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Showing items tagged with "out of office message" - 11 found.

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 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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