It’s Clean Out Your Inbox Week, and each day of this week we are providing our e-mailing and followers with free resources to spur them on to the holy grail of that empty inbox.
Today’s offering is an 8 1/2 by 11 poster that you can print and share with your workgroup. It outlines the 10 best practices of a positive e-mailing culture, so if everyone can follow these practices, you will all find greater productivity.
Here is the link for you to register to receive this complementary PDF. Print a lot of them, and place them all over your office!
Here is today’s e-mail management tip:
Turn off all dings and flashes.
You have got to stop interrupting yourself, and the best way to do it is to turn off the dang dings. You should choose when you go in to get your e-mail messages, just like you choose when you go to your Postal Service mailbox to pick up your mail. The continual interruptions of those flashes and things are more toxic to your productivity than you know. Turn them off and see how much more work you get done… Then, let us know!
For your free resource, here is the link for an assessment of your emailing practices: http://InboxDetox.com/assess
What is your best e-mail. management productivity tip? Share it here..
Today’s free resource is actually a one minute video, done by yours truly, with more on the real key to managing your inbox – and why it is different to SORT those messages rather than “work” them.
Good stuff — we promise!
Click here for your Inbox Detox Minute.
Here is something you can share. These will print 4 to a page, so you can print them on card stock and share with your team! 7 tips that can make you an email “ace”!
Here is the link to download your tips. eKitInboxDetoxTips_2011
And if you’d like even more great information, our book, Inbox Detox and The Habit of Email Excellence could be just the ticket. You can purchase the book or digital versions here or on Amazon.
Inbox Detox and The Habit of Email Excellence
OK. It is the 7th annual Clean Out Your Inbox Week!
Time to start the year right, get organized, get rid of clutter, and that means your overflowing inbox too!
Here is your freebie for the day – a great 8 1/2 x 11 poster that you can print and hang everywhere. Click here to download it.
It says, “Want to Receive Less Email? SEND Less Email” It is a known fact that the more email you send, the more you’ll receive, so you are pretty much in charge of your own email destiny. Funny how some folks don’t realize that!???
Click here to download your first freebie of the week
Every time you let your email interrupt your productive work, it takes you an average of 4 minutes to get back on track. If in one day you let 15 emails derail you, you’ve just lost an hour of billable, productive time.
Multiply that by every employee every day and you can see how office-wide unproductive email use can be an enormous drain on your profits.
Have you ever stopped to examine how do your employees use their email? How do they manage it, send it, and save it? The habits they adopt, both good and bad, can be contagious. Since email touches all of us several times a day, an office email culture evolves quickly.
Here is an example. A boss calls a meeting with 3 of his department managers. He sends an urgent email, needing a response within 15 minutes. One manager, who is working on an important project, does not have his email on, misses the request, and angers his boss.
This manager has just now learned that he cannot turn off his email, ever. But it doesn’t stop there; it rolls down the corporate ladder. All three managers now have “permission” to use email as an URGENT delivery system. They use it in their departments, and very quickly, the entire organization is infected. No one can turn off his or her email for fear of missing something vital. Employees become slaves to the “ding” and stop productive work anytime an email comes in.
This is just one example of email mis-use that plagues businesses. Think of the practices of copying everyone under the sun, just so you don’t miss someone. Or how about using email as a chat room with multiple recipients to resolve dilemmas? Or the slippery slope of using email to critique someone’s performance? One person does it, others do it. Culture is changed.
There are, however, certain practices you can instill into your employees to create a positive email culture. It requires strong leadership and change management efforts, but by following these methods, you and your employees will be able to reclaim more time, and improve your bottom line:
- NEVER use email as an urgent delivery system. If the matter is urgent, pick up the phone or walk down the hall.
- Have everyone turn off “Automatic Send/Receive” and set “Receive intervals” to a minimum of 90 minutes. If someone is expecting an email, he or she can always hit receive manually.
- Move everything OUT OF your inbox. Your employees can manage their work better by putting emails in appropriate folders for easy reference later.
