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Top tips from Mesmo Consultancy (and Associates) on how to save time and improve business and personal performance by ‘Taking Control of your Inbox’ and using proper business email etiquette.

Email etiquette to boost your performance and career

Tuesday February 4th, 2020, 11:06 pm

Your grammar is a reflection of your image. Good or bad, you have made an impression. And like all impressions, you are in total control.

Jeffrey Gitomer

How do you use email etiquette to boost your performance and career?  Your email etiquette defines you.  It is your digital dress code.  You may never before have met the person you are emailing but they will form a picture of you from the words, punctuation and grammar you use. Communications skills are now the second most sought after skill for the coming decade.

Good email etiquette implies good communications skills. Your aim should always be to convey the right message, right first time and in doing so a professional image of yourself.   Punctuation, grammar and the correct use of the apostrophe is one way to achieve it.  This saves everyone time and reduces the scope for misunderstanding and hence an email war.

A recent survey suggests that even in 2020, email is the preferred way to communicate in business and that there are still many words and phrases that business people really dislike such as:

Greetings: Hey; Happy XYX Day.

Sign-off: Kisses (xxx); Cheers.

Email etiquette to boost your performance

Phrases: Keeping you in the loop; As per my last email; Any update on this.

General: Caps; Slang and clichés; Too many exclamation marks; Emojis; Typos and spelling mistakes.

Here are ten top tips for writing emails which have stood the test of time and which will help you stand out in today’s crowded digital environment.

1. Focus the subject-line on exactly what the email is about and what action if any you need and by when.

2. Use the BLUF principle. Bottom line up Front, that is headline at the top then follow it with the detail. Very important when emailing top executives if you want to catch their eye.

3. Keep the content succinct focused on a single topic and use simple words.

4. Avoid clichés as they can make you appear unimaginative and careless. For example, ‘just keeping you in the loop’. Rather, tell the person why you have forwarded the email – eg ‘thought you might like to know the sales figures are up 5% which reflects our new product’.

5. Use a neutral tone and avoid any emotive words. For example, if you need to remind someone to read your email, be more assertive (rather than aggressive) with words like ‘see below’ and be specific about what needs their attention.

6. Avoid one word responses which can be open to misinterpretation such as ‘OK’. Does this mean OK I will do it now or OK stop nagging me? Instead reply properly saying by when you will do the task.

7. Use plain simple fonts and text. Leave colour, emojis etc to social media and text messages. Despite their proliferation not everyone understands emojis and about 4.5% of the population are colour blind most of whom are men.

8. Use a professional greeting and sign-off. Keep all the more informal and familiar ones for social media and text.

9.Always include your contact phone number in the sign-off (even if it’s the fifth iteration and you only put your name – add your phone number).

10. Before hitting send, check your grammar and spelling and especially homonyms (eg bat the bird and bat the implement used to hit a ball).

Email etiquette is something over which you have control. Use it wisely to create the image you want to convey of yourself and improve your own performance.

For more tips like these see

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Minimising Distractions at work – 7 Winning Ways

Monday January 13th, 2020, 4:31 pm

Welcome to this guest post by Anne McGhee Stinson

Distractions – the impact on our performance

Minimising distractions at work is a key priority at work for those who want to improve their performance and well-being.  Why is minimising distractions more important than ever before?

Distractions, Distractions

In a recent Harvard Business Review Article entitled Learning to live with Complexity the author states: “….[B]usiness today is fundamentally different than it was just 30 years ago. The most profound difference, we’ve come to believe, is the level of complexity people have to cope with.” This rising level of complexity is spawned by new technologies, a global landscape, and more collaborative work environments. Virtually everything about the way we work is changing creating massive distractions in the workplace.

While the complexity continues to increase we haven’t reckoned with the impact it has on our capacity to focus. Neurologically, our central nervous system is hard-wired to pay attention to the most distracting element in the environment.  This response system is what kept us safe as a species of hunter gatherers, because the rustle in the bush may well have been a hungry lion.

