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7 Tips to Streamline Your Email Communication

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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.

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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 August 25, 2021

Why Personal Branding Is Important to Your Career

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Why Personal Branding Is Important to Your Career

As a recruiter, I have met and interviewed hundreds of candidates who have no idea who they are.

Without a personal brand, candidates struggle to answer the question: “tell me about yourself—who are you?” They have no idea about who they are, what their strengths are, and how they can add value to the company. They present their CV’s believing that their CV is the key to their career success. In some ways, your CV still has its use. However, in today’s job market, you need more than a CV to stand out in a crowd.

According to Celinne Da Costa:[1]

“Personal brand is essentially your golden ticket to networking with the right people, getting hired for a dream job, or building an influential business.” She believes that “a strong personal brand allows you to stand out in an oversaturated marketplace by exposing desired audiences to your vision, skillset, and personality in a way that is strategically aligned with your career goals.”

A personal brand opens up your world to so many more career opportunities that you would never have been exposed to with just your CV.

What Is Your Personal Brand?

“Personal branding is how you distinctively market your uniqueness.” —Bernard Kelvin Clive

Today, the job market is very competitive and tough. Having a great CV will only let you go so far because everyone has a CV, but no one else has your distinct personal brand! It is your personal brand that differentiates you from everyone else and that is what people buy—you.

Your personal brand is your mark on the world. It is how people you interact with and the world see you. It is your legacy—it is more important than a business brand because your personal brand lasts forever.

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I have coached people who have very successful careers, and they come to me because they have suddenly found that they are not getting the opportunities or having the conversations that would them to their next role. They are having what I call a “career meltdown,” all because they have no personal brand.

A personal brand helps you become conscious of your differences and your uniqueness. It allows you to position yourself in a way that makes you stand out from the pack, especially among other potential job applicants.

Don’t get me wrong, having a great CV and a great LinkedIn profile is important. However, there are a few steps that you have to take to have a CV and LinkedIn profile that is aligned to who you are, the value you offer to the market, and the personal guarantee that you deliver results.

Building your personal brand is about strategically, creatively, and professionally presenting what makes you, you. Knowing who you are and the value you bring to the table enables you to be more informed, agile, and adaptable to the changing dynamic world of work. This is how you can avoid having a series of career meltdowns.

Your Personal Brand Is Essential for Your Career Success

In her article, Why Personal Branding Is More Important Than Ever, Caroline Castrillon outlines key reasons why a personal brand is essential for career success.

According to Castrillon,[2]

“One reason is that it is more popular for recruiters to use social media during the interview process. According to a 2018 CareerBuilder survey, 70% of employers use social media to screen candidates during the hiring process, and 43% of employers use social media to check on current employees.”

The first thing I do as a recruiter when I want to check out a candidate or coaching client is to look them up on LinkedIn or other social media platforms, such as Facebook, Instagram, and Twitter. Your digital footprint is the window that highlights to the world who you are. When you have no control over how you want to be seen, you are making a big mistake because you are leaving it up to someone else to make a judgment for you as to who you are.

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As Jeff Bezos, the founder of Amazon, once said, “Your brand is what people say about you when you are not in the room.”

In her book, Becoming, Michelle Obama writes about the importance of having a personal brand and her journey to defining her personal brand. She wrote that:

“if you don’t get out there and define yourself, you’ll be quickly and inaccurately defined by others.”

When you have a personal brand, you are in control. You know exactly what people will say about you when you leave the room.

The magic of a personal brand is that gives you control over how you want to be seen in the world. Your confidence and self-belief enable you to leverage opportunities and make informed decisions about your career and your future. You no longer experience the frustrations of a career meltdown or being at a crossroads not knowing what to do next with your career or your life. With a personal brand, you have focus, clarity, and a strategy to move forward toward future success.

Creating your personal brand does not happen overnight. It takes a lot of work and self-reflection. You will be expected to step outside of your comfort zone not once, but many times.

The good news is that the more time you spend outside of your comfort zone, the more you will like being there. Being outside of your comfort zone is where you can test the viability of and fine-tune your personal brand.

5 Key Steps to Creating Your Personal Brand

These five steps will help you create a personal brand that will deliver you the results you desire with your career and in life.

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1. Set Your Personal Goals

What is it that you want to do in the next five years? What will your future self be doing in the next five to ten years? What is important to you? If you can answer these questions, then you are on the right path. If not, then you have to start thinking about them.

2. Create Your Unique Value Proposition

Create your unique value proposition by asking yourself these four questions:

  1. What are your personality features? What benefit do you offer people?
  2. Who are you and why do people enjoy working with you?
  3. What do you do and what do people want you to do for them? How do you solve their problems?
  4. What makes you different from others like you?

The answers to these questions will give you the information you need to create your professional story, which is the key step to creating your personal brand.

3. Write Your Professional Story

Knowing who you are, what you want, and the unique value you offer is essential to you creating your professional story. People remember stories. Your personal story incorporates your value proposition and tells people who you are and what makes you unique. This is what people will remember about you.

4. Determine Which Platforms Will Support Your Personal Brand

Decide which social media accounts and online platforms will best represent your brand and allow you to share your voice. In a professional capacity, having a LinkedIn profile and a CV that reflects your brand is key to your positioning in relation to role opportunities. People will be connecting with you because they will like the story you are telling.

5. Become Recognized for Sharing Your Knowledge and Expertise

A great way for you to promote yourself is by sharing knowledge and helping others. This is where you prove you know your stuff and you gain exposure for doing so. You can do this through social media, writing, commenting, video, joining professional groups, networking, etc. Find your own style and uniqueness and use it to attract clients, the opportunities, or the jobs you desire.

The importance of having a personal brand is not going to go away. In fact, it is the only way where you can stand out and be unique in a complex changing world of work. If you don’t have a personal brand, someone will do it for you. If you let this happen, you have no control and you may not like the story they create.

Standing out from others takes time and investment. Most people cannot make the change by themselves, and this is where engaging a personal brand coach is a viable option to consider.

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As a personal brand coach, working with my clients to create their personal brand is my passion. I love the fact that we can work together to create a personal story that defines exactly what people will say when you leave the room.

Other People’s Stories

Listening to other people’s stories is a great way to learn. In his article, 7 TED Talks About Personal Branding, Rafael Dos Santos presents the best Ted Talks where speakers share their stories about the “why,” “what,” and “how” of personal branding.((GuidedPR: 7 TED Talks About Personal Branding))

Take some time out to listen to these speakers sharing their stories and thoughts about personal branding. You will definitely learn so much about how you can start your journey of defining yourself and taking control of your professional and personal life.

Your personal brand, without a doubt, is your secret weapon to your career success. As Michelle Obama said,

“your story is what you have, what you will always have. It is something to own.”

So, go own your story. Go on the journey to create your personal brand that defines who you are, highlights your uniqueness, and the value you offer to the world.

Featured photo credit: Austin Distel via unsplash.com

Reference

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