[Libs-Or] Tech-Talk: EMAIL – Overwhelmed? How to Take Control

Wed Apr 8 10:04:07 PDT 2020

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 This Week's Topic: EMAIL

1. ARTICLE ... Overwhelmed? How to Take Control
2. COMMUNICATING ... Email notes ... don't yield to temptation
3. LEADERSHIP ... It costs not to listen to the janitor

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EMAIL -- Overwhelmed? How to Take Control
Intermediate

[manage email]

Has working from a home office become a new normal for you? Are you trying to figure out how to replace face-to-face conversations and in-person meetings so that you have what you need to get your work done?

Many of us have the same struggle. Suddenly we're on Zoom meetings and using chat features more often.

And one of the big challenges that our subscribers have told us is that the volume of email that they are receiving (and sending) has increased significantly.

You many not only be getting work-related emails from your colleagues, but retail companies, banks and restaurants are sending updates about what they are doing during this challenging time. And since information is fluid and changing daily -- updates are sent regularly. Lump on top of that online order notifications and emails from friends and family checking in on you… your Inbox may be bursting and you run the risk of missing the really important emails that need your attention.

So, how do you take control of email?
1.  Create colored labels to notice specific activities, like requesting free learning.
2.  Use folders and moving a bunch of emails at once to get organized.
3.  Clean out your inbox in an efficient manner.
4.  Create templates for when you need to send the same message over and over.
5.  Save an email note as a document you can refer to later.
6.  Work late at night, yet have the email go out first thing in the morning.

Whether you use Outlook or Gmail (or other email apps) there are quite a few articles that can help you take back control of your Inbox. In fact there are over 60 entries in the Tech-Talk.com database. In the Search by Topic<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRe5rxIqlpPSQsTum68Bp_G7Ga61O4fQrgq0armbHEokWtbbKsjQ3Th1bO3_LhmCInJ28SwEQof6XfpgzcHrqMeaqbsnyZXlhvzcNbQ8y21zgWqplEZDZFTcsyBzhlP3R4g==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==> feature, you'll find a whole collection of email <http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRe5rxIqlpPSQsTum68Bp_G7Ga61O4fQrgq0armbHEokWtbbKsjQ3Th1bO3_LhmCInJ28SwEQof6XfpgzcHrqMeaqbsnyZXlhvzcNbQ8y21zgWqplEZDZFTcsyBzhlP3R4g==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==> articles. Plus you'll discover communication techniques for crafting email<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRe5rxIqlpPSQoLjzVY1Zw99qNBKGRqkKryu2pwM2RSMlTB9nP_VtITC5qTha3T5ewL9boX4kufOMfIhIqNfQHyXDuFe8yHB8JvW6topjSnp3I4OoMIriUXjUhdJF-dCv-oZveVwrifajgz_ODt1I4zmfBH8ubX8Olg==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==> notes.

Take Control of Your Email

[too much email]

1. Find Important Emails Quickly by Adding Color

Make sure important emails jump right off the screen -- so that you can't miss them using color flagging options (available both in Outlook and Gmail).

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRSQBNBU9Uqhoyc1pTGDvDC-Um2qA9uLF2qKzYmhCzSbHe6g7XVJC0dv8Gv3c155XK_I2iYDP8HTRY7K7blGBRhU0ea2yUQGeLtZfzgREuR5R7tpBxYw23Mx3O4pE7mOwVVdNAHOjjSiNGsU-4tU_GQ6E-2DFhPVmXg==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[move message]

2. Moving Multiple Messages to Folders

Need to find/save emails from a sender? There's a special trick that works wonderfully for moving a whole bunch of emails all at once to a folder.

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRejPoT5Gz6zp2_NLAId_BjbnBOoZAykcR5ErAHgz89CJ4-LPviv4HFgcrR5oDDbLG_74XgsgnZrAQFpBAcaQ7gnJtWkCcipdkXtjdjUSb1LNbzomCR_PVRK7XGHpIWEK-XSi7lOhQXGz_aQUBh7ruf5bT8sGy-HD8oRctxXSLm2-KFPeVS3W_8Q=&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[https://files.constantcontact.com/ee1208b4001/41a45626-54dd-4e8b-bf79-4ebcea12fde1.png]

3. Quick Steps to Clean Out Your Inbox

Learn a few ways that you can clean out your Inbox quickly... by opting-out, "chunking" and getting rid of large emails.

