Month: June 2016

So how do we manage all that incoming email? Here are a few tips:

1. Make Your Email Inbox an 'In' Box.

Make your email Inbox a processing station, not a holding station. Imagine if you left all your paper letters in your physical letter box at the front of your house for weeks on end. What a mess it would be! See you email inbox the same way. How many email are there right now? 50, 100, 500, 1000, more? Learn to process items as soon as possible and get that inbox to empty.

2. Set Up a Simple Folder Filing System.

Within your email inbox you can create additional folders (just like drawers within a physical filing cabinet). Just select 'File/New/Folder' within your email program and give the new folder a name. You might want to include folders for various projects, people or categories such as: Urgent, Waiting, Reading, Events, Finance, etc. etc.

3. Use a Process for Handling Email.

For each email that arrives, make an immediate choice to:

1. Delete it, if it of no use or interest to you.
2. Do it – if it will take 2 minutes or less.
3. Delegate it – to someone better suited to respond to it.
4. Defer it – set a time in your Calendar, flag it, make it a Task, or put it in your ‘Reading’ folder (CCs are fyi). 

Touch emails only once and never open an email without processing it. 

Another idea is to right-click on an email and see a host of options, including 'flagging' it for follow up later, creating a 'rule' as to how you'd like your email application to handle that kind of email. Also, check out the various 'view' options available to you.

 4. Set Some Specific Times to Look at and Respond to Emails.

Depending on your work or personal role, maybe having some time to check email first thing in the morning, at lunch then and before the day ends is best for you. Either way, have some 'email free' hours each day. Turn off those sound notifications. Don't multi-task, it merely causes distraction, lowering your productivity. Go offline if that helps. If someone needs to get in touch with you urgently, they can always text or call you. 

I hope that these posts about email have been helpful. There is much more to life than sitting in front of a computer or digital screen. Get outside and smell the roses and don't forget that life is about loving God and people. That's best done 'live' – in person. Be fully present with people and put that phone away for a while. You'll be fine.

Let's face it, we all send emails to other people and add to their inbox. So let's talk today about how to write effective emails.

1. Don't Over-Communicate by Email. 

As we have already noted, a big source of stress for people, especially at work, is the sheer volume of emails they receive. So, before you begin writing an email, ask yourself: "Is this really necessary?” Sometimes, it is better to speak directly to the person by phone or in person.

Email is not as secure as you might want it to be, particularly as people may forward emails without thinking to delete the conversation history. So avoid sharing sensitive or personal information in an email, and don't write about anything that you, or the subject of your email, wouldn't like to see plastered on a billboard by your office. Also, work email accounts are the employer’s property.

Whenever possible, deliver bad news in person. This helps you to communicate with empathy, compassion, and understanding, and to make amends if your message has been taken the wrong way.

Remember the protocal in regards to whose email address to put where: 

• TO: only send to the person who is to take action on your email.
• CC: (courtesy copy) is simply 'for your interest'. No is response required. It's for their reference only. A person can read, delete or file the email.
• BCC: (blind copy) is for use when sending an email to a private distribution list.

2. Make Good Use of Subject Lines.

A newspaper headline has two functions: it grabs your attention and it summarises the article, so that you can decide whether to read it or not. The subject line of your email message should do the same thing. Use an informative Subject Line – referring to a project, action, or important date. A blank subject line is likely to be overlooked or rejected as “spam”. Use few well-chosen words to tell recipient what email is about.

A well-written subject line delivers most important information without the recipient having to open the email. It also serves as prompt that reminds recipients every time they glance at their inbox.

3. Keep Email Messages Clear and Brief.

Keep your sentences short and to the point. The body of each email should be direct and informative plus contain all the pertinent information. Email is free, so send a separate email for each topic. Ideally, limit emails to one subject. Keep it to one screen (1-2 paragraphs). Avoid long drawn out emails. Short and simple is better. Combine several, related points into one email. Use bullet points or numbers. Most importantly, be clear on what action orresponse you want. 

4. Be Polite and Check Your Tone.

Emails are less formal than traditional letters but your messages reflect you (your values, professionalism, and attention to detail). Recipients may decide to print emails and share them with others, so always be polite.

When we meet people face-to-face, we use the other person's body language, vocal tone, and facial expressions to assess how they feel. Email robs us of this information, and this means that we can't tell when people have misunderstood our messages. Your choice of words, sentence length, punctuation, and capitalisation can easily be misinterpreted without visual and auditory cues. Think about how your email "feels" emotionally. If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words. Without empathy, misunderstanding often results. 

5. Proofread. 

Finally, before you hit "send," take a moment to review your email for spelling, grammar, and punctuation mistakes. Your email messages are as much a part of your reputation and rapport as the clothes you wear (hopefully, you look in the mirror before you head out the door each morning!), so it looks bad to send out a message that contains typos. As you proofread, pay careful attention to the length of your email. People are more likely to read short, concise emails than long, rambling ones, so make sure that your emails are as short as possible, without excluding necessary information. 

Next: Managing Email Effectively.

Yesterday, we briefly referred to the exponential changes that have taken place over the last 500 years in the way we communicate with one another.

Today let's talk about some of the challenges of email.

1. We often feel expected to reply immediately. Have you ever had someone ask you if you got their email – yesterday? Long gone is the era where it took 10 days for a letter to a arrive from overseas and you had a few weeks to respond and send a reply!

2. Online messages interrupt our day. Most workers dread the Monday morning over-flowing email inbox. Many people now receive over 50 emails every day and it is estimated that the average office worker receives 80 emails daily. Reading and responding to them all takes a long time. Our work can easily take a back seat and we can get behind on our projects. The average American worker is interrupted 11 times per hour, costing an overall loss of of $600 billion to industry. We often stay up late just to catch up.

3. Emails create the stress of new tasks and information. This overload of continual and relentless inflow can be exhausting, even affecting people's sleep patterns. Nowadays, we read less and spend less time with our loved ones.

4. Email can become highly addictive, like a drug. Any repetitive behaviour can lead to compulsive behaviour, including email checking. It alters our brains and causes attention or concentration span disruption. A recent survey of average response time revealed a rate of 104 seconds. Amazingly, 70% of people responded in just 7 seconds! How many times a day do you pick up your phone to check your email? Have you ever experienced 'email withdrawal'?

Email can be very helpful when used properly and controlled. If not … we start to feel overwhelmed.

Next: How do we tame the email monster??

Let's do a quick tour of how communication has changed over the last 500 years.

• In Britain in 1500, only 5-10% of the population could read or write. Wow! What did they do. They probably talked to each other – sharing stories in person.

• Postcards took off in 1871, resulting in what TIME magazine called an ‘epidemic’.

• In 1840, the average American sent 3 letters a year; in 1900, that number rose to 69.

• The telegraph changed everything. A message could be sent across the Atlantic in a matter of hours rather than the 5 weeks it took for 'snail mail' to arrive.

•  This peaked in 1945 with 240 million telegrams a year.

• In 2007, just over 60 years later, emails globally hit 35 trillion (10,000x higher than the peak of the telegram). Email communication is easier, faster (pretty much instantaneous) and cheaper (basically 'free').

Email has completely changed the way we communicate and has made life easier in countless ways … BUT it's come at a price.

Next: The Challenges of Email.

[Source: The Tyranny of Email: The 4,000 Year Journey to Your Inbox by John Freeman]