And based on what the chatter in my head sounds like, I am not inclined to listen to anyone else's.
Second, you are not a remote whiteboard attendant. Random thoughts are only worth something when they're not random anymore. It's the responsibility of all good communicators (and anyone who calls themselves a professional) to speak clearly ... that's code for NOT RANDOMLY. Just because it's email doesn't make sending random thoughts okay, as if you were to collect them and place them neatly into the org chart for the next meeting.
Third (and most important), if people act like this in the office, they get yelled at. Well, maybe not yelled at, but somehow they get the message. You know the guy who, after the meeting, keeps sticking his head in your office every 30 minutes to tell you some great idea he just thought of. It's okay at first, but after the third or fourth time (maybe less) you politely tap/nudge/elbow the guy and say, "Why don't you write these down and save them for the next meeting?"
People who send you random thoughts by email are "virtually annoying" in exactly this way. They're sticking their head in your virtual office every time they have some brainstorm idea, ignoring the fact that there's no brainstorm meeting going on. The really dangerous ones will hold you responsible for their random stream of consciousness to your inbox. (You're picturing that person now.)
You know the scenario: You're in the meeting (prepared). Someone asks for a worksheet/document/collection of thoughts. THAT person should have the answer. THAT person stares blankly at the table, sees their phone (a look of surprise overcomes them) they turn to you and say, "Did you bring it?" Then the whole room looks at you expectingly, as if you were supposed to sort through the 50 messages you received at random times and have it all organized there for them on a silver platter with a side of mint sauce.
The really dangerous people make you responsible for their random thoughts. Watch out.
It sucks, but by never communicating that you do not accept random thoughts, they're making you responsible for them ... in the worst possible way. If you wait until the meeting, any defense you say will just make you look unprepared. You've got to take care of this before the meeting. Nip it in the virtual bud.
How? The answer always starts the same. Change ourselves. That simply means applying the above three principals to our own communication toolbox.
So, if you've got a lot of attachments and random articles you'd like to share with a colleague, ask them if it's okay (you can even tell them how handy it is to make a folder for things like this). Second, do your best to collect those thoughts before sending them. It may mean creating your own folder/mind-map/napkin sketch, but they'll appreciate the fact that you organized your thoughts in some way before sharing. And lastly, don't bug them too often.
Phase two: Have the same conversation you would have if they were sticking their head in your office. When you reach your threshold of random messages, email them, "Hey, you've got some great/interesting/strange ideas here. Would you mind collecting them for the next few hours/days/weeks/eternities and organizing them in some way before our next meeting? I'll do the same and we can take the best of what we come up with to present to the group."
You'll need to amend the language for each situation, of course. The point is, you don't have to reject their idea. You simply have to not accept the randomness. The situations will change, but the disconnect is the same — someone who sends you random messages without your permission is, at best, annoying (and at worst, dangerous).
Disclaimer: I do not recommend the previous technique for mothers, mother-in-laws or other relatives with any familial authority. You'll need a more specialized consultant for that!
