Advertising
Advertising

Achieve Inbox Zero To Increase 100% Team Efficiency

Achieve Inbox Zero To Increase 100% Team Efficiency

Founders and CEOs are always short on time, and their plates will never be cleared. But in order to succeed long-term, all leaders have to decide on strategic things they cannot let slip. These bottom lines form the rituals that help leaders make key decisions to help their teams get work done. It’s proven time and again that founders like Bill Gates and Mark Zuckerberg need to have a ‘superhuman’ work ethic[1] to stay on top of their businesses.

Whether it’s wearing the same clothes like Obama, Zuckerberg, and the late Steve Jobs does, or setting fixed times to finish all your tasks, having an anchor ritual is key. When leading a company, a leader’s most critical role is decision making. You do not want to become the bottleneck[2] that’s holding your awesome team members back.

Advertising

To help your business grow, you must achieve inbox 0. By ensuring that you’ve addressed all messages at the end of the day, your team will be able to hit the ground running tomorrow. Below are the ways I do it.

Turn off all notifications

First, turn off all your notifications. The cost of task switching[3] can break your train of thought and becomes a complete diversion. As tempting as it is to think that you must pick up those phone calls or respond to a direct message, don’t. Instead, by creating a response time buffer to protects your focus. You are giving yourself the space to return to only the important items later on. Read here to see why multi tasking isn’t as good as you thought it would be.

Advertising

Set times to check messages

Give yourself two or three fixed times throughout the day to clean your inbox and other apps such as Slack, Hipchat, Pipedrive for sales and even Git if you are technical. By giving yourself a block of time to respond to messages, you are also giving more time to give thoughtful responses. Messages often fall into the problem solving or planning[4] type of work that is a different mindset from procedural tasks.

Use Automation tools so nothing slips through

Use a tool to help you collect all your messages in one place, such as Franz. Even more simply, bookmark all your messaging platforms (e-mail, Whatsapp, Trello, Asana, Missive, or Pipedrive) in one browser folder and open them all at once. Automate tasks like these so that you don’t have to spend time thinking about which platforms or channels to check every day.

Advertising

Don’t give yourself tomorrow

“I’ll check that message tomorrow” is a luxury you can never allow yourself. That one message will quickly become two, three, and a hopeless pile by the end of the week. Productivity is the mentality of holding yourself to a standard. If you are staying up too late to clear your inbox, think about optimizing your schedule in other ways. For example, can you delegate some decision making tasks to team leads? Another way is to rearrange your social schedule or finding the most optimal times during the day to work on different tasks.

Give yourself a basic Yes / No question

Finally, learn to prioritize instantly by screening messages with a yes/no question. When scanning a notification, ask yourself: will this take less than 2 minutes to address? If yes, clear it now to reduce your task list. If it will take longer, then create an item on your favorite to-do app. Also consider importance and urgency. Is someone dependent on your answer? If yes, and your response only takes one line, then provide an answer to allow your colleague to continue their work.

Advertising

As a leader, your responses are essential to guiding your company. By doing small behavioural changes, you can achieve inbox 0 by screening message priorities and scheduling dedicated time slots to respond.

Featured photo credit: Freepik via freepik.com

Reference

More by this author

Ben Cheng

Co-Founder, Oursky

Achieve Inbox Zero To Increase 100% Team Efficiency 5 Ways To Increase Your Productivity To Match Your Business Growth

Trending in Smartcut

1 10 Killer Cover Letter Tips to Nail Every Interview Opportunity 2 How to Sharpen Your Transferable Skills For a Swift Career Switch 3 How to Make Going Back to School at 30 Possible (And Meaningful) 4 What to Do When Bored at Work (And Why You Feel Bored Actually) 5 30 Best Procrastination Quotes to Get You Back to Work

Read Next

Advertising
Advertising
Advertising

Last Updated on July 22, 2019

10 Killer Cover Letter Tips to Nail Every Interview Opportunity

10 Killer Cover Letter Tips to Nail Every Interview Opportunity

A cover letter is an introduction to what will be found in the resume. In a cover letter, the applicant is able to use a conversational tone, to explain why the attached resume is worth reviewing, why the applicant is qualified, and to express that it’s the best application the reader will see for the open position.

Employers do read your cover letter, so consider the cover letter an elevator pitch. The cover letter is the overview of your professional experience. The information in the body presents the key qualifications, the things that matter. The cover letter is the “here is what will be found in my presentation”, which is the resume in this case.

Something really important to point out- a cover letter should be written from scratch each time. Great cover letters are the ones that express why the applicant is the best for the specific job being applied to. Using a general cover letter will not lead to great results.

This doesn’t mean that your cover letter should repeat your most valuable qualifications, it just means that you don’t want to recycle a templated, general letter, not specific to the position being applied to.

Here’re 10 cover letter tips to nail every interview.

