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Five Important Things To Consider Before Sending That Work Email

Five Important Things To Consider Before Sending That Work Email

Emails are a large part of our day. Working as an IT professional will most likely mean you’re working with a computer for most of the day. Emails can be useful, but they can also be abused and be a distraction to being productive. Before sending an email, there are a few things you should consider.

Does The Email Need To Be Sent?

The first thing I think we should consider is if the email needs to be sent in the first place. A lot of time at work is spent reading and writing emails that aren’t all that useful. The fact is that email is just one of the communication methods that we can use when dealing with others. It has its advantages, but there are some downsides as well.

Email is good if you need something written down or if action needs to be taken. A lot of the time, however, it’s overused. Emails are too long, they don’t have a point, and they are sent to too many people. Before you send the email, consider if there’s a better way of getting the information across.

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Could you call the person who you’re emailing to discuss it? Often a 15-minute discussion is more beneficial (and more efficient) than several back-and-forth emails. Are they in the same office as you? Can you walk over and see them? Both calling and an in-person conversation can be better suited than emails in many situations.

Is The Email Too Long?

IT professionals tend to be very detail-focused. We want to list all of the details, the explanation, the reasoning and research. We think this will help. In reality, it probably makes things worse.

Emails are often much longer than they need to be. Remember that other people need to read this. The email should have a point, and it should be kept short. A few sentences is all you should need to get your point across. Any longer than that, and another communication method should be used. If it needs to contain detailed information, create a separate file and put a description in the email (and provide the file to them separately). Don’t make the email too long. You’ll get fewer responses and nobody likes to read long emails.

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Is There A Better Way To Send Attachments?

If you’re sending attachments via email, there are a few things to consider. Size is one concern. Emails with attachments can quickly add up and they can really bulk up the size of your inbox. Sure, storage is pretty cheap these days, but some companies impose size limits on their mailboxes. This means you should be more considerate of large emails or emails with attachments.

Versioning is another concern. Sending files via email can result it many copies of the file being available in many places. If it’s something that more than one person is working on, this can spiral out of control quite quickly. A better place to store this would be on a document management system (such as SharePoint). Many other systems have been created purely for this purpose. This way, there is one version of the document, which also keeps revision and change history. It also keeps your mailbox smaller!

What Is The Point Of The Email?

Before sending the email, you should step back and answer this question: what is the point of this email? What is it’s purpose? Are you summarising a discussion, reporting progress, or asking for action? Being able to answer this will allow you to create a more effective email when you actually write it.

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Too many emails get lost on this point, and don’t actually have a purpose. If it doesn’t have a purpose, it’s not an effective email, and your audience won’t get what they need from it. If you’re asking for action but don’t actually make it clear, you won’t get the response you need as well.

Does It Have A Signature And Contact Details?

Email signatures are, in my opinion, one of the most important considerations for an email. It’s a bit of text at the bottom that has your name, title, and contact details. Before sending an email, check that you have one at the bottom. Does it contain all of the important details? Are people able to easily contact you using this information if they have questions or comments?

Using an email signature is a great way to get in contact with someone. Sure, some companies may have address books, but to use those, you often have to look up someone’s name and click a few times. If your details are in the email, people can just dial the number. This is also important in the future, if the email is older and someone has questions your details are still there and they can still contact you using those.

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I think if you consider these five points before sending an email, you’ll find the emails you do send are more effective and get a better response from others. What other considerations do you have?

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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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