If you receive lots of e-mail and demands on your time, this course shows you 7 proven ways to get back full control of your e-mail - and create more time for the high value tasks.
·Just using the ‘One-Touch Inbox’ technique can HALVE the time you’d normally take.
·‘Batching’ and other great techniques reduce the stress associated with overload.
·The difference that the times of day when you handle e-mail can make to concentration
The video demos are done in MS Outlook 2010 - but it doesn’t matter which software you use, the course gives you proven techniques to reduce the time spent with e-mail. And you’ll get more mileage out of whatever system you use now.
One third of office workers suffer from ‘e-mail stress’. It’s even been called a plague. We’re not just overwhelmed by the volume of e-mail but we lose focus on the productive activities of our jobs. The ‘7 Keys To E-mail Control’ help you to actually be more focused and to be able to spend time on the things that move your job, and the business, forward.
According to the BBC Money Programme people can spend up to half the working day going through the inbox! But not if you follow the 7 Key principles outlined in this course. You’ll not only shave hours off the time you spend with e-mail, you’ll get precious time and energy back for yourself.
It comes with a workbook which gives you a rapid overview of the 7 Keys and then goes on to explain the theory behind it all – after you’ve made some immediate gains from the 12 short, 5 minute videos.
If it’s important to you or your team to handle e-mail volumes better and faster and with less effort so you can concentrate on the big issues that count, this is the right course for you.
It’s all about knowing when to use e-mail and when to use other means of communication. E-mail works best for simple messages – clear instructions, logistical information, attaching a file or document, or sending brief, general information.
It doesn’t work well for sensitive communications, lengthy messages or protracted, complex dialogue or any kind of communication that really needs you to manage people’s reactions.
When you batch or ‘cluster’ your tasks, the brain works faster. You gain focus.
In the case of e-mail it means setting aside specific times to work on your e-mail. Break the habit of responding to each and every e-mail the moment it comes in.
Read and respond to e-mails only during your chosen times. Whether you choose once an hour or a couple of times a day depends on the nature of your job. Once you do open your mail, work through it to completion.
As we have more and more media choice available to us we’re expected to respond instantly.
So just like in sms text messages we often cut corners, we misspell and we abbreviate for speed. These abbreviations don’t always have a common base and don’t use basic grammar.
In the workplace your aim is to save yourself time from repetitive, low value tasks.
You don’t want to send several e-mails to explain yourself or send several requests in order to understand – or worse still exchange time consuming e-mails based on misunderstanding.
In the long run it’s more efficient to use clean, clear, simple and conventional language.
Be selective with your use of the “cc” option and “reply to all”. They are seldom vital or even necessary.
From what we’ve learned about time, motion and energy, a good first step is if you send less e-mail, you’ll eventually receive less.
Don’t send an e-mail to someone when you really don’t need to.
If you receive an e-mail which upsets you --- DO NOT respond right away. Close the mail and do something else.
NEVER ‘trade emotions’ with e-mail. E-mail is NOT the correct medium for venting frustrations or pointing out failures or proving yourself right.
Apart from the time spent sending and reading this kind of mail, the time lost in sitting, thinking and stewing over the content is incalculable.
When you do respond, despite any urge to ‘set the record straight’ or to let someone know how you feel, give only POLITE facts and specific information.
Then find a different medium to resolve the problem.
Needless to say, you would never originate a flame mail yourself. Even when someone ‘deserves it’.
The 7Keys’ Solutions provides online management training for start-ups, managers and teams. Topics focus on management and team effectiveness. The easy-to-absorb E-learning modules are developed from IBT’s successful classroom training for global organisations (UK and Iceland) on management and personal development. Books, manuals and checklists are all included in the programmes.
Ron Hopkins and Gunnar Jonatansson are owners of 7 Keys Solutions.
They have been running training courses on time management for teams and team leaders since 1985. Specialities: Executive & Team Leader Coaching, Time Management, Psychometrics, Manager As Coach trainer