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRRnl8AO3x3nCMYgmDee9IoBzJnD1SYMbL1JmYlmtBfk3QSjnGL-gFNm9skI3qsUt5vFkqvDJq-IegeQygz7YKXKWDs_WE7f_m8-kZPaNB828FqPdVLQRyw2EQTcMq13Ks-4slDpUH-xg-udUXc_R9OlGXn8SE-ncuQ==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[template]

4. Creating Templates or "Canned Responses"

If you send email with the same (or similar) type of content, creating a "canned response" that is ready to use will save you time!

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRanXrWAuUI6qgKURC0BHHWaALKi_P_UyHJSSamW6ijdJJBYZs-JubW-lbbSwbk-Z7tQ3g-u9iiGI4lA1PmCVwrOveHOoyDOIiRnGQ5NGVWTxMzP1c5LfRRANYQxnPtrd6WAaidPSNdi3KhKom4efBno=&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[save email as document]

5. Save Email as a Document

Get emails out of your Inbox and save to your regular files if they contain important content you want to keep with other documents on the same topic.

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRe5rxIqlpPSQvOnE1r_jkscWKul5wRF4nCHVhQwqrw2wSIwXP5uVpHjvli4aaetiRyAd3mxnTPeG8FIZQ01p-jKqWujaUDwbr647RfQ9SB9kodUgqUPwvhhi6PZ05Ok_eJ2591GhX_utMPRhEbQVja4=&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[delay delivery]

6. Send a Delayed Email

With Delayed Delivery or Pre-scheduling options, you can "send" an email at any time, but have it delivered to the recipient at a later date and time.

View the Article<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRYYZsnb03I7zRSISv5K9d5R_3Zlv2h3FV6yCgFcSdY2-O33bZiiZOVpdtW95_OGAUw4SgCjcT9Nmk8nqyHgRNn5p0qcZIAnBf0p6zXvta9ma2mMh7R0nqsN-FbD69LyzXM71MbIy06xXJymQRnX1U2auf2-0rRYSXA==&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communications: Email
Don't yield to temptation

Oh, yes, it’s tempting!

You have several items you want to tell one person. You’re jotting off an email to them.

You are sooo tempted to put them all in one note. It’s easier right? Bundle them all in one?

Yes, easier for you … but in those cases where you want responses to each item, it’s better, in the long run, to send a separate email for each thought or request.

Example:

I was introducing Tech-Talk to someone who had recently taken over the position of providing the newsletter and database to their staff. After our online meeting, I was to follow up on a few items.

·     Documentation of the organization’s login info
·     Annual survey opportunity for reader satisfaction
·     The GO Tech-Talk call for subscribers

Yes, I could easily put them all in one note. Great for me (at first). But I knew that it would be easier for her if she could respond to one item at a time because they each required a different follow-through process.

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Don't ignore the janitor ... or the clerk, or the aid

It costs your organization time, money and reputation not to listen.
A well-renowned grocery store chain (we'll call it George's) began offering an in-store café with soup as one of the food items.

There were two choices: chicken and tomato.

The servers kept asking for vegetable beef, because it was a common request from customers who wouldn't buy the existing soup choices. Management's answer was, "The chef doesn't make that type."

The store employees gave up asking.

Much later, management decided to create a customer survey on food items. Surprise! They wanted vegetable beef!

The good news (or the sad state) is that the chef began making vegetable beef … because the customers wanted it, not because the employees had known for a year what was needed.

An organization loses out when managers don't listen to the folks who are closest to the "customer." How well do you listen to everyone around you?

[http://files.constantcontact.com/ee1208b4001/b13a7a6a-7445-4d8e-b741-4b475385ef5b.png]<http://r20.rs6.net/tn.jsp?f=001zvehCk3FJZ94Q_ey4ZOZ5O3w_uo9b765QaYclunzYCsTtht9qZ2tRT8gSgZRiaGVI13FKg7LAk3pFQLRlEnATx623h7sQ91mKKwfWU248VThBZNZCi-mB5i_w34t8Z77thOl4vv8hdRx6tK5fRop5yoI4oE1vVV-&c=r22noSY01uq0XRyp-FZ81VDjKMJRHPUx8TEtmpRmFOmz7RP7V16MHw==&ch=MNeyE7QQxxP5uMmCnI57NsgcQqFK5KxQKP4FfS7uTC5f6LUYHSstqQ==>

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Public Library Consultant / CE Coordinator
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