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Home / 2010 April

The Attivo Blog

Welcome To My Inbox Cesspool

04-13-2010 | By: Len Reo | (1) Post comment » | Read comments »

I feel really productive today. I reduced my emails received for the day to just 5 items that I really need to follow up on. They are in good company…there with the 16 from the day before, and the 12 from the day before that. Three days ago was not very productive; some 80 emails remain. Of course, I probably won’t get to any of them, since tomorrow will come and I’ll be busy again deleting emails or responding to the “emergencies” that appear in my inbox. In my 30+ years in business, apparently I was never very important until my email started to overflow with things I just HAD to deal with now, or face phone calls (remember them?) with angry people asking why I haven’t responded to their email. Mixed in that morass are 42 seminar invites from associates, jokes from my retired friends and relatives, you know the rest of the stuff that shows up. At least our Barracuda Spamwall is filtering out the Viagra offers (compliments of Alinco Computers great email hosting). So, here’s some recommendation to solve this all too familiar dilemma:

Read Ron Ploof’s book “Read This First” and learn about RSS feeds, among other great recommendations. Start using a reader like Google Reader to find out what’s going on.Turn off your email during the day – and then schedule time to read email, rather than reading it all day long. Those distractions rob you of your focus and productivity. Diligently “unsubscribe” from as many lists as possible.
Use “Out of the office” auto-replies whenever you are out of the office. People will not expect an instantaneous response when they receive one of those replies. Buy yourself some time!
Always use a free account such as Gmail or HotMail for any non-business purchase transaction or other web-based survey, offer, inquiry or whatever. They will overflow with sewage quickly, so ignore them and create a new one. (By the way, the “Cesspool” analogy belongs to Ron Ploof).
Respond to email with as few words as possible. Your 7^th grade English teacher is not proof reading your email. Get on with it. Here's some great recommendations for "Emailing and Texting for Adults" by Sister Mary Pat, from Our Lady of Perpetual Correctness. Mary Pat is Chief Grammarian, Writers Resource Group, Inc., a trusted resource of The Attivo Group.
Be brief, but be courteous. Body language and tonality do not come across in an email, so remember to say something like “Thanks for your help on this” to soften any potentially rough edges in your communication. Avoid using all CAPS in an email - it comes across as shouting.
Avoid “reply to all” whenever possible. I really don’t care about the majority of the conversations that are going on around me. Leave me out, please!
Use Workflow Management software to manage your internal communications. Check out Synergy, from Exact Software. We use it internally, and it has streamlined our business into one, cohesive database. That's a shameless plug but the best advice I could give anyone to lower the administrative noise around them.

Any other comments and recommendations are welcome!