Unlike today; our distant ancestors had the benefit of a period of recovery after surviving the lurking lion. They went back to the cave, ate, slept, and recovered in peace. There was no 24-hour news coverage, and none of the incessant demands of the modern workplace including back to back meetings, hundreds of emails, projects, teams, travel schedules etc.

External distractions are only part of the problem. In an overloaded society; the internal distractions caused by too much input, financial worries, relationships and family pressures take their own toll. Human beings have a limited amount of attention and energy to spend at any given time and because we are so inundated with complexity, information and data, our days are constantly filled with lurking lions causing our attention to be exhausted.

From a professional perspective, this can translate into an inability to access innovation, creativity, intelligent risk-taking, decision-making and our full performance potential. It can also mean we are missing opportunities for strategic connections, deepening relationships, mentoring, coaching, guiding and so forth. From a strictly personal vantage point, people are experiencing more stress, anxiety, isolation, and fear than ever.

Distractions – how to minimise them

Organizations must address these challenges with a new approach and train the skills most essential to success in complex, distraction laden work environments.

Initially, we must learn how to manage attention and energy at work, learn to reduce distractions, manage time and information input. These are the critical skills that will help employees stay productive in an ever-changing work environment.  Some simple adjustments include:

Stay focused

1. Turn off all the bells, chimes and notifications on your phone and computer. Instead schedule focused time to process incoming information.

2. Schedule routine 1:1 meetings with team and staff to reduce ad hoc interruptions during the day.

3. Work from home or a remote location where you are less likely to be distracted by open office environments.

4. Establish communication guidelines to set reasonable response time expectations.

Next, we must learn how to maintain focus on the priorities that matter most. Author Daniel Pink noted in his book “Drive” that an interesting change occurs in our brain when we commit to such a goal. He states; “Once we consciously focus on a goal, the brain subconsciously evaluates goal-relevant information in our environment that is consistent with achieving the goal. Like radar, it selectively notices incoming data that may contribute to or influence the goal. Concurrently, the brain inhibits irrelevant information to protect our delicate cognitive capacities from overload.”

5. Identify your priorities are, and create an emotional attachment to them to keep you focused.

6. Rigorously manage your calendar to make certain you’re are spending your time on what matters most.

7. Learn to say “no” or “not now” to less important priorities.

8. Limit your priorities to no more than 7-10 at a time.

9. Schedule routine meetings to address accountabilities on each priority.

Limit distractions and focus on what matters most.  It’s a simple solution to a complex problem; and it works.

This guest post was from Anne McGhee Stinson, Managing Partner, InteraWorks (Elevating the Human Experience at Work)  www.interaworks.com

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How to avoid an Honours Lists Fiasco

Sunday December 29th, 2019, 9:15 am

The ‘Honours List’ fiasco could so easily have been avoided if the Cabinet Office had followed a simple security processes.

  1. Password protect/encrypt such highly confidential and sensitive files.
  2. Ask a second person to check that the correct file has been uploaded – rather like pharmacists always ask a second person to check the prescription has been correctly dispensed.

No doubt there were several versions of the spreadsheet containing the honours list and we all know how easy it is to upload/send the wrong one.  However simple steps like those above will reduce the risk of a disaster such as that created by the Cabinet Office.

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Top tips for a Digital Detox Over Christmas

Monday December 9th, 2019, 9:08 pm

Top Tips for Christmas Detox

Will you enjoy a digital detox over Christmas and switch off from work emails?  If ever there was a time of year to have quality time with family and friends, it’s Christmas. Nonetheless, many people find it hard not to check their work emails.  They feel someone expects them to be reading emails even on Christmas Day.  But do they?  Or is it just a cover-up for some form of email addiction, fear of missing out, personal inadequacy, etc.

