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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 November 5, 2019

How to Use Visual Learning to Work More Effectively

How to Use Visual Learning to Work More Effectively

Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

The Importance of Knowing Your Learning Style

Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

But it all starts when you’re able to first identify the best way you learn.

As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

The four most popular types of learning styles are:

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  • Visual learning style (what this article talks about).
  • Aural or auditory learning style (learning by listening to information presented).
  • Verbal or linguistic learning style (learning that involves speech and writing).
  • Tactile learning style (learning by touching and doing)

But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

How to Know If You’re a Visual Learner?

When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

How to Use Visual Learning for Success

Here’re 4 ways to use visual learning to boost your career or business:

1. Bring back the to-do list. Then add shapes and colors to boost productivity.

We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

2. Add graphs, charts and symbols to your reports.

Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

3. Effectively brainstorm with mind-mapping.

Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

4. Add video streaming to meetings.

What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

Is Visual Learning Better Than Other Learning Styles?

No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

More About Learning Styles

Featured photo credit: Unsplash via unsplash.com

Reference

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