E-Mail Obedience Training
By Eve Abbott
Recent research conducted for Hewlett-Packard warns that "info-mania" is costing professionals an average of
-10 IQ points! This "abuse of always-on technology" by people who are addicted to checking e-mail and text messages (24/7/365) consumes more than twice as many IQ points as smoking pot (which is just a -4).
"The boundaries between work and non-work are now constructed by people turning technology on and off," says Debra Meyerson, a professor at Stanford Graduate School of Business. "Being accessible at all times is a source of stress." The "stressed IQ" drops more in men than women, as constant calls and e-mail reduce everyone's mental sharpness.
A London study reported that 62% of adults are addicted to checking e-mail and text messages. Eighty-nine percent of those surveyed think colleagues who respond to e-mails or text messages in meetings are "extremely rude." Use these tips for your own e-mail tune-up and make it easier to work better.
The only part of an e-mail anyone sees first is the subject header: the most valuable 36-50 characters in business today. Use subject headers the way a good journalist uses titles: describe with detail. Vague headings like "Question" or "FYI" waste everyone's attention and time. Be specific, like "Project Name proposal done?" or "Thurs. Project name mtg resched: Mon 3 p.m. Conf Rm B."
Who, what, when, where, why and how are the basics everyone needs to know. Get who, what, when and where into your subject header to help people respond quickly. How and why are more complex and belong in your message text. To automatically identify important messages create labels in Outlook rules or Eudora filters, which display message headers in colors, i.e., blue client messages and purple vendor messages.
Signatures: Set up your own signature, which appears at the bottom of all new and reply messages. Put in all the contact information your respondent might need. Make your e-mail and website live links. This makes it easy to add your contact information into their database or to look it up later when they need to buy your services!
When someone sends you a message that can be briefly answered, send your whole reply in the subject header. This is the e-mail version of text messaging: Subject: "Project Name contract done? - YES!" Or subject: "Confirming: Fri 9 a.m. Project Name mtg. Eve."
SPAM makes up 80% of all e-mail in the U.S.! Outlook rules and Eudora filters help keep spam out of your inbox. Internet service providers (ISPs) tag suspected spam by inserting an identifying code. Contact your ISP provider and use their codes to set up filters so junk is automatically sorted into a spam folder. Register with a SPAM/virus protection service like MacAfee ($$) or SpamBayes (free).
Printing out all the messages you need to keep wastes paper and printer time, as well as adding to your paper blizzard. Instead, create folders to store and organize messages. Small business folders: clients, prospects, projects, programs, events, templates, internet, organizations, personal and family. Company categories include: division, department, teams, projects, customers, staff, job schedules and reports. Make folders for personal and business e-receipts.
Flag your priorities: Use the flag function for any time-sensitive in-box message, so it "returns" on the date you need to work on it. Use your color coded flagged messages to prioritize your follow-up and review daily. E-Ticklers: Create folders for each person/project that you delegate to (or receive tasks from) through e-mail. Set up filters to automatically sort your significant outgoing messages into their matching folders for quick, easy project documentation.
Out of the office or in meetings all day again? Set up an auto-respond message that includes alternate contacts, if appropriate. Include name, phone, intranet, website and e-mail. Even if you're only out for one day, this creates more realistic expectations.
I guarantee that you and your team can save time every day by fully employing these e-mail tips. The only question is, "How much is 10 IQ points plus an hour a day worth to you and your business?
November 2007 Builder Architect Edition Issue