Here is some good advice about today’s information overload. I really agree with the ending paragraph about being part of the solution. If you want some more practical ideas, read “The Hamster Revolution” by Mike Song. His methods cut email time by 25% for a test group at Chase Bank. Or call me for some one on one conversation! I’d love to help.
Mobile Phones are Changing the World of Retail – at a Remarkable Speed
This is an important trend to watch. First mobile phones will change the way retail businesses function then it will trickle down to other businesses. You need to stay alert and be ready to move when your time comes!
Click here to read the article.
Email Interruptions
A new study from the University of Illinois at Urbana-Champaign indicates that on average each email interruption you allow costs you 17 minutes. The study was sponsored by Microsoft (one of the big culprits in the email frenzy!).
See the alert flash on your screen or on your Blackberry.
Stop what you are doing.
Go read the email and respond.
Go back to what your project and get your focus back
17 minutes of your day
And you wonder why you can’t get your work done!!
Instead follow this simple procedure to improve your email handling. I go into more detail in the Outlook Email Management class but even these minor changes will improve your productivity.
- When you see an email alert or message pop up, look to see if it is a TRUE emergency. If it isn’t, let the message go to your Inbox.
- Check your Inbox every 2 hours. People would wait that long if you were in a meeting or out to lunch so the short wait won’t kill anyone, lose a client or irritate your boss. Remember that you did look at the incoming message to confirm it wasn’t an emergency.
- Now you can handle all of the emails as a group which makes the process more efficient.
- First sweep through the Inbox, delete the junk. Move the “read later” newsletters, jokes, etc. to a Reading folder to be perused at a more convenient time.
- Second sweep through the Inbox, take care of any email that can be handled in 2 minutes or less. Reply or forward as needed then delete or store the original email in the appropriate folder for retrieval if ever needed.
Also store all of the FYI emails. You were copied to keep you in the loop but the message requires no action from you. Put the message in a folder so you can find it if the subject comes up and you need the background material.
6. Third pass through the Inbox is where you have to use your
thinking cap.
You don’t want to allow an email to become a priority for your day just because it was an email. So turn the message into a Task on your To Do List so it can be prioritized and managed along with your other tasks for the day. Outlook has a feature to do this very easily. We can figure out how to make it work in your task management system if you use some of software or method.
If necessary, reply to the message just to acknowledge the sender. “Cindy, got your message and will take care of _____ on Wednesday.” Cindy feels respected and knows that her issue will be addressed.
Now store the message in the appropriate folder where you can find it Wednesday when it shows up on your task list.
7. After the third pass, your Inbox is empty! It’s ready to gather the
next two hours of emails.
You are ready to go back to your Task List to work on the projects you had planned for the day. You’ve saved time by not jumping at every individual email. You’re responded as needed to keep everyone happy.
As I mentioned Outlook has features to help you be more efficient. This is where software can really make an improvement in your daily life. Take advantage of it!
"Got Your Back"
Over the past 14 years, Your Computer Lady has developed a system for working with clients that we call the “Got Your Back” process. Our goal has always been long term clients who come back to YCL over and over with a variety of projects. We want to reduce your frustration and headaches by stepping in to do projects so you are able to focus on what you do best – your real business. How do we do this?
- One point of contact – Though YCL has a network of experts for graphic design, web site programming, database creation, etc. you only deal with one person. This allows us to learn your business. We can pick up faster on a project. We learn details, special industry terms and personal preferences.
- Wide range of services – Our network gives us the means to have an amazing range of services to offer you. If we don’t do a particular job, we know who does!
- Online support – Within 15 seconds, we can set up an online meeting to look right at your computer. We can teach you how to use a software feature. We can fix a problem for you.
- Back ups – Your Computer Lady keeps extensive back up files. If you can’t find that brochure file from two years ago so it can be updated, we can!
- Large or small projects – We don’t care if it’s a big project with lots of hours or a small question that can be handled with an online training session.