[Libs-Or] Tech-Talk: Email Overwhelm? How to Take Control

Tue Mar 7 15:52:46 PST 2023

Welcome to the latest issue of Tech-Talk!

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Webinars for You

·    March 8: [WEB TOOL] Two Marketing Tools: Part 2 - ONLINE CALENDAR [3 pm ET for 1 hour]

·    March 22: [EMAIL] Take Control of Your Email and Sanity with Gmail and Outlook [3 pm ET for 1 hour]

·    April 12: [CANVA] Discover New Features to Enrich Docs and Presentations [3 pm ET for 1 hour]

·    April 26: [PDFs] Create and Edit PDFs Using New Tools and Techniques [3 pm ET for 1 hour]

View Webinars and Register Here<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4SCC0FGShgY1tXUrE6q-YHhjYzcw6FifJfObq7PTkYy4hY34MVj81_8-WjgYvcNu1PyqPKDNpqLqkvicvexsFmuQlV6RiY-SukIjqfM1snlw%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082165008%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=tdIjZPOQPk4SSpxjOOZ2GAGSPg6UAom01Z2w29lMfnE%3D&reserved=0>

Email Overwhelm? How to Take Control

Intermediate

[search for an email]

Is your Inbox overflowing because you've taken on more responsibility?

Or perhaps you work 100% virtually or split your time between locations?

In any case, when you're up to your eyeballs with things to do, face-to-face meetings and quick in-person conversations aren't always possible. These communications often rely on email messages.

Statistics tell us that 28% of a workday is spent on email, so it makes sense to be as efficient with it as possible, right? You don't want a super full Inbox as you run the risk of missing the important emails that need your attention.

So, How Do You Take Control of Email?

Here are some strategies that can help. Pick a few and try them out!

We have full articles (and video demonstrations) on each of these topics in the Tech-Talk database. See this article for the individual links<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4VtxerkNkYfdNS15PwJ-yBRFfwsfOYSskcTNUWd6IuCFvojp8z--n1vHyFmCHnr-XnM-f9CV4GYDtECEOGdAOCv2XRlEIeVRA8WpCZK8z9fVxaWkt8EvxGcX-0l0EzZeeb65mNJcB9ZI8ANXYVjy3WSo_Vz-40CAAQ%3D%3D%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082165008%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=ntMYuUR2LmX8H8bhbbcUelU0H4utlzlsgyZa%2FCjCN5k%3D&reserved=0>.<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4VtxerkNkYfdNS15PwJ-yBRFfwsfOYSskcTNUWd6IuCFvojp8z--n1vHyFmCHnr-XnM-f9CV4GYDtECEOGdAOCv2XRlEIeVRA8WpCZK8z9fVxaWkt8EvxGcX-0l0EzZeeb65mNJcB9ZI8ANXYVjy3WSo_Vz-40CAAQ%3D%3D%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082322335%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=a9%2FA9tHWntGqE5FvYr7uiKAopFmuPpFcquDMNgx0lHc%3D&reserved=0>

1.  Create colored labels to notice specific activities, like requesting free learning.
2.  Use folders and move 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 repeatedly.
5.  Save an email note as a document you can refer to later.
6.  Schedule an email to go out at another time.

View the Steps for Each Tip Here<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4VtxerkNkYfdNS15PwJ-yBRFfwsfOYSskcTNUWd6IuCFvojp8z--n1vHyFmCHnr-XnM-f9CV4GYDtECEOGdAOCv2XRlEIeVRA8WpCZK8z9fVxaWkt8EvxGcX-0l0EzZeeb65mNJcB9ZI8ANXYVjy3WSo_Vz-40CAAQ%3D%3D%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082322335%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=a9%2FA9tHWntGqE5FvYr7uiKAopFmuPpFcquDMNgx0lHc%3D&reserved=0>

TIP: If you are interested in organizing your email and being more productive with it, try the upcoming webinar.

