Outlook

Has e-mail become so ubiquitous that it has changed the way we craft business correspondence? That’s what admins recently debated on our Admin Pro Forum. Some suspected that writing “Dear” or “Very truly yours” has become too old-fashioned for digital—or even printed—correspondence. A bevy of self-proclaimed “old-school” admins protested.

Transform an e-mail list into a gold mine

March 9, 2010 Categorized in: Outlook

Are you more experienced than your boss with social-media sites? You can use those sites to help build your business’s e-mail marketing list, says Julie Waite, an e-mail marketing strategist at Bronto Software. A bigger marketing list equals more potential business, which is probably one of your boss’s top goals. Here’s what she recommends:

3 good e-mail forwarding tips

February 5, 2010 Categorized in: Internal CommunicationOutlook

When you first see “FW:” in your e-mail inbox, you never know whether the sender is sharing something useful or frivolous. Use the “forward” button wisely, and you can connect others with valuable information or make a new, prized introduction. Keep these three tips in mind:
A few things to consider when revising your e-mails: 1. Toss useless words. 2. Last things first. 3. Watch your format. 4. Use effective subject lines. 5. Set the right tone. 6. Always allow room to be corrected.

Create templates for everyday requests

November 6, 2009 Categorized in: OrganizingOutlook

Instead of reinventing the wheel every time you repeat a task, create a template and then reuse it. For years, Michael Hyatt, CEO of Thomas Nelson Publishers, has used templates to improve his productivity …
Tried Twitter but find the deluge of information-sharing too much to manage? If that sounds like you, these web sites and services can help you manage the chatter and enrich your communication:
Keep internal office e-mail communications clear and efficient by asking everyone to stick to subject-line codes, says productivity expert Laura Stack. By using agreed-upon acronyms, people will know the gist and priority of an e-mail, without having to open it first. Example: Your team could use <AR> for “Action Required.”
Learn what’s key to your organization’s success by asking your boss, “What keeps you up at night?” … Devote 18 minutes a day to time management … Snag a cheap, last-minute air fare by turning to Twitter … Confront an awkward situation without having to say anything … Help a lost smartphone find its way home.
“All first drafts are terrible. I don’t care if you’re Hemingway.” That comes from a writing professor who may as well have been talking about email. No email should be sent without revision. Here’s an email etiquette checklist to follow:
Give those URLs a trim … Show your e-mail skills by avoiding supersize attachments … Use the subject line to identify different categories of e-mail … Feel more rejuvenated after a summer vacation by coming home on a Saturday …
Boost productivity by “plotting” the items on your to-do list … Organize a boss’s overflowing e-mail box by setting up inbox folders … Manage team conflict with this tactic … Take a breather every hour, for peak productivity …
Layoffs, shortened workweeks, stressed-out workplaces … it all can lead to another byproduct of the recession: increasing workloads and work slippage. How are administrative professionals ensuring that, with stakes soaring higher than ever, no work falls through the cracks?
If people asked good, direct questions instead of a vague “What do you think?” we’d never feel overwhelmed by all the queries sitting in our inboxes. Get the fast response you’re looking for by learning to ask a good question, advises Penelope Trunk, author of Brazen Careerist.