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7 Tips to Streamline Your Email Communication

7 Tips to Streamline Your Email Communication

These days, it’s almost impossible to not use email to communicate at work, as few other mediums of communication offer the same speed, efficiency, dependability, and cost-effectiveness.

But it’s also easy to get bogged down in emails. When your inbox is constantly full, it’s easier to lose track of important messages or respond too slowly enough to pressing issues. What if you could send fewer emails, get fewer emails, but still accomplish the same amount of work?

Here are a few tips to do just that by streamlining your email communication with your customers and co-workers.

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1. Get Newsletters and Promotional Emails Under Control

Most people receive mass emails of some sort on a daily basis, whether it’s daily Groupon deals, an industry newsletter, or notifications from sites like Facebook. These emails often make it hard to get to your “real” messages. So what can you do to get it under control?

  • Regularly unsubscribe. Make a point of taking the extra few seconds to remove yourself from a list that you’re no longer interested in.
  • Avoid getting them in the first place. When filling out any form, make sure that you uncheck any box that automatically signs you up for email communications from the company.
  • Turn off notifications. Sites like Facebook, Twitter, and LinkedIn send you brief messages to let you know when someone leaves a comment or sends a message. Instead, just check the sites regularly.
  • If you’re using Gmail, you can switch your Inbox type to the “Default” setting, which relegates Social, Promotions, Updates, and Forums to separate tabs.
  • Sign up for UnRoll.me. The free service “rolls up” your subscriptions into one single email daily, so you won’t miss anything but they also won’t clutter your inbox.

2. Make More Out of Transactional Emails

Transactional emails are email messages that are automatically sent to users when they do things like confirm an email address, change a password, or complete an online payment for merchandise. According to data compiled by Easy-STMP, the “opening rate” (which is exactly what it sounds like) is over 100% for these transactional messages.

That means that these emails are usually opened not just once, but repeatedly. This makes transactional email a valuable asset to you and to your customer by providing a way to better streamline your email communication.

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Make these emails work harder for you. If you provide answers to common questions within the email or point them in the direction of resources they might need, they’ll be less likely to reach out to you with questions, cutting down on the numbers of emails you receive. You can also use them as an opportunity to cross-sell other items.

3. Make a Single Email Accomplish More

If you find yourself sending multiple emails to one person during a single day, stop. Usually this happens because you’re asking questions as issues arise.

Instead start a draft early in the day, and only send it once you have multiple questions or concerns. Use bullet points to ensure that the other individual can easily see and address each one.

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4. Suggest Dates, Times, and Locations for Meetings and Calls

It can often take dozens of emails to coordinate a single appointment. Cut down on the number of messages going back and forth by suggesting specific options for dates, times, and even locations right from the start. In some cases, you can cut the whole communication down to just two or three messages this way.

5. Handle Issues Now

Don’t read an email and then respond to it later. It’s much more likely to go completely ignored, and you’ll actually waste more time in the long run since you’ll read the same message multiple times. Instead, set aside a time of day to go through absolutely every email and achieve the coveted “inbox zero”.

Think that sounds impossible? Okay, sometimes you simply can’t respond to an email when you get it. Sometimes you just don’t have the required information yet. That’s where Boomerang comes in. This tool is available for Gmail and Outlook, and it allows you to archive an email and then have it reappear in your inbox later at a time you schedule, ideally when you can actually address it. It’s also a powerful way to remind yourself to follow up on emails you send.

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6. Text or Call Instead

Before hitting send, ask yourself: is email really the most effective means of communication for this message? Sometimes a quick text is much more efficient. Or maybe a call would be necessary anyway, so you might as well bit the bullet. Consider picking up your phone and typing or dialing instead.

7. Start a Newsletter

Whether you’re just a peon at a large company, a freelancer, or a business owner, there are often times when you have to send the same message to multiple people. Consider mass emailing them instead. You can set up a free newsletter quickly through a program like MailChimp.

But be careful how you use it. If you don’t have something that needs to be said, consider holding off, because it could actually increase the number of emails you have to deal with instead.

Utilize these seven tips, and you’ll see your email communication improve, in terms of both efficiency and efficacy, and your co-workers and customers will very likely notice and appreciate your attention to detail and more effective communication.

Featured photo credit: Kelly Schott via flickr.com

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Last Updated on March 12, 2019

20 Inspiring Vision Statement Examples (2019 Updated)

20 Inspiring Vision Statement Examples (2019 Updated)

There is normally a lengthy list of things you need to consider when starting a business, and if you don’t manage them properly, your excitement can quickly turn into overwhelm. What can support you to stay inspired and on the right track when starting out? You guessed it: this is your vision statement.

What Is a Vision Statement?

A vision statement is like a photograph of your future business, which gives your business shape and direction.

