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Brilliant Email (Brilliant Business)

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en Limba Engleză Paperback – 11 Nov 2010
Brilliant Emailwill show you how to use email effectively to win back time and dramatically improve your personal productivity and work/life balance.
Using this book, you will learn how to:
- Reduce the volume of email you deal with each day;
- Write your message clearly and in an appropriate style;
- Select when to use email and when to use an alternative;
- Slim down the size of your mailbox;
- Use your email software to manage the flow of email traffic;
- Help your colleagues to use email more effectively.
The principles in this book have been developed over the last decade as a result of the author’s work with individuals and organisations of all sizes (from micro to global FTSE top 100). By adopting some of these basic principles of email best practice, you will learn how to take control of your inbox to dramatically improve your productivity, your quality of life and never send an ineffective email ever again.
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ISBN-13: 9780273742555
ISBN-10: 0273742558
Pagini: 280
Ilustrații: Illustrations
Dimensiuni: 135 x 216 x 18 mm
Greutate: 0.41 kg
Ediția: 1
Editura: Prentice Hall
Seria Brilliant Business

Locul publicării: Harlow, United Kingdom


Part 1. You and your inbox
Taking stock of how your personality is reflected in what you say in an email and how you manage your inbox - your emails and your inbox are a DNA fingerprint of you.  For example, being an extrovert means you will chat more by email and send more emails, than someone who is more private and inward looking.  If you like action, you will be quick to respond, sometimes too quick.  Do you prefer to think and cogitate before making decisions?  Then you might miss the deadline for replying.  Being aware of your strengths and weaknesses and playing to them in your use of email and how this can save you time.
Part 2. How you spend your time dealing with email
1.      Put aside quality time to deal with your inbox – how to manage the  time you give to dealing with your email, set recipient’s expectations and  take control of your inbox rather than have it control you and your day.  A template is provided for calculating the cost of email misuse to you (with links to the online cost of email misuse calculator and benchmarking data).
2.      Place your emails in folders – you should be able to find an email in less than 15 seconds.  If you use folders and views to create a brilliantly structured inbox this helps you manage the flow of email traffic and allows you to find emails immediately.
3.      Prioritise your information needs - 80% of what we need comes from 20% of the information we receive. It is vital to prioritise and post back unwanted emails.  A template is given (supported by the online inbox audit tool) for prioritising which emails you really need. Guidance on ways to say ‘no thanks’ to unwanted emails from friends and colleagues (eg cc’d emails) and to use rules to sort incoming emails automatically. Sometimes it helps to have two email accounts – the benefits and disadvantages are outlined.

4.      Provide time for your recipient to respond – email shortens the delivery time but not the time needed to make quality decisions. Effective email time management is key to creating delighted friends and customers (internally and externally).  This chapter covers, ways to manage your time at the inbox even more brilliantly and by establishing realistic email response times, work with others more productively.
Part 3.  Right message right first time
5.      Pick the right media – we default to email when often it is quite inappropriate.  This chapter covers how to decide when email is the most efficient medium and when alternative channels such as talking or even instant messaging will be a more efficient way to communicate.
6.      Pointing out the purpose of your email by writing brilliant attention grabbing subject lines you will catch the recipient’s eye and compel them either to respond or recognise that no response is necessary. This chapter shows you this can be achieved.
7.      Pen your email in plain language - KISS - Keep It Simple Stupid. The emails you send reflect your image: when written well, they enhance understanding and effective communication.  In less than three seconds the recipient has formed a picture of you (correct or incorrect) based on the layout and content of your email.  This chapter shows you how to create brilliant emails which convey exactly what you want to say first time around and portray the right image of you (and your team/business).
It includes the PEARLS template for creating effective emails and has links to the CAPIO self-assessment tool for assessing the quality of your email communications.  (PEARLS and CAPIO are Mesmo Consultancy’s proprietary tools.)
It also deals with emailing those with visual impairments.
8.      Patrol your use of attachments.    All mailboxes have a size limit whether you use a free service such as Hotmail and Gmail or a paid for email system.  More space costs more money.  However, a few simple smart inbox housekeeping tricks means you don’t need to ask/pay for extra for extra storage capacity.
It’s therefore crucial to monitor your use of attachments. They are the pariahs of inbox and server space. They are the main causes of oversized inboxes and systems crashes.  This chapter covers smart ways to handle attachments as a sender and hence make friends not enemies of the recipients of your emails.
It also shows you as a receiver how and where to keep attachments so that you can find them quickly later on and keep within your allocated mailbox limits.
9.      - Protecting yourself from the cyber criminal – the content of an email can be produced as legal evidence.  Cyber crime is a doubled edged sword.  One side is making sure you and your friends/colleagues stay within the laws governing electronic communications (eg Data Protection Act, Freedom of Information Act). This minimises the risk of losing confidential data, competitive information and causing a breach of security.  In this way compliance is greatly improved.
The other side is making sure you (and your business) are not the subject of cyber crime (e.g. identify theft and denial of service attack).  Guidelines and templates are given on how to deal with all these aspects of cyber crime as an individual and as a business (with links to an on-line email security audit tool).
Part 4 – Email and the broader context
10.  Changing other people’s email behaviour – clearly you can make significant savings if you improve your own email management.  However, there are even more gains to be made if those you work with most closely also improve their email behaviour.  This chapter provides a template and case histories on ways to motivate, and enable others to change their email behaviour.
11.  How long before email dies?  Some are predicting that email will die and social networking will take over.  The concluding chapter reviews future trends (here and on the horizon eg Google Wave) and whether or not email is here to stay and if so what might be its role and format.
Summary – your brilliant email and inbox – action plan for the way ahead.

Notă biografică

Dr Monica Seeley, founder of Mesmo Consultancy, specialises in enabling people to use email, more effectively to improve their personal productivity. She is now acknowledged as a world class expert in email best practice, through her consultancy and coaching activities with a wide variety of clients from a broad spectrum of organisations over the last decade including Accenture, BT, Balfour Beatty, Coca Cola, Gucci Group and Rolls-Royce.

Textul de pe ultima copertă

What would you do if you had an extra hour each day?
Spend more time with your family and friends? Start a new hobby? Go home on time?
With Brilliant Email you can! By adopting some basic principles of email best practice, you can take control of your inbox, dramatically improve your productivity, and win back time to fit in more of what you love doing each day.
Packed full of powerful techniques developed after years of working with individuals and organisations of all sizes (from micro to global FTSE 100), Dr Seeley shares powerful techniques with you that will dramatically change the way you send and receive information -  for the better -  forever!
Brilliant outcomes:
Feel in control of your time and your inbox
Know how to write and send effective, solution-driven emails
Understand how to get the most from your email software -- and much more!
‘Brilliant Email has revolutionised my life. In simple steps, I found out how to manage my email so I'm in control, not my inbox!  It is a must-read for overloaded emailers.’
Professor Cary L. Cooper, Lancaster University Management School