- Make Subject Lines be VERY specific. By including details in subject lines, you will help others sort and prioritize their work.
- Copy only the people who REALLY need to receive the email. Each superfluous cc will have to open and read the email, adding unnecessary tasks to their already full days.
For more best practices, or information about changing your office’s email culture, check out our eBook ”Reclaim Workplace Productivity; Add Big Bucks to Your Bottom Line.
Great Huffington post by my favorite London email expert, Monica Seeley.
Feeling that we must stay connected is now impacting on our sex lives according to results from The National Survey of Sexual Attitudes and Lifestyles (Natsal). As laptops and mobile devices make their way into the bedroom their owners are enjoying less sex than a decade ago. Read more
PS. Get ready for the 7th annual international Clean Out Your Inbox Week, January 19-26.
Hi. Marsha Egan here, inviting you to join others who plan to empty their inboxes during the 7th annual Clean Out Your Inbox Week< January 19-26
#1. Join in and tell us that your inbox is empty by clicking the FB LIKE button in this post.
#2: Share this button with anyone who needs to get on this band wagon too.
#3: Download these 5 pages of great tips by completing the form below, as a reward for your future clean inbox, and to help you keep your inbox under control.
Then #4, finally, below, share your best tip(s) for emptying that inbox and keeping it empty.
Wishing you a Detoxed Inbox,
Want to really annoy your emloyees? Use email. Improperly. Here are 5 ways:
- Send too many. The more email you send, the less your employees will read. The more you send, the more stressed out they’ll become.
- Write long emails. Once again, too much compromises the abililty for your employees to “get” the whole message. While you think you’re giving alllll the information they need, you’re actually keeping them from really understanding the main point.
- Send emails after 11 PM. Let’s not beat around the bush. They’ll think you’re nuts. They’ll wonder what kinda boss they’re stuck with. Get some sleep, and let them have a little peace too.
- Try to Meet by Email. Go ahead – send an opinion question to 10 people to get feedback by email. Watch the email tentacles grow. If you need something discussed among more than 2 people, call a meeting. It works much better.
- Give feedback by email. In the emailing world, the rule is that if there is a slght chance something could be misinterpreted, it will be… Feedback should be done in voice. Best in person, second best on the phone. Never by email.
Don’t get me wrong, email is awesome for business. It just needs to be used properly. Less is more. Choose the right medium. And it is not always email.
What do you think?
Just because we can, should we? Be connected to our work 24/7, that is?
The advances in digital technology have been truly amazing –enabling us to be connected, well, constantly. With our ability to check email at 2:00 AM, receive phone calls while traveling wherever we are, and hold real time video meetings with clients halfway across the globe, the velocity of progress has grown exponentially. And our abilities to determine our engagement levels become more challenging.
The big challenge for us is that there is enough work, information, and business “stuff” to occupy our every waking minute. So, we know we need to turn it off. Now, just how and when?
How is pretty simple. Just turn it off. Shut the computer down. Turn the smartphone off. Silence the alerts. Just turn it off!
Remember, we are the thinking ones here. WE can decide that we CAN turn of the electronica. IT does not control us – it is the other way.
So, when you decide your workday is over, let it be over. That chapter of the day is done. Kaput. Believe that it was a job well done and let it go. Transition to a new activity, a new engagement, a new thought pattern.
Breaking from one task to another is healthy. By shutting down your workday so that you and your spouse can have a truly enjoyable dinner can be energizing and fulfilling. Turning the blackberry off as you walk in the door signals to you that it is play time with those anxiously awaiting kids.
To keep both activities “open” essentially serves each only partial attention. If you’ve conversed with someone who was checking his or her smartphone at the same time, you know what I mean. They weren’t all there.
It can be stressful to try to serve two masters at the same time; you can feel like you’re robbing one or cheating the other. Not to mention the rework that can result from not fully engaging the first time.
My best advice is to engage activities in time chunks, and to separate. Shut it down, then open it up. Don’t keep it running 24-7. It’ll wear you down.