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Showing items tagged with "Brilliant Email" - 14 found.

10th International Clean Inbox Week – Day 5 – Keeping a Clean Inbox

Posted Thursday January 26th, 2017, 10:41 pm by

Day 5 – Pulling It All Together

Whosoever desires constant success must change his conduct with the times. Niccolo Machiavelli

Email overload is stressful and can also be an underlying cause of mental health issues.  Hopefully  you have reduced the email overload, have a clean inbox and improved your productivity and well-being.

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Now the trick is to keep your inbox under control and encourage others to follow suit.

Email addiction is one of the major causes of email overload. It’s the feeling that you must constantly check your inbox no matter where you are, what you are doing or what the time of day.  Moreover, we often default to email when of course there are a myriad of other ways to communicate. As many of you will know I am a great fan of pen and paper especially for saying thank you and taking ownership when being asked to do something rather than retorting with ‘send me an email’.

Day five is about taking stock, checking you are not suffering from email addiction and making plans to keep your inbox out of the email overload zone.  Here is our three step plan for the last day.

Step 1  – Check your level of email addiction

Use Mesmo Consultancy’s free Email Addiction self-assessment tool.  Identify your strengths and weaknesses and if necessary seek advice about how to control the urge to have another email fix.

In the coming days and weeks as you are about either to Reply/Forward or even ‘Send’ pause and ask yourself would an alternative be more efficient (eg talking, a discussion group on something like SharePoint, instant message etc)?

Step 2 – Review your action plan and goals

Look back to Day 1 and how much time you were losing. Now re-calibrate using our Cost of Email Misuse Calculator.  Where do you still need to make some changes?

Step 3 – Moving forward

How will you keep your inbox slim and control the email overload in the coming weeks?  Don’t let email rule your day.  Don’t feel you must check your email either first thing in the morning or every five minutes.  Rather try disconnect from time to time. The most productive people are those who prioritise their time and stay focused on the task in hand.

Do you have colleagues who would benefit from managing their email more effectively as you have now done?  Yes, then call  us now to ask about our Brilliant Email Management master classes. Otherwise how about giving them a copy of either ‘Brilliant Email’ or ‘Taking Control of Your Inbox’?secretary1Brilliant Email

Celebrate – Dare to share

Share your progress; EmailFacebookTwitter  (using #cleaninbox)  There is a prize (a copy of ‘Brilliant Email‘) for the person who has made the most outstanding progress.  For instance, had five days of empty inboxes, reduced the number of rounds of email ping-pong by improving their email etiquette etc.

For  more resource

Twitter_logo_blueFollow me on Twitter using #cleaninbox.

Facebook-Buttons-1-10-Join our Facebook page.

Thank you for joining us for this the 10th International Clean Out Your Inbox Week.  Feedback on how we can improve this event for next year is always appreciated.

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10th International Clean Inbox Week – Day 4

Posted Wednesday January 25th, 2017, 10:44 pm by

Day 4 – Brilliant Email Etiquette to Keep the Inbox Clean

I can feel the twinkle of his eyes in his handshake.  Helen Keller

Yesterday was Mental Health day in Canada initiated by Bell LetsTalk.  Email Overload is a major source of stress and contributor to mental health problems.  One of the quickest ways to stop email overload is to reduce the rounds of email ping-pong.  Using brilliant email etiquette to convey the right message, right first time will help. Moreover, you have less than five seconds before the recipient has formed an opinion of you for better or worse.  Poor email etiquette can damage your reputation in a nanosecond.Cleaninbox2

Based on using brilliant email etiquette, here are today’s four steps to reduce even further the level of email overload and hence keep the inbox clean and empty.

Step 1 – Benchmark your email etiquette

Use our special free email Business Etiquette Check List to benchmark your email etiquette.  Where and how can you improve?

Step 2 – Review your inbox for existing chains

Are there any email chains which could have been prevented if you had either communicated more clearly or planned ahead?  What lessons can you learn from these?

Step 3 – Review your email before hitting send

Ask yourself, what image am I conveying of myself? How clear and concise is my email based in the checklist at Step 1. Brilliant Emailsecretary1

Did you include an adequate greeting and closure to entice the recipient to respond properly?  For more tips on how email etiquette can help you achieve an empty inbox and reduce email overload see Brilliant Email chapter 12 and ‘Taking Control of Your Inbox‘ chapter 11.

Step 4 – Help others improve their email etiquette

Be bold. If you receive an email you cannot understand on the first reading, ask the sender what they are trying to say.  Send them a link to our Email Etiquette Checklist.

