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Showing items tagged with "out of office message" - 12 found.

Top tips to reduce vacation email overload in 2019

Posted Saturday July 13th, 2019, 8:21 pm by

Reducing the vacation email overload is one reason why many business people refuse to switch off during their holiday.  Nonetheless, all the research indicates that switching off from business email when on vacation improves your productivity and well-being.There are many ways to reduce and manage the vacation email overload. This is a topic we have written about on several occasions.  Here are five top tips for 2019.

Reduce vacation email overload

Before you go

1) Go for inbox zero before you go on vacation. Make time the week before your vacation to create a clean inbox.  Sort by person/project etc then use conversation mode to batch together all the email threads.  Flag any which need your attention on your return.  Then either delete the ones you really don’t need or move them out to a folder. Alternatively archive the lot (if you don’t have an automatic archiving system).

2) Treat your inbox as an information highway. Only let the really important emails into your inbox. As you clean the inbox, note the low priority emails you really do not need. Write rules to automatically folder them as they arrive (eg newsletters, cc’d emails, Out of Office messages etc.). Thus, keeping them out of the fast lane going directly into your inbox. Click here if you need help writing rules.

3) Set a simple clear Out of Message. Give the minimum of information to preying eyes (either cyber criminals or the competition). Just say you are out of the office with limited access to your email. Provide a point of contact for any urgent matters (having checked that the person is both available and happy to buddy up for you).

Set the OOO for one day before you go and two after your return.  This gives you time to clear up and catch up and look supper efficient on your return!

On your return

4) Triage the inbox to identify the really important emails. Again, sort by person/project and use the conversation view to group the threads. Deal with the important emails which need your attention.  Use the Pomodoro technique to deal with these in batches.

Accept that not all emails either need or warrant a reply. Once you’ve dealt with the essential ones, move the rest out into a holding (pending) folder. Check these at your leisure during the week. Then be ruthless, delete all the other emails which you do not need (eg conversations, cc’d emails).  If they are important the sender will soon re-email you.

5) Create templates of text and automation reply quickly. If you find several emails need similar words in the reply (eg a holding response) create templates of text to help you save time retyping the same text. Click here to see how to use Quick Parts in Outlook.  For Outlook users create a Quick Step for emails which need a repeat action, eg sending invoice to finance.

 

If you find these tips useful don’t forget there are many more like this on the Mesmo Consultancy Facebook and LinkedIn pages.  Why not join us on or both one of these social media platforms. Also, there is Mesmo Consultancy’s Smart Email Management Workshop.  Either click here or call us for more information.

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Five Top Tips to Spring Clean Your Inbox For The Easter Break to Reduce Email Overload

Posted Monday April 8th, 2019, 9:27 pm by

How many emails do you currently have in your inbox? More than three screen’s full? That is too many and might be an indication of email overload.  Your inbox should be your ‘work in progress’ folder.  It is not just a general dumping ground rather like either the spare room or ‘round to it’ folder.

Inbox spring cleaning

A clean inbox is a win-win way to reduce email overload related stress because it is easier to:

  • Spot important emails before they become urgent.
  • Keep on top of the incoming emails.
  • Find emails.

Hence you can save time dealing with your (and the boss’s) inbox and therefore improve your performance and well-being.  Here are five tips to help you clean up your inbox ready for the Easter break and subsequently reduce email overload on your return.  They do not form a sequence, rather they are individual tips; you can of course either use them all or just choose which suit you best.

  1. Move out all emails over two weeks old to a separate folder. Start the folder with a full stop and it will sit at the top of the list: eg .Old Emails.
  2. Use the Conversation view to group emails and see threads for those left in the inbox.
  3. Prioritise which emails you really need to see directly in your inbox. Then set up rules to divert all the less important emails to appropriate folders. For Outlook users use the ‘Search Folders’ to see all unread emails in one go: see diagram.

    Search Folders to see all emails of specific type eg unread

  4. Highlight emails which do need action either before or after the Easter break.For example add a follow-up flag; drag and drop them on your task-list/calendar, add a category or place them in a specific folder eg ‘Action’.
  5. Review the emails you have and see if an alternative to email would be more effective eg What’s App; OneNote; old fashioned conversation; SharePoint etc. Never be afraid to change because if you don’t you will get what you always have – email overload!

If you are having time off, remember to set an Out of Office message which reduces the risk of email borne cyber crime and improves compliance to to the GDPR.  And when all else fails you could always declare email bankruptcy.

Still need help with email management to reduce email overload?  Call us now to ask about Mesmo Consultancy’s Smart Email Management workshops and coaching programmes.

 

Happy Easter.

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Out of Message and 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 from it of a cyber attack and breaching GDPR.  Out of Office messages are the easy back door for a cyber attack. Many burglars troll out of office messages.  It would not take a cyber criminal ten minutes to find out where you live and bingo – burglary.  Moreover too much detail and you risk breaching the GDPR.

Of the 135 recent Out-of-Office Message only half were safe and secure and limited the risk of an email generated cyber attack.

  • 20% were insecure and left the person open to cyber crime;
  • 15% gave away information about clients and projects handled by the organisation;
  • 6% were past their sell by date which suggest a lack of attention to detail.

The remaining 49% of messages were secure and limited the scope for either an email borne cyber attack or breach of confidentiality and hence GDPR.

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. ‘Simply’ 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 organisation 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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Vacation email overload: whether or not to put the inbox on vacation

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

Inbox vacation

Managing the vacation email overload possess the perennial dilemma of whether or to put your inbox on vacation too.  This article looks at how to reduce the vacation email overload.  it reviews the pros and cons and of having an inbox vacation.  It looks at ways to manage the post vacation email overload.  For example, how to pack 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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