Email Mastery Tips

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<p>PowerPoint Presentation</p> <p>EMAILMASTERY TIPS</p> <p>Use the 2 minute rule when you check your emails.When you're checking your email, if an email can be dealt with in 2 minutes or less, do it there and then (regardless of how important the task is).</p> <p>Doing the little things quickly will cut out a lot of the clutter that can accumulate when your focus is on those tasks that are high priority and/or of greater value to you.</p> <p>And that clutter can be a great source of distraction.</p> <p>2Doing the little things quickly will cut out clutter that can distract you from focusing on higher priority or higher value work.Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>3Which is it to be: To or Cc?</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>4To - action is requiredCc means no action requiredBefore you Cc, ask yourself:Does the person need to see this email in order to do their job?Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>5</p> <p>Assume recipients skim read.People scan email messages - they don't read them word for word and it's the first few lines of your email that will determine how fully it will be read.</p> <p>Think about how you read an email - if the first few lines don't grab your attention and make it immediately clear what's required, you probably skim the rest of the email to try and pick out the important bits.</p> <p>Remember this when you write your emails and put your main point at the beginning. Then follow this with an explanation and supporting facts.</p> <p>Make it easy for people to action your emails . . . .</p> <p>6Put your main point at the beginning of the email. Follow it with supporting facts and data.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>7</p> <p>Make your email silentShhhhhDo you spend all day in your Inbox? Do you feel like you never seem to get to your real work because youre too busy responding to emails?</p> <p>If the answer is yes, you probably have your email notifications turned on.</p> <p>Email notifications, more than anything other factor, will encourage you to live in your Inbox. You should be deciding when to check your email; your email software should not be deciding for you.</p> <p>So turn them off . . . . now.</p> <p>And if youre not checking each email as you receive it, when do you check?</p> <p>3 to 4 times a day, at regular intervals. Thats it. In the meantime, get on with your real job.</p> <p>Remember, email is not your work, its the way your work comes to you.</p> <p>8Check your email at regular intervals and in between times, get on with your work.</p> <p>Email is not your work, its just the way your work comes to you.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>9</p> <p>When you return from leave, its back to realityWe all love to take a break.</p> <p>Having a few days off from the normal routine refreshes and invigorates. But while youre having a break, your Inbox is not. You know when you return to work, you will have a large number of emails awaiting your attention.</p> <p>The bad news is, there is no magic bullet. No way of preventing emails from accumulating when youre away from your Inbox.</p> <p>So, what to do?</p> <p>Accept the reality. You will need to set aside time to clear your Inbox.Before you go on leave, block out time on your Calendar to do just that. Blocking out the time prepares you mentally you will be more likely then to put in the effort when you return from leave to get that Inbox back to zero state.</p> <p>Then back to 3 to 4 email checks a day. During each email check, touch an email once and make a decision.</p> <p>Give it a go next time you take a break . . . .</p> <p>10A build up of emails is inevitable.</p> <p>Before going on leave, set aside time on your calendar to deal with the build-up when you get back.Stick. To. It.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>11</p> <p>New topic? New email.In an earlier tip (Tip 2 One subject per email) I talked abut how if you need to address several unrelated issues, send several emails one issue per email.</p> <p>The reason? Your recipient can manage and file the information quickly and in such a way that it can easily be found again. Also, you can then manage your sent email easily.</p> <p>The same applies when you click on the Reply button. Make sure your reply only addresses the issue in the original email.Dont use Reply to start a new conversation about issues that are not related to the email you received. Doing so will only make it difficult for your recipient to manage your reply as a unit of information.</p> <p>One topic emails are easy to file. Emails on several unrelated topics are difficult to file.</p> <p>New topic? New email . . . .</p> <p>12Our writing becomes clearer and more concise when we focus on one topic per email.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>13</p> <p>Consider carefully before you use Reply AllWhen should you use the Reply to All button?</p> <p>YES - it might be easier and quicker for you to simply click on the Reply to All button when responding to a message rather than taking the time to consider who you should reply to</p> <p>And</p> <p>NO - the recipients will not necessarily feel kindly towards you for doing so!</p> <p>We all receive emails that we dont want or need so dont add to the problem by using Reply to All without first thinking about which recipients need to see your reply.</p> <p>Delete from the TO and CC fields the names of people who dont need - or should not receive - your reply.</p> <p>If in doubt, dont and let the sender of the original email decide if your reply should be forwarded on.</p> <p>14We all receive emails that we dont need or want.Dont use Reply All without thinking first about which recipients need to see your response.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>15</p> <p>Bcc with cautionHave you sent anyone a Bcc email?</p> <p>Bcc is short for Blind Carbon Copy. The term originates from the days of the manual typewriter when you could make multiple copies of a document using carbon copy paper. There was no way the official addressees could know about these extra copies.</p> <p>So, when you Bcc an email addressee, the To and Cc recipients dont know. The question is: when is it appropriate to Bcc someone?</p> <p>Bcc can be a good option:</p> <p>When you want to keep the list of people copied in on the email confidential. Be careful however if the primary recipient finds out, it could look like you were going behind his or her back.</p> <p>When you want to protect peoples email addresses. When you Cc people, all recipients can see everyones email addresses. This may offend people who dont want their email address made public to people they dont necessarily know.</p> <p>When you want to prevent your recipient list from being harvested. If you are concerned that the recipients may use any CCd email addresses inappropriately, use Bcc.</p> <p>When you dont want to reveal peoples identity. For example, if you are circulating information about a job position to several applicants, use Bcc so that the identity of each applicant is kept private.</p> <p>Always Bcc with caution.</p> <p>16Ill-considered use of Bcc can cause mistrust.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>17</p> <p>Beware of continuing conversations44086108</p> <p>18If an email conversation goes on for too long, it might be easier to deal with the issue if you pick up the phone.</p> <p>Managing our Inboxes would be a lot simpler if we all used email addressing fields correctly.</p> <p>The standard business interpretation of To and Cc is that To designates the person as the intended recipient of the email. This means either that action is required or the email is required reading.On the other hand a Ccd recipient is not required to take any action the email is purely FYI (for your information) and can be read at their leisure.</p> <p>If we all stick to this, you can use an Inbox rule to automatically filter Ccd mail into a separate folder to be reviewed later lessening the load on the Inbox, and therefore our time.</p> <p>So, make sure the recipients name is in the To box only if action is required.Lets all get on board . . . . .</p> <p>19</p> <p>Clean up emails before you forward them.Before you forward an email, check to make sure it doesnt contain any private information or information about the person you are forwarding the email to.</p> <p>If you need to, edit the email before forwarding.</p> <p>Also, think about your reasons for forwarding the email. Whats the purpose? What do you want to achieve? Then use formatting techniques to highlight relevant information in the email.</p> <p>If you're an Outlook user, the highlighter tool is a great way to do this. It makes it easier for the recipient to see exactly what is of relevance to them and/or what they need to do.</p> <p>Get the result you want . . . .</p> <p>20Make sure the email do...</p>