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99 Email Security and Productivity Tips

99 Email Security and Productivity Tips

Okay. Okay. I admit I like lists – that’s why I founded Listible.

Now. This article is pretty cool – as it has both things that I like – a list of 99 tips and it is about email. A site IT security has consolidated 99 tips to make email more secure and make you more productive with it. Topics include Etiquette, Communicating & Effectiveness, Mobile Email, Productivity, Folders, Filtering, Email Attachments, Tricks, Hacks, Backup, Software specific tips, Privacy and Security.

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The section Handling email attachments catches my attention:

51. Keep attachments small. If you are sending a large attachment to someone, whether they have a free email or not, they probably have an inbox size limit. Stay in good favor with them by only send attachments of no larger than, say, 30-40 Kilobytes, unless they’ve requested it of you. That means that many videos and large pictures should be uploaded to the web instead of attached to an email.

52. Don’t forward attachments. Except in a work environment where it might be expected, check with your intended recipient before sending attachments. If it is a large file, consider that sending it may block their account from receiving additional email because they exceeded their disk space quota. Attachments also take up company resources and eat up bandwidth unnecessarily. For example, if you send a PDF file to a group of, say, 10 co-workers, the mail server sends 10 copies of the same file and uses up 10x the space.

53. Include an excerpt. If it’s sufficient/ appropriate, include an excerpt of the document (instead of attaching it) in the body of your email.

54. Send a link instead. You are better off sending a link to something, if the material is already online, or you can easily put it up on a secure site.

55. Share a file. If the file is not online, and if you have the right to put it there (i.e., no copyright issues, not company-sensitive material), then use a filesharing service such as AllPeers, which lets you define who is in your buddy list. No one else can access the document. There are also several online spreadsheet and word processor apps these days. See Google Docs and Spreadsheets or Zoho. Both are compatible with “Office” applications like Microsoft Office and Open Office, and let you share documents. Once you’ve set a Google Doc or Zoho document to “share”, you can send colleagues a link.

Hacking Email: 99 Email Security and Productivity Tips – [IT Security]

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Leon Ho

Founder of Lifehack

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Last Updated on January 21, 2020

How to Motivate People Around You and Inspire Them

How to Motivate People Around You and Inspire Them

If I was a super hero I’d want my super power to be the ability to motivate everyone around me. Think of how many problems you could solve just by being able to motivate people towards their goals. You wouldn’t be frustrated by lazy co-workers. You wouldn’t be mad at your partner for wasting the weekend in front of the TV. Also, the more people around you are motivated toward their dreams, the more you can capitalize off their successes.

Being able to motivate people is key to your success at work, at home, and in the future because no one can achieve anything alone. We all need the help of others.

So, how to motivate people? Here are 7 ways to motivate others even you can do.

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1. Listen

Most people start out trying to motivate someone by giving them a lengthy speech, but this rarely works because motivation has to start inside others. The best way to motivate others is to start by listening to what they want to do. Find out what the person’s goals and dreams are. If it’s something you want to encourage, then continue through these steps.

2. Ask Open-Ended Questions

Open-ended questions are the best way to figure out what someone’s dreams are. If you can’t think of anything to ask, start with, “What have you always wanted to do?”

“Why do you want to do that?”

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“What makes you so excited about it?”

“How long has that been your dream?”

You need this information the help you with the following steps.

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3. Encourage

This is the most important step, because starting a dream is scary. People are so scared they will fail or look stupid, many never try to reach their goals, so this is where you come in. You must encourage them. Say things like, “I think you will be great at that.” Better yet, say, “I think your skills in X will help you succeed.” For example if you have a friend who wants to own a pet store, say, “You are so great with animals, I think you will be excellent at running a pet store.”

4. Ask About What the First Step Will Be

After you’ve encouraged them, find how they will start. If they don’t know, you can make suggestions, but it’s better to let the person figure out the first step themselves so they can be committed to the process.

5. Dream

This is the most fun step, because you can dream about success. Say things like, “Wouldn’t it be cool if your business took off, and you didn’t have to work at that job you hate?” By allowing others to dream, you solidify the motivation in place and connect their dreams to a future reality.

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6. Ask How You Can Help

Most of the time, others won’t need anything from you, but it’s always good to offer. Just letting the person know you’re there will help motivate them to start. And, who knows, maybe your skills can help.

7. Follow Up

Periodically, over the course of the next year, ask them how their goal is going. This way you can find out what progress has been made. You may need to do the seven steps again, or they may need motivation in another area of their life.

Final Thoughts

By following these seven steps, you’ll be able to encourage the people around you to achieve their dreams and goals. In return, you’ll be more passionate about getting to your goals, you’ll be surrounded by successful people, and others will want to help you reach your dreams …

Oh, and you’ll become a motivational super hero. Time to get a cape!

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Featured photo credit: Thought Catalog via unsplash.com

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