We have written many times before about the importance of having an email free vacation.  A full digital detox would involve switching off from all digital devices.  However, the Christmas period is probable one of those times when you will want to use digital media (eg WhatsApp, FaceTime etc)  to contact family and friends who are not going to be with you.   That does not mean you should also take a quick peak at work-related emails and social media posts.  Make the Christmas break a time to re-balance the work-life balance and have quality time with those you care about and who really care about your well-being.

Here are five top tips to enable you to safely switch-off from work related emails, relax and enjoy at least a partial digital detox.

  1. Prepare key colleagues and clients; alert them that you will not be available over the break.  If you do have any special ones who might need you, give them a phone number as the contact point.
  2. Clean up your before the break. Move all old emails out into a separate file just in case you really do need them again. Flag those needing your attention in the New Year and move them to a folder.
  3. Set a safe and simple Out of Office. Give away as little information to prying eyes as possible. Click here to a reminder on safe and simple OOO.
  4. Lock away your office mobile device (and laptop etc) and use only your personal one.
  5. Alternatively, switch off the work-email feed to your smart phone/mobile device.

Remember too that this is a high risk time for cyber attacks Click here to top tips on how to improve your defence to potential cyber attacks especially at home.

 

 

 

 

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Email etiquette – Punctuation Matters Guest Blog by Joanna Gutmann

Saturday November 9th, 2019, 6:20 pm

Top tip on email etiquette: punctuation matters, even on the least formal email and the apostrophe is one of the least-understood marks. One of the difficulties in writing email is that it has replaced so many forms of business communication from the telephone conversation, through the informal memo, to a letter even a short report.  Whatever the formality of the document, it is the punctuation that gives your words voice tone and makes your meaning clear.

Over 90% of the people who attend my in-house workshops on punctuation name the apostrophe as the mark they would most like to understand and be able to use correctly.  Whether it’s whether one is needed at all, whether to place it before or after the ‘s’ and how to use it when names end in ‘s’.

Email Etiquette: Punctuation Matters

Most people look blank when faced with rules such as, place the apostrophe after the ‘s’ on a plural unless the plural is not made by the addition of ‘s’ in which case the apostrophe is placed before the ‘s’.  And who can blame them!

One of the best-kept secrets in punctuation is that there is actually only one rule that matters, because it encompasses all the other ones and ensures that the apostrophe is always in the right place.

Before you can use the rule you have to answer three simple questions:

1.Is anything owned?

The apostrophe is a hook, it hangs on a word to warn the reader that it is not a plural, the ‘s’ indicates ownership.

  • We give our customers the products they want.
  • We give our customers’ privacy top priority.
  • Which is the office that James prefers?
  • Which is James’ preferred office?

2.What is owned?

This might be something tangible like a pen or laptop, or something less so like an office.  It might be a mood, feeling or advice.  The terms ‘owned’ or ‘used’ are generally used to loosely describe this.

3.Who is the owner?

This might be a named person, a group, and organisation, etc.

  • James preferred office (the office is the item, the owner is James)
  • Sandys desk (the desk is the item, the owner is Sandy)
  • Monicas book (the book is the item, the author is Monica)
  • Doctors training (the training is the item, the users are ladies)
  • GPs training (the training is the item, the owners are the GPs)
  • My GPs advice (the advice is the item, the owner is my GP)
  • Childrens toys must be fire-resistant (the toys are the item, the users are children)

So the punctuation rule that everybody needs?  Draw a circle around the name of the owner and the apostrophe will always go on the circle.

  • James’ preferred office
  • Sandy’s desk
  • Monica’s book
  • Doctors’ training
  • GPs’ training
  • My GP’s advice
  • Children’s toys

Good email etiquette and punctuation means its easier for people to read your email and less scope for mis-understanding.  All this saves time, reduces email overload and hence helps improve productivity and well-being.

Joanna Gutmann, author of Readability and leader of in-house workshops on punctuation and the mechanics of writing gives a useful tip to get the apostrophe right every time.

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