A vision statement provides the direction and describes what the founder wants the organization to achieve in the future; it’s more about the “what” of a business. It is different from a mission statement, which describes the purpose of an organization and more about the “how” of a business.

If you were to take a photo of your future business now, what would it look like? What do you want your business to be recognized for one day?

You need to have a crystal clear vision when you start out, otherwise you can get easily lost in deciding the best way forward. When you are making strategic decisions for your business and even daily operation decisions, your vision statement will give you the inspiration and targeted direction you need.

The Importance of a Vision Statement

Without a vision statement, your business will lack motivation to keep going.

If you don’t aim for anything, you might not hit anything. The more specific and clear you are, the better your chances are at seeing your vision turn into reality.

The importance of a vision statement cannot be overlooked; not only does it provide long term direction and guidance, but it also gives you the inspiration and the necessary energy to keep going when you feel lost.

Always keep your vision statement alive by revisiting it regularly and communicating your vision with other members of the team, to inspire and motivate them as well.

How to Craft an Inspiring Vision Statement

1. Dream big and use clear language

An inspiring vision statement should inform a clear direction and priorities for the organization, while challenging all the team members to grow together. Based on our expert sources’ advice, we’ve got some great tips for you:

  • Imagine how you want the business to be like in five to ten years.
  • Infuse the business’ values in the statement.
  • Make sure that the statement is implying a clear focus for the business.
  • Write your vision statement in the present tense.
  • Use clear and concise language.
  • Ensure the statement is easily understood.

There are many different types of vision statements and there is no wrong or right way to do it. The most important thing is to resonate with it. It will always inspire you and give you a clear targeted direction.

2. Get inspirations from the successful companies.

Having researched on a number of successful companies’ vision statements, I’ve shortlisted 20 good examples for the new startups:

Short vision statements made up of a few words only:

1. Disney

To make people happy.

2. Oxfam

A just world without poverty.

3. Ikea

To create a better every day life for the many people.

Quantitative statements are based on numbers, quantities:

4. Microsoft

Empower every person and every organization on the planet to achieve more.

    5. Nike

    Bring inspiration and innovation to every athlete* in the world. (*If you have a body, you are an athlete.)

      Qualitative statements are based on qualities that you want to have:

      6. Ford

      People working together as a lean, global enterprise to make people’s lives better through automotive and mobility leadership.

      7. Avon

      To be the company that best understands and satisfies the product, service and self-fulfillment needs of women—globally.

      Competitor based statements – this type is becoming less common, but famous examples are:

      8. Honda – in 1970

      We will destroy Yamaha.

      9. Nike – in 1960s

      Crush Adidas.

        10. Philip Morris – in 1950s

        Knock off RJR as the number one tobacco  company in the world.

        Role Model Vision Statements – using another company as an example:

        11. Stanford University – in the past

        To become the Harvard of the West.

        12. Reach for Success – in the past

        To become the next Tony Robbins in self development.

        Internal Transformations vision statements:

        13. Apple

        To produce high-quality, low cost, easy to use products that incorporate high technology for the individual.

        14. Giro Sport Design

        To make sure that riding is the best part of a great life.

        15. Tesla

        To accelerate the world’s transition to sustainable energy.

        16. Sony

        To be a company that inspires and fulfills your curiosity.

        17. Facebook

        To give people the power to share and make the world more open and connected.

          Longer and more detailed vision statement:

          18. Walmart

          To give customers a wide assortment of their favorite products, Every Day Low Prices, guaranteed satisfaction, friendly service, convenient hours (24 hours, 7 days a week) and a great online shopping experience.

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          19. Coca Cola

          To achieve sustainable growth, we have established a vision with clear goals:

          Profit: Maximizing return to share owners while being mindful of our overall responsibilities.

          People: Being a great place to work where people are inspired to be the best they can be.

          Portfolio: Bringing to the world a portfolio of beverage brands that anticipate and satisfy peoples; desires and needs.

          Partners: Nurturing a winning network of partners and building mutual loyalty.

          Planet: Being a responsible global citizen that makes a difference.

            20. Heinz

            Our VISION, quite simply, is to be: “The World’s Premier Food Company, Offering Nutritious, Superior Tasting Foods To People Everywhere.” Being the premier food company does not mean being the biggest but it does mean being the best in terms of consumer value, customer service, employee talent, and consistent and predictable growth.

            The Bottom Line

            Remember, always keep your vision statement up-to-date to direct your company’s actions.

            Remember, once you reach your vision, it needs to be changed. General Motors overtook Ford as #1 automotive company in the world because once Ford’s goal was reached, they never updated it.

            Keep your vision statement alive and visibly in front of you, revisit it and let it help direct your actions and activities. This is the fun part: this is where you get to dream really big and allow your imagination to fly as high as you want.

            Don’t hold back, let your creative juices flow and give yourself permission to explore what is possible for your business.

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            To your success!

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