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Showing items tagged with "out of office message" - 10 found.

Out of Messages – limit the risk of a cyber attack

Posted Wednesday January 30th, 2019, 1:03 pm by

How much do you reveal in your Out-of-Office message and what is the risk of a cyber attack from it?   Out of Office messages are often the easy back door for a cyber attack.

Of the 135 recent Out-of-Office Message, six percent were past their sell by date which suggest a lack of attention to detail on the recipients part.  Fifteen percent gave away information about clients and projects handled by the organisation, about twenty percent were insecure and left the person open to cyber crime.  Many burglars troll out of office messages.  It would not take a cyber criminal ten minutes to find out where you live and bing – burglary.  The remaining 49% of messages were fine.

What makes a good safe and secure Out-of-Office message? Indeed why bother to pay attention to what your message says?  A simple message is best which just states that you are not in the office and gives one point of contact in the event of an emergency.  Any more (eg you are on holiday, other projects you are handling etc) and you leave yourself and the organsiation open to a breach of security and confidentiality.

Every email from you conveys and creates an image about you in the recipient’s mind.  A careless, frivolous message can convey a sloppy, unprofessional image of you and a sloppy organisation.

Does your organisation provide adequate guidelines on the use of Out-of-Office messages?  If so what?

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Inbox vacation

Posted Sunday November 19th, 2017, 8:54 pm by

Inbox vacation

As the vacation season approaches, many of you will be faced with the perinial dilemma of whether or to put your inbox on vacation too.  This article reviews the pros and cons and of having an inbox vacation.  It looks at ways to pack (and unpack) your inbox properly so that you don’t drown in an email tsunami on your return.   It shows you how to have a really email free vacation, setting a safe Out of Office Message what to do if you feel you really must log-in whilst away.

Published in Executive Secretary Magazine March 2017

 

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Business Email Management and Etiquette – Articles of Note March 2017

Posted Monday March 20th, 2017, 5:56 pm by

This month is like a box of licorice allsorts with articles a range or articles on business email management and business email etiquette. They including, the business email etiquette of using the Out of Office Message, best business email etiquette for opening and closing emails, social media gives us more networking but are we any happier and a new report on mobile/flexible working. Read on.

  1. How to master the almost impossible etiquette of the Out of Office Message.  Do you feel annoyed when you receive an Out of Office message and conversely does your OOO annoy others? It seems that there is a whole psychology to what we say and how we use the OOO.
  2. Is it correct to use ‘Dear Sirs’ when emailing several people? Clearly it depends on the context. of the business email as discussed in this Quora post by Dr Seeley.
  3. Why close emails with ‘best regards’. Time and again in workshops the question is asked, what is the best email etiquette to close an email? Here are some suggestions from another of Monica’s Quora posts. Don’t forget you can benchmark your own business email etiquette here.
  4. How to add accents using an IoS device (ipda/iphone etc). Business emails sent from mobile devices still need to look professional. This email etiquette tip will help you when typing names and words with accents.
  5. Internet on BA flights cleared for take-off. Do you value to opportunity to disconnect when flying and do some blue sky thinking (excuse the pun).   Well that might be about to end for those flying BA. You will either have to be strong willed or change airlines!
  6. Working anytime, anywhere: The effects on the world of work. A new report from the International Labour Organisation is invaluable for those involved in mobile/flexible working programmes. Although, it’s long and not for the faint heart and with a short attention span.
  7. How the world became hocked on social media. Social media has expanded our networks but has it made us any happier? Whilst we are better informed and connected than ever before, we are no happier and in some less happy than the generation who had no social media. This article reviews three new books on the topic and is a must for any reader tasked with research in this area. Although one cannot help feeling it’s all been said before by Sherry Turkle’s ‘Reclaiming Conversation and in ‘Alone Together’.

Did you spot an article on business email management and etiquette which you can share to help us all reduce email overload?

 

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Limit the business email overload after taking time out

Posted Friday July 29th, 2016, 12:13 pm by

About to take a few days out of the office?  Here are give top tips to avoid coming back to a chronic attack of business email overload.

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  1. Reduce the current inbox to as near to inbox zero as possible – see 2 and 3 below.
  2. Check for any important emails which if left unattended will be urgent when you return. If there are then either deal with them now or send a holding reply which allows you time on your return to deal with them.
  3. Move out all the remaining emails over a week old. They are past their sell by date and if they are not, rest assured, someone will re-email you.

You should just be left with emails needing attention on your return. You could be bold and move these too into a folder ‘awaiting action’. Now you have an empty inbox. How does that feel? To keep the inbox clean and de-cluttered see item 4.

  1. Set up rules to move automatically both essential and non-essential emails to folders eg newsletters, circulars, out of office messages, emails on which you are cc’d, etc. This also means that emails from key people are all in one place on your return and easy to find. Your inbox should then just contain important emails but un-planned for emails.
  2. Set a safe and simple Out of Office message. Take care not to leave the door open to prying eyes and cyber criminals. You might be bold and suggest the sender re-sends any important emails on your return as all emails will be automatically deleted. Such a practice is far more common than you think.

Now go off and relax safe in the knowledge that you have taken adequate precautions to reduce a chronic attack of business email overload.

For more guidelines like these see Brilliant Email and Taking Control of Your Inbox (the latter is especially relevant for PAs and EAs who manage someone else’s inbox.

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Distracted Beyond Belief

Posted Wednesday March 2nd, 2016, 9:31 pm by

One way to boost our will power and focus is to manage our distractions instead of letting them manage us.
Daniel Goleman

Are you distracted by each and every new email as it arrives in your inbox? Over the last few weeks it amazed us as to how many people still have all those new email alerts turned on. The reasons why range from ‘we are acting for clients in the middle of a merger’ to ‘my boss will ask for more coffee during a meeting’. The latter might just be valid, but and it’s a big but, often better decisions are made given a little extra time and space to think. Ever looked back and thought if only?

As to the second reason, can the boss not phone, walk to their PAs office? Would not any self respecting PA check on such matters during important meetings?

We live in an age of instant gratification so the faster we reply the better we feel. Or do we? Constant distractions have been shown irrevocably to reduce our performance. Moreover our brain becomes re-wired to think tactically and we lose the ability to think strategically. This is one of the first major challenges facing Sophie in Dr Seeley’s new book Taking Control of Your Inbox. Max the email genie from the Clean Inbox Kingdom provide some solutions.

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  1. Turn off all those wretched new email alerts from the ding dong to the floating box. Stay focused for 20 to 30 minutes then review the inbox. For Outlook users go to File/Options/Mail. Under the Message arrival block, uncheck all the boxes. Click OK.
  2. Apply either the Pomodoro or Swiss Cheese Approach when you do switch to dealing with email. In each case it’s about identifying what is really important and dealing with those emails then returning to the task in hand.
  3. Manage sender’s expectations. Tell them when you will respond.
  4. Set aside specific time to deal with the rest of the emails.
  5. If needs be use your Out of Office message to buy time when dealing with an important task which requires your undivided attention.

Clients who have switched off all the new email alerts are always amazed at how much more they achieve in a day. As one client said last week – ‘you made me realise that the inbox is no more than a post box. When ready I will go and see that the postman has for me’.

For more help to take control of your day why not invest in a copy of Taking Control of Your Inbox (and life)?

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