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You're wasting time and energy if you don't know the reason the communication is taking place.
Before you initiate any communication, ask yourself, "What am I trying to accomplish?" Even chitchat should have a purpose, even if it's just to build camaraderie.
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Any communication that has high emotional content should be delivered in person (if possible) or by telephone and teleconferencing (if not). This applies to both positive and negative news.
In business situations, communication is never about you. It's always about the other person.
If you want to cut through the noise, you need to make your message as simple and easy to consume as possible.
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