Take Control of Your Email and Sanity Using Gmail and Outlook<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4SCC0FGShgY1tXUrE6q-YHhjYzcw6FifJfObq7PTkYy4hY34MVj81_8-WjgYvcNu1PyqPKDNpqLqkvicvexsFmuQlV6RiY-SukIjqfM1snlw%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082322335%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=TwojUKRyaZUTrmSQieMmI70hBqnKoemnGiRb88BLetg%3D&reserved=0>

You can also sign up and watch the recording later!

[https://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-4c21-8ed0-cf647e6db944.png]

Communications: Talking

"Because" is more convincing

There is one little word that can make people feel much more friendly about ... and accepting of ... what you have to say.

Yes, it's the word "because".

A study was done where an individual (standing in a long line) was told to walk to the head and say, "Excuse me, I need to cut to the front. Would that be all right?"  Only occasionally, he (or she) was let in.

However, further testing showed that when the person gave a reason for wanting to cut the line, more agreed.  It didn't seem to matter if the purpose was logical, vital or irrelevant, the rate of acceptance was the same.

But, even more surprisingly, when the individual added the word "because" before the reason, the acceptance rate soared!

So, when you are suggesting or asking others (in writing or conversation) it's best to tack on the word because ... and a reason (any reason).

Do you see a difference below - even with less-than-stellar justification?

·    Let's postpone the meeting.
·    Let's postpone the meeting because I'm busy.

·    I'd rather not do that.
·    I'd rather not do that because it doesn't work.

·    The training sessions need to be shorter.
·    The training sessions need to be shorter because they're too long.

Just think what you could do with stronger reasons! When you use the word "because" you immediately communicate respect for the other person. They appreciate it. Your ideas are more readily accepted.

TIP: Try this especially in your email notes, texts to colleagues, and voicemail messages.

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

Leadership

Try the "Like and Do Well" Exercise

How many different types of tasks do you (or the people you lead) do in your position? If you list them, I bet there are many ... maybe more than you realize.

Most people have some things they like to do and do better than other tasks they are responsible for. Evaluating what you do (or what the people who work for you do) is a good step toward knowing what you want to develop, for the current job and the future.

It's also a great technique to make sure that the people you manage or supervise are in the right slot.  It helps identify where to direct them to any training or experience they need.

This simple tool is the "Do Well and Like Quad." It is made up of four boxes where you list the different types of things you do (or could do). You break them up into four categories:

·    Like to Do and Do Well
·    Like to Do, but Don't Do Well Yet (great development area)
·    Don't Like to Do, but Do Well (may be able to move this to someone else)
·    Don't Like to Do, and Don't Do Well (have a chat with the manager about this)

Example...

[https://files.constantcontact.com/ee1208b4001/8060841f-6b31-45b2-85ea-1ebe6942456d.png]

[https://files.constantcontact.com/ee1208b4001/b13a7a6a-7445-4d8e-b741-4b475385ef5b.png]<https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fr20.rs6.net%2Ftn.jsp%3Ff%3D001jVaYnmZSMxsJz92q9tslt9sY3QpBs7h0t2ts_X3cQL2i2u_lqVEq4SnZpjOOZj4Y6Rm2mWSn4R85iGX_dj1WoUCn8TUjgqg-Ohxy4YAfquon_qb3oP7DnQVdJaMvOP-pQeNet5ggzcxnJ1XxiPGoTFnkWPcvBVlB%26c%3D6Nv_1R0PXV1EmmNm2pMngd-ECIuJdRrTj8au8dtfjA1ikWyeEkqvig%3D%3D%26ch%3DCPF8etNrnnDuI6JsXTw97hB2pAVXNt_up_fZFuRF77jtC7iMW2GnEQ%3D%3D&data=05%7C01%7CDarci.HANNING%40slo.oregon.gov%7C6b04f13e41bf4e0bd75008db1f580230%7Caa3f6932fa7c47b4a0cea598cad161cf%7C0%7C0%7C638138235082322335%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=GTy2IPr2dHC7Buq1mnkx3enazMCQLAGkRr0h3DHM4ic%3D&reserved=0>
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Cheers!
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted
State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>
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