1. Take a few minutes to learn about the company so that you use an appropriate tone

Like people, every company has its own culture and tone. Doing a bit of research to learn what that is will be extremely beneficial. For instance, a technology start-up has a different culture and tone than a law firm. Using the same tone for both would be a mistake.

Advertising

2. Don’t use generic cover letter terms — be specific to each company and position

Hiring managers and recruiters can easily identify generic cover letters. They read cover letters and resumes almost every day. Using words and terms like: “your company” instead of naming the actual company, and “your website” instead of “in your about us section on www.abc123.com”, are mistakes. Be as specific as possible, it’s worth the additional few minutes.

3. Address the reader directly if you can

It is an outdated practice to use “To Whom it May Concern” if you know the person that will be reviewing your documents. You may wonder how you’ll know this information; this is where attention to detail and/or a bit of research comes into play.

For example, if you are applying for a job using LinkedIn, many times, the job poster is listed within the job post. This is the person reading your documents when you “apply now”. Addressing that person directly will be much more effective than using a generic term.

4. Don’t repeat the information found in the resume

A resume is an action-based document. When presenting information in a resume, the tone isn’t conversational but leading with action instead, for example: “Analyze sales levels and trends, and initiate action as necessary to ensure attainment of sales objectives”.

In a cover letter, you have the opportunity to deliver your elevator pitch: “I have positively impacted business development and growth initiatives, having combined two regions into one and achieving 17% in compound growth over the following three-year period”.

Never use your resume qualifications summary as a paragraph in your resume. This would be repeating information. Keep in mind that your cover letter is the introduction to your resume- the elevator pitch- this is your opportunity to show more personality.

Advertising

5. Tell the company what you can do for them

As mentioned above, this is your chance to explain to the company why you are the best person for the open position. This is where you tell the company what you can do for them: “If hired as the next (job title) with (company name), I will cultivate important partnerships that will enhance operations while boosting revenue.”

Many times, we want to take the reader through the journey of our life. It is important to remember that the reader needs to know why you are the best person for the job. Lead with that.

6. Showcase the skills and qualifications specific to the position

A lot of people are Jack’s and Jill’s of all trades. This can be a great big picture, but not great to showcase in a cover letter or resume.

Going back to what was mentioned before, cover letters and resumes are scanned through ATS. Being as specific as possible to the position being applied to is important.

If you are applying for a coding position, it may not be important to mention your job in high school as a dog walker. Sticking to the exact job being applied to is the most effective way to write your cover letter.

7. Numbers are important — show proof

It always helps to show proof when stating facts: “I have a reputation for delivering top-level performance and supporting growth so that businesses can thrive; established industry relationships that generated double digit increase in branch revenues”.

Advertising

8. Use testimonials and letters of recommendations

A cover letter is a great place to add testimonials and information from your letter of recommendations. Mirroring the example above, here is a good way to use that information:

I have a history of consistently meeting and exceeding metrics: “(Name) rose through the company and became a Subject Matter Expert, steadily providing exceptional quality of work.”- Team Manager.

9. Find the balance between highlighting your achievements and bragging

There is fine line between telling someone about your achievements and bragging. My advice is to always use facts first, and support that with an achievement related to the fact, as shown in the examples above.

You don’t want to have a cover letter with nothing but bullet points of what you have achieved. I can’t stress this enough — cover letters are your elevator pitch, the introduction to your resume.

10. Check your length — you want to provide no more than an introduction

The general rule for most positions is one page in length. Positions such as professors and doctors will require more in length (and they actually use CV’s); however, for most positions, one page is sufficient. Remember, the cover letter is an introduction and elevator pitch. Follow the logic below to get you started:

Start with: “I am ready to deliver impeccable results as (name of company) next (Position Title).

Advertising

What you know and like about the company, what initiatives, missions, goals resonate with you: “I read/listened to an interview that your Chief of Staff did on www.abc123.com. His/her statement regarding important up and coming employee engagement initiatives really resonated with me”.

Overview of your qualifications and experience: “I have a strong background in developing, monitoring, and controlling annual processes and operational plans related to community relations and social initiatives”.

Highlight/ Back up your facts with achievements: “I’m a vision-driven leader, with a proven history of innovation and mentorship; I led an initiative that reduced homelessness in four counties and received recognition from the local Homeless Network and the County Commissioner”.

Close with what will you do for the company: “As your next (job title), I am focused on hitting the ground running as a transformational leader who is driven by challenge, undeterred by obstacles, and committed to the growth of (name of company).

Bonus Advice

When applying for a job online or in person, a resume and a cover letter are standard submissions. At least 98% of the time, both your resume and cover letter and scanned via ATS (applicant tracking systems). You can learn more about that process here.

The information provided in a cover letter should be written and organized to be compatible with these scans, so that it can make to a human; from there, you want to make sure that you capture the recruiter and/or hiring managers attention.

More About Nailing Your Dream Job

Featured photo credit: Kaleidico via unsplash.com

Read Next