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Did you know you gain 1.4 days a year by
reducing the time you spend on email by 15 minutes each day? Wouldn't you rather complete a special project or be with family and friends
instead of working? The next 3 newsletters will be devoted to
tips on enhancing your email skills -- practical ideas you can use
immediately. Today's focus is on creating a more effective email. Other areas
-- reducing volume and organizing emails received -- will follow. It's easy to forget that at times a phone
call works best to resolve a matter -- sensitive subjects, confidential data,
complex information or setting a meeting date with one person -- are all
examples. Check out the "time-savings"
calendar to learn how else you can "save time". You will be
amazed at the possibilities. http//www.itstimetogetorganized.com/pages/more-information/time-savings-calculator.php. Want to identify your organizing and time
management challenges and learn how to be more productive and less stressed?
Contact us to hear aobut our free *18-Point* Assessment available
between now and Labor Day. Best
wishes, P.S. Reader Comments on "Our Best Paper
Management Tips" "This is good b/c
I have the regular household
paper to consider, plus I'm now going through my old office stuff trying to
decide what to keep and what to shred. good tips!" D.Gardner "The advice about
using staples instead of paper clips is excellent. Clips are not
dependable and other papers get either attached or papers are lost.
Clips come off too easily." M.Scoler Contact Us: |
EMAIL MADE EASY Tip #1: Create a
strong subject line. Example: Meeting Better: Balcor Project Meeting 7/15/10 Tip #2: Make email
clear, concise and short. Sentence Example: At yesterday's meeting, Joe
brought up the fact that he thinks we need additional tickets for the Atlanta
Braves games to give to our clients. Better: At yesterday's meeting, we discussed
if the firm should purchase more Atlanta Braves tickets for clients. Tip #3: Read the
email through the eyes of the recipient. Better: I want to review last month's sales
report before deciding if employees will be affected by reducing expenses. Tip #4: Anticipate
questions and avoid follow-up emails. Example: Pay by credit card. Better: We accept Visa prior to the event but
will accept checks at the door. For more details, the URL is: ___________. Tip
#5: Use formatting for an easier read. Numbers, bullet points and spaces between
paragraphs make text easy to follow. The simpler to read, the better. Example: To do's for firm picnic: confirm
venue, order invitations, address and send them and keep track of acceptances
etc. Better: To do's for firm picnic: 1) confirm venue 2) order invitations 3) address and send them 4) keep track of acceptances, etc. Tip #6: Make
"Action Request" clear and prominent. Eliminate excuses: "I didn't know when it
was due" or "I wasn't sure what you needed". Example: In the next few weeks or so, I will
probably be needing the budget update. Can you send it soon? Better: Action Request -- Please send the
budget update no later than 3pm Friday, July 24th. If this is not
possible, I need to know by Monday, July 5th. Tip #7: Personalize
your note. Example: Please let me know what the ... Better: JoAnne, please let me know what the
... Tip #8: Reread email
before hitting send. Use spell check. Pay attention to tone,
grammar and punctuation. They reflect on you and your company. Example: There names are on the list.
Glenn and me think its a good idea to invite them. (Ok, maybe that's too
obvious but you get the idea.) Tips #9: Use a
professional signature. Signature example: Regards, Tom Better: After 'Regards, Tom' add: Tom England, President ABC Company 404.888.2222 T.England@ABCInc.com www.ABCInc.com Tip #10: Turn off
the 'Request a Read Receipt' Function. Ask the person directly if it is important to
know that your email has been read. Many find 'read receipt request'
annoying. Bonus Tip: Recycle
well-written emails. Save and reuse the documents you've spent time
and effort writing. Drag and copy to a file folder. (We call ours
"LETTERS -- EXAMPLES.) The next time you need to prepare a proposal or
send a sales letter, you'll know right where to look and won't have to
reinvent the wheel. _______________________ Well-crafted emails save you time by reducing
the amount of back and forth communication and the amount of time you spend
preparing an email. Try one or two of these easy tips and see how they
work for you. |
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Copyright 2010 *
It's Time To Get Organized, LLC * All Rights Reserved |
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