Dare to share

Share your progress; EmailFacebookTwitter  (using #cleaninbox)  There is a prize for the person who has used email etiquette most effectively (a copy of ‘Brilliant Email‘).

For  more resource

Twitter_logo_blueFollow me on Twitter using #cleaninbox.

Facebook-Buttons-1-10-Join our Facebook page.

PS. Don’t forget to keep cleaning up that folder of old emails which you created on Day 1 (and indeed any other bulging folders).

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10th International Clean Inbox Week – Day 2

Posted Monday January 23rd, 2017, 8:59 pm by

Day 2 – Keeping the Inbox Clean

There is a huge stress (associated) with disorganisation and there is also a cost to being disorganised. Carolee Cannata

The real work of reducing email overload starts today. Having cleared out all the old emails, the goal is keep the inbox clean.  Develop the habit of  handling each email once and only once.Cleaninbox2

Step 1 – Handle each (new) email once and do something with it

Use the Ds principle as you open each email:

Deal; Delegate; Delete or Defer.

Never, never open an email and then close it without taking action. This just wastes time as you then go back and forth re-reading emails.

Step 2 – Develop a robust strategy for deferred emails

Develop a process for you for making sure you keep tabs on those emails which still need action. For example, create a task, add a flag, move them to a ‘Pending’ folder. What ever happens don’t just leave them lying around in your inbox.

For more resource

Invest in a copy of either ‘Brilliant Email’ or for ‘Taking Control of Your Inbox’ (written especially for PAs, EAs and VAs).

Tomorrow we look at how to reduce the volume of email traffic through your inbox.

Dare to share

Share your progress; Email; Facebook: Twitter (using #cleaninbox) There is prize for the person with the best way of keeping track of emails on which you defer action (copy of ‘Brilliant Email’ or ‘Taking Control of Your Inbox’).

Twitter_logo_blueFollow me on Twitter using #cleaninbox.

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Linkedin, Google+ etc.

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Information Overload Day – Monday 17 October

Posted Sunday October 16th, 2016, 8:31 pm by

Today is Information Overload Day when around the world people are trying to combat this silent disease which is zapping our energy. Email is one of the major contributors to information overload. (Although social media now too plays a significant part.)

It’s easy to improve one’s own personal email management but to start really reducing email and hence information overload means engaging your colleagues and then the whole enterprise.

One way is to have an email good behaviour charter to which everyone adheres as closely as possible. Ours is called the Nine Ps of Email Best Practice. Anyone who has attended either a Brilliant Email or Take Control of Your Inbox session will be familiar with it.mail-96870_640

Here are the five Ps which can help you make the most difference on Information Overload Day by reducing the rounds of email ping pong and unnecessary emails.

  1. Put aside quality time to deal with email. Don’t let all those new emails derail your plan for the day.
  2. Prioritise what emails you need and where they land in your inbox.
  3. Provide time for the recipient. Don’t chase five minutes after sending. Allow at least 2 hours for a reply. If it’s that urgent – see 3.
  4. Pick the right medium. Email might be the easiest option but it is often the most inappropriate and inefficient.
  5. Pen your email in plain language. This significantly reduces the rounds of email ping pong.

Adopt these five Ps of good email behaviour across your working groups not just on Information Overload Day but everyday. This will significantly help reduce information (and email) overload which has become a burden on not just business but often our social lives too.

For more resources for Information Overload Day click here.

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One email – two folders

Posted Thursday October 6th, 2016, 6:18 pm by

How often do you look at an email and think hmm, this belongs in both folder A and B.  Then you think, but will I remember which one it is in?  Results, it just sits in the inbox.  There is an easy solution.  Make a copy and place it in both folders.  Here is how for Outlook users.

1.  Highlight the email in the usual way.
2.  Hold down the right mouse button and drag it to the first folder of choice.
3.  Release the right mouse button and from the drop down menu which appears choose ‘Copy’.

The original email remains in the inbox/original folder but now you have a copy in the other folder too.photo_fotor

 

One word of warning – if the email has a large attachment and you have a mailbox limit, make sure you remove it and save it outside your inbox. Otherwise you will very soon use up your valuable storage space.

For Gmail users, give the email two ‘Labels’ and move it to one of the corresponding folders. It will then be visible in both folders corresponding to those labels.

For more tips like this either see ‘Brilliant Email‘ or ask about Mesmo Consultancy’s Brilliant Email Masterclasses

 

 

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