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Effective Email Tips

Effective Email Tips

Stakeholders (Audience and related people)? Subject? Importance? Sender & Recipient Internet Connections? Are all issues that you have to think of while sending and email. If you wish to send email messages in a more effective manner following the broad email etiquette standards, then DO continue reading.

In this article, we will try to touch upon the various important issues pertaining to email etiquettes and protocols:

Inbox related Tips
Organize your Mail – use filters (per person / company / subject / Recipient Status – To, Cc or BCc) to organize your inbox and outbox. Software that may help you do so include Microsoft Outlook and Outlook Express. This way you’ll be able to optimize on your email receipt, reading and – in turn – responding as you have everything your mails sorted according to the priorities you set.

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Email Writing & Sending Tips
Who are the Stakeholders? – and what are their significance with regard to your e-mail’s subject? If you’re writing an email at work to report an incident or to follow up on a particular project deadline/ due date, then you’ll probably have the following set up:
To: Your actual main recipient (to whom this email is a must read)
Cc: (send a Carbon copy) of the email to your interested parties.
There are 2 famous perceptions for who to place in the Cc recipient section of your email message.
One view point is to have your direct manager, and probably your recipient’s direct manager. This copy is usually kept for reference and managers don’t usually refer to them or read them unless they have extra time OR a problem concerning this email has risen.
The opposing view point (applied in some other places around the world) is to place the people who are in the FYI (For your information) category in the Cc section. These people need to know the information to perform the work better, but they need not (necessarily) respond to the email. Advocates of this view point do not Cc their managers.
BCc: (send a Blind Carbon copy) of the email to some other party that you think needs to know about the subject, without letting other parties (i.e. the To and Cc recipients) know about this person’s knowledge.

Recipient’s Connection: if you go ahead and type a long email with attachments and pictures and send it to someone whose Internet connection is a slow dial up, then he/she might as well post pone reading it – if at all!

Recipient’s State:
Work Schedule – Busy? Keeping an email short and to the point is essential as he/she might have hundreds of other emails to read.

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Accepts HTML? You might as well check with your recipient prior to sending him/her emails with HTML content as most people usually switch this option off to reduce the size of their email messages.

Jargon: Try to avoid abbreviations and field-specific jargon so that your recipient may understand you. More often than not, engineers – for example – tend to use their abbreviations while addressing even their top management – who may have forgotten the meaning of such technical lingo.

According to Nancy Flynn and Tom Flynn: ‘By requiring employees to use appropriate, businesslike language in all electronic communications, employers can limit their liability risks and improve the overall effectiveness of the organization’s e-mail and Internet copy in the process’

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Importance: Classifying your email in terms of Importance, Urgency and Confidentiality also adds a taste of understanding for the recipient. You may even make it obvious for the recipient to act upon by clearly identifying the e-mail’s properties in a table at the top of your contents.

Try to make it easier for your recipient to understand the purpose of the email. You may even define your email messages as “Requiring action”, “FYI – For Your Information”, “Requires Reply”, “Time sensitive”, or other action, time, or sensitivity related key words right at the beginning.

Moreover, spam controller programs often eliminate or rule as “Junk” email messages without subjects or with ambiguous meaning.

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Caps – Never use capital letters while typing and email message to anyone. For starters, caps are considered impolite and resemble shouting in speech (Ellen Dowling).

Genre of Topic – Avoid mixing subjects in your email. Unless otherwise needed by your superior or work culture, mixing subjects in one email message might confuse your readers. At least, don’t mix the type of message; if you’re discussing work then stay focused on work topics without straying to personal issues.

Proof read – Always proof read your email prior to sending it. It may take you a minute, and it may take you 10, but after all you’ll be sure that the message you sent is free of grammatical, vocabulary and appropriate usage errors.

Subject Line – what you write in the subject line is almost as important as the email itself. In most cases, what your subject line is determines whether or not the recipient will read your email, or even when he/she shall read it.

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Last Updated on June 3, 2020

19 Definitions Of Success You Should Never Ignore

19 Definitions Of Success You Should Never Ignore

What is success?

Is it wealth? Is it happiness? Is it fame?

The late Zig Ziglar was one of the most respected modern day experts on success, motivation, and leading a balanced life. In his book Born to Win!, he argues that success cannot be defined in one sentence, but instead it is comprised of many things. One could argue that the definition depends on the individual and that one size does not fit all[1].

