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How Sucessful People Handle Email Effectively

How Sucessful People Handle Email Effectively

Emails. They never seem to stop, and it’s easy to get buried in them. But there are some people out there who have their inboxes under control no matter what. Their secret? They’ve mastered seven key skills to effectively manage their daily email deluge and get more done.

Here’s an inside look at how successful people handle email effectively:

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They set aside time daily to deal with emails.

Choose several windows of time each day to tackle your inbox and focus on responses. Depending on their jobs, some professionals take five minutes at the top of each hour to deal with their messages or put aside time each morning and afternoon to deal with their emails. Block off time on your electronic calendar for dealing with email daily so meetings or any other distractions keep you away from handling your email. By making time on their daily calendar to deal with email, they increase their overall productivity because they aren’t worried about it while writing that big report.

They prioritize responses.

Take a quick look at your inbox and some messages just naturally jump out at you: emails from your boss, a key client or sales prospect. Open them and respond right away; touch it once and be done. Wait for more time in the day to read the emails from your favorite retailers.

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They use standard responses.

Depending on your job, there may be key frequently used statements and phrases. Format those and plug them in your emails; it will save you time. For example, if you receive a lot of proposals as part of your job, you can create a message like this: “Thank you for contacting me and sending me your proposal. I will look at it and get back to you as soon as I can.” If you use this standard response, you’ll cut down on the amount of time spent on email.

They aim to respond within 24 hours.

This may sound easy, but as more emails come in, messages get pushed down and can easily be forgotten. Make it a goal to respond within one business day to all messages that come in.

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They don’t respond to every email.

Yes, you read that correctly. Not every email needs a response. If the email is just informational and doesn’t require a response, don’t send one. Or if you’re one of those people who feel like they have to respond, send a one sentence response such as “Thank you. I received the email.”

They remove themselves from unnecessary subscription lists.

Truly effective email managers do not sign up for daily newsletters, blog updates, and alerts on their social media accounts. They utilize other tools, such as RSS feeds or a blog reader to keep track of their favorite blogs and information sources. And what about emails from retailers plugging their wares? Use a separate email to handle all those requests and browse through when you have time. That way, you won’t be distracted by the latest sale at your favorite store when you should be responding to a request from your boss.

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They leave emails with links to articles and videos for later.

These emails usually take more time and are often sent for your information (or entertainment). Save some time every day – maybe in the mid-afternoon when you’re looking for a little break – to click on these emails and read the articles or watch the videos. Once you’re done viewing, you can respond to the sender if necessary or just click delete.

By following these easy steps, you’ll be able to handle email effectively and spend more time focused on getting your work done.

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Last Updated on December 13, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just Pick One Thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan Ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate Problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a Start Date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for It

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept Failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan Rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new? Why not pick one from this list: 50 New Year’s Resolution Ideas And How To Achieve Each Of Them

Featured photo credit: Ian Schneider via unsplash.com

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