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Showing items tagged with "Business email management" - 11 found.

Mental Health Awareness Week – Reduce Business Email Overload Day 5

Posted Thursday May 11th, 2017, 9:33 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.

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 business 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’?

Celebrate – Dare to share

Share your progress; EmailFacebookTwitter  (using #MentalHealthAwarenessWeek)  There are two prize  for the two people who have made the most outstanding progress (a copy of ‘Brilliant Email‘ and ‘Taking Control of Your Inbox”).  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

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Thank you for joining us for this the re-run of Clean Out Your Inbox Week to support Mental Health Awareness week  We hope we have made a small contribution to helping people re-focus their work-life balance and de-stress..  Feedback on how we can improve this event for next year is always appreciated.

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Mental Health Awareness Week – Reduce Email Overload Day 3

Posted Wednesday May 10th, 2017, 8:25 am by

Day 3 – How to Reduce Business Email Overload

Develop an uncanny ability to be selectively ignorant.  Timothy Ferriss.

Managing stress is about managing what is under your control.  The same is true about reducing the time you spend (and waste dealing with email).  To save time and reduce the email stress,  you need to reduce the number of emails you receive each day.  Deleting simply is not an option. You have be proactive and keep all unwanted emails out of your inbox and reduce the number of times you check for new email.  here is our three stage business email management strategy to do so.

Step 1 – Prioritise each new email you receive today 

How many of the emails you receive do you really need?  Triage your emails as you deal with them.  Ask yourself  ‘Do I really need this email?’ ‘How useful is this to me?’  For more guidance on prioritising see Brilliant Email chapter 3 and ‘Taking Control of Your Inbox’  if you are a PA or EA.

Step 2 – Stop all non-essential emails from reaching your inbox

For all those low priority emails, either get yourself off the sender’s list or automatically move them out of your inbox so they don’t distract you from the really important ones.   Your inbox should be your ‘work in hand’ just like an old fashioned in-tray.  Ways to reduce the incoming email traffic and hence email overload are:

  • Unsubscribe.
  • Ask the sender to remove you from their list.
  • Use rules to send them automatically to a folder/Trash.

Click here to see how to write rules that allow you see only the important emails (and not waste time on email distractions dealing with the lower priority ones).

Step 3 – Reduce the number of times you deal with email

How often do you currently check for new emails?  When was the last time you received an email which would mean a catastrophe if you did not respond for about an hour?  Give yourself a break from the inbox to allow yourself to focus on the task in-hand for at least 30 minutes and preferably one hour.  Try not deal with your email too late into the night as that can seriously effect your quality of sleep and your work-life balance.

For  more resource

Don’t forget there are lots more tips and advice like this on ‘Brilliant Email’ and ‘Taking Control of Your Inbox’ a book written especially for PAs and EAs.

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Do you feel others colleagues would benefit from help cleaning out their inboxes?  Why not either join them up to this week’s programme or ask MesmoConsultancy to run one of our Brilliant Email Management master classes?

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Business Email Management – Efficient Attachment Management

Posted Monday May 8th, 2017, 2:19 pm by

Every sent an email and ping the reply is ‘where is the attachment’?  Ever had the message ‘mailbox full’? Both waste time and can be stressful. This video, enables you to save time dealing with attachments as a sender and recipient.  It is the 5th in the Business Email Management series from Mesmo Consultancy.

It will show you how to:

  • reduce the chance of forgetting the attachment;
  • ensure attachments are read properly;
  • save time in meetings as recipient’s come better prepared;
  • keep within mailbox limits;
  • take control of your inbox;
  • reduce email related stress and hence improve performance and well-being.

If you like this video, don’t forget is it is one of a series on smart business email management and etiquette.  It is also one of the topics we cover in Mesmo Consultancy’s  Smart Email Management MasterclassesContact us now for more information.

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Business Email Management and Etiquette to De-Stress – Articles of Note May 2017

Posted Monday May 8th, 2017, 11:36 am by

It’s Mental Health Awareness Week. Email overload is a major cause of stress and hence poor well-being. Over the last few weeks there have been several interesting articles on different ways to reduce the stress which arises from business email overload and poor business email etiquette.

1. Forget sending an email, ask for a favour in person.

It’s often hard enough to pluck up the courage to ask someone for support for example cover whilst on leave, sponsorship etc. Recent research showed that people are 35 times more likely to say yes if asked face-to-face or by phone than by email. Perhaps not a surprising result given how emails can either be mis-interpreted or even lost in a full inbox. Stop stressing about when you will receive a response, go and walk and talk.

2.Stop playing email ping-pong.

Processing an email costs the average business about  £.75 per email. Ten pointless rounds of email pong-pong is £7.50 down the sink. Played by ten pairs of employees at least five times a week – your business has now wasted the equivalent of £750 a week. Can you really afford to lose this much profit not to mention time and productivity?

3.Why working from home can still leave us stressed.

The CIPD found that although job satisfaction is up and work is more flexible than ever, one in three people are looking for a less stressful job. One significant source of stress being the feeling that you are always available and find it hard to switch off. Graduates and senior staff being most at risk. The question is why and who is making these demands on your time? Often no one – they are self inflicted. Top three solutions, set your own boundaries, find the off-button or have a second mobile device for personal use. If none of these work – peel some potatoes!

4.Sleepless couples swap pillow talk for a nightcap.

Email and sleep deprivation remains a significant problem according to the latest research from the Sleep Council. Emailing late at night continues to disrupt our sleep patterns. as worrying is the fact that those turning to alcohol is up by 10% over the past few years.

5.People whose glass is always half-empty are very draining.

Not specifically about email but there is an underlying message on business email etiquette. Make sure your emails are positive even when the news is bad. Always, try to pick out one up-side.

6.How to reduce the pressures at work.

Although this wide ranging article is aimed at accountants, it contains some very useful tips for us all about how to handle increasing workloads but reduce the associated stress. On the email side the key suggestion is to deal with email in batches instead of being constantly interrupted. Where have you heard that before? If you must see emails from key people then write a rule which alerts you to only these emails.(About 1.5 minutes in on this video).

7.How to get post Blackberry Blackberry. For those still depressed over the demise of the Blackberry, there is hope of a shinny new version. Just take care that you are not feeding your email addiction.

 

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Business Email Etiquette – Stop Email Ping-Pong

Posted Thursday March 30th, 2017, 10:12 pm by

Fed up with endless rounds of email ping-pong going no where? Watch video number four of Mesmo Consultancy’s new series on Business Email Management and Etiquette: top tips to stop playing email ping-pong.

First, these top tips will help you improve business and personal performance and productivity.  Second, stopping playing email ping-pong will enable you to reduce email overload and improve well-being.

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