Here are 19 different definitions of success. Not all of these will resonate with you, but chances are at least a few of them will. Use these or find inspiration here to create your own definition of success that can be applied to your unique life.

1. Success is always doing your best.

Success can be achieved when you try your best in all aspects of everything you do, even if that doesn’t lead to big results. If you’ve done your best, you should feel proud of your efforts.

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2. Success is properly setting concrete goals.

Be realistic and concrete when setting goals. Success does not come from setting abstract goals. If you know where you’re heading, that is a success in itself, even if you don’t ultimately arrive to the planned destination.

3. Success is having a place to call home.

Home is where your heart soars. You are always successful when you can call a place home. Home doesn’t have to be a specific structure. It can be a country, a city, or even a person. If you have a place you feel comfortable and safe, you’re already achieving something great.

4. Success is understanding the difference between need and want.

If you can meet your monthly obligations and fulfill your basic needs, you are successful. Being able to identify when you absolutely need something and when you can do without it often leads to financial stability and is a great way to succeed.

5. Success is believing you can.

If you believe you can, you will succeed. Self-belief doesn’t come naturally to everyone, so if you’re able to tell yourself that you can achieve the goals in your plans, you’re doing great.

6. Success is remembering to balance work with passion.

Work without passion creates undue stress and empty achievements. Focus on what excites you. If you’re happy at your job, that’s great. However, even if you aren’t, you can balance your formal job with hobbies or volunteer work you’re passionate about.

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7. Success is taking care of your needs.

Remember to put on your own oxygen mask before assisting others. Self-care is essential if you want to have any meaningful impact on the world around you.

8. Success is learning that you sometimes have to say no.

Success only comes with a balanced life. Part of balance is learning to say no. Saying no doesn’t mean you are selfish; it simply means you have priorities and know what you need to give your attention to at any given time.

9. Success is knowing your life is filled with abundance.

Love, health, friends, family…life is filled with abundance. Recognizing this is an important step to feeling grateful for all life has given you. If you can feel this, you are already experiencing success.

10. Success is understanding you cannot keep what you don’t give away.

You will only succeed if you help others succeed. Learning to give instead of always take is part of creating a world we all want to live in. When you help others, you will also create an environment where others want to help you.

11. Success is overcoming fear.

Conquering a fear makes you feel invincible. Even if it’s confronting just one small fear each week, that is certainly something to feel proud of. The bigger fears will take more time, but any work you do to overcome fear will lead to success.

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12. Success is learning something new each day.

Successful people understand that learning never stops. Take time each day to converse with someone with opposing views, read an interesting article on a topic you know little about, or watch a TED talk on new research. It doesn’t take long to learn, so get started now.

13. Success is learning that losing a few battles can help you win a war.

Successful people choose their battles wisely. When you know which battles will ultimately help you achieve your goals, you will be successful.

14. Success is loving and being loved back.

Opening your heart to others is difficult and can produce fear. Having the courage to love and accept love from others is a step toward a fulfilling life and great success.

15. Success is standing your ground when you believe in something.

Successful people never give up on things they believe with all their heart. You may hold views that many people disagree with, but if you’ve done your research and know that it’s the right belief for you, you shouldn’t let it go without a fight.

16. Success is not giving up.

Perseverance creates grit, and grit achieves success. Even if it takes years to achieve a goal, persisting is key if you want success.

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17. Success is celebrating small victories.

Anytime a goal is reached or an obstacle is overcome, take time to celebrate, even if it’s something small. All goals require smaller objectives to be achieved first, so each time you complete one, take time to appreciate the work you put into it.

18. Success is never letting a disability hold you back.

Disabilities do not define a person’s success. The body and mind will compensate. Just because you can’t do absolutely everything doesn’t mean you can’t do something. Do what your body and mind allow and always push yourself. That is true success.

19. Success is understanding that you control your destiny.

Your destiny is controlled by you and you alone. Take responsibility for your actions and their consequences and you’ll find that you naturally become more successful.

The Bottom Line

Success can be defined in many ways. If you are experiencing happiness, love, or adventure in this moment, you’ve already found success. Keep it up.

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Featured photo credit: Dino Reichmuth via unsplash.com

Reference

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