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Showing items tagged with "Taking Control of Your Inbox" - 11 found.

Articles of Note on Email Overload & Email Etiquette – February 2017

Posted Friday February 10th, 2017, 10:35 pm by

Hacked emails accounts reveal potentially damaging emails and some off the wall tips on dealing with people who expect an instant response to their emails. Articles of not this month touch on the need to maintain appropriate email etiquette regardless of who you are and whether using a business or personal account.

  1.  David Beckham has given up hope of a knighthood in the near future. David Beckham’s personal email account was hacked and revealed email exchanges venting his anger at not being given a knighthood. They also revealed highly sensitive information about his tax affairs – one reason maybe for no knighthood.
  2. Barclays lied over £73bn cash call emails. A classic case of using your personal email account for very sensitive business matters. The court has still demanded that all these emails are handed over as evidence.Yet again these emails highlight the point that the only control you have over an email is when you choose to send it. After that you have no control over where it goes. Maybe we need to be exercising more control over hitting send in the first place.
  3. Email to gain attention without being pushy. It is not uncommon to receive 100 emails a day and have 2,000+ unread emails in your inbox.’ An extract from Dr Seeley’s latest book Taking Control of Your Inbox. This article focuses on just how to make your email stand out in an already bulging inbox without appearing rude or arrogant.
  4. In a culture that calls for instantaneous responses. This is a prevalent culture wherever you work – private or public sector, charities or academia. Indeed one school academic said you were expected to be a clairvoyant and guess what the parent was writing even before they hit send! Here are some off the wall but nonetheless effective tips. We especially like the DND email.

Do you want to reduce the risk of being the subject of an email fiasco?  Talk to us about how our email best workshops and coaching can help.

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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.

Cleaninbox2

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

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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

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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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Quora – questions on email best practice

Posted Wednesday September 7th, 2016, 6:24 pm by

 

Quora

Monica often writes replies to questions on Quora. Here replies are popular with some receiving over 3K views.  Here are a few from the summer.

 

What is a legitimate use of BCC – in email? For sending an email to a group of people.

Is it bad/good practice to include my (email) signature (block) every time I reply to an email. Good practice.

and a golden oldie from last summer.

How do I write a polite reminder to my boss?  Start with a gentle reminder.

 

Is there something you want to ask?  Doesn’t matter how trivial you think it might be.  Rest assured others too will be struggling.  Either email us direct or submit it through Quora.

Alternatively buy a copy of either ‘Taking Control of Your Inbox‘ or ‘Brilliant Email‘ where you will undoubtedly find the solution.

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