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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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How to Achieve Goals and Increase Your Chance of Success

How to Achieve Goals and Increase Your Chance of Success

Does it ever feel like the things you want to accomplish always end up on the back burner? If the answer to that question is “yes,” you’re not alone. Only about 33% of people consistently work toward their goals. In some cases, their goals may seem too lofty to accomplish, or else they aren’t sure how to make a plan for them.

If you don’t come up with concrete steps to take toward your goals, they’ll remain dreams. There’s nothing wrong with being a dreamer, but being able to turn your dreams into goals you can realize will help you lead a happier and more fulfilling life.

Luckily, you can realize almost any dream when you harness the right goal-setting methods.

In this article, I’ll show you how to achieve goals and get closer you success.

1. Break your dreams down into specific and measurable steps

We couldn’t talk about goal-setting without mentioning SMART goals.

SMART goals are specific, measurable, assignable, realistic, and time-related.

Specific and measurable steps are so important because if we don’t know what our target it, how can we ever hit it?

Take all those beautiful dreams you have for yourself and make them into things you can actually do. If you want to be an entrepreneur, for example, a step toward realizing your dream might be researching what you’ll need to start your business.

Find out more tips about utilizing SMART goals here:

How to Use SMART Goal to Become Highly Successful in Life

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2. Have at least one clearly defined goal for every interest and role in your life

It’s so easy to become complacent or stagnate. We often think that our careers are the only places where we need to set goals, but we aren’t only what we do.

To make the most of your life, take the approach that you’re always learning and growing in everything you do. Anything worth doing is worth doing well after all.

Set goals whether you’re sponsoring an activity for your child, taking up guitar lessons or trying to prove your worth at work.

You’ll notice that this approach forces you to constantly develop new skills. It can also be fulfilling to put more focus and value into all areas of your life— not just the ones related to our careers.

3. Align your goals with your life’s mission, purpose and passion

Take the opportunity to do some soul-searching. What is it that you want to do with this precious life of yours?

Anything that conflicts with your life’s purpose is bound to cause discontent. Staying in a bad relationship, doing a job that goes against your values, or maintaining the status quo just because it’s comfortable are not options for you.

Thinking about your goals in this way can help you eliminate things in your life that don’t serve you. This frees up mental space that you can use to do the things you care about the most.

Many of us struggle to find the time to work on our goals, but this strategy enables you to make more time.

4. Create goals that ignite your spirit and inspire you to take action

If you can’t be fired up about your goals from the start, they might not be good goals for you.

The road to success is often tough. You’re going to have times when you might feel tired or discouraged.

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You need to feel inspired enough that you’ll be able to overcome obstacles as you encounter them.

If what you’re doing motivates you to be the greatest version of yourself, you’ll be much more resilient.

5. Write down all your goals in specific, measurable detail

This is your road map for what success will look like. The more you define what you want the finished product to be, the greater the chance that you’ll reach that vision.

When you write down your goals, you’re creating a document that you can revisit to make sure you’re on track.

When you’re in the middle of trying to achieve a big goal, it can be hard to see what’s working for you. The things you write in this step will help you stay on-message as you take your goals out of your mind and into the real world.

Don’t just write down your goals and stash them away in a folder somewhere. Take the extra step to put them somewhere where you’ll see them.[1]

If you have too many goals to post on your desk, write a summary or choose one or two steps to work on for the day. Just seeing them will keep them in the front of your mind.

6. Commit to hitting each of your targets without exception

You wouldn’t have created the target if you didn’t think it was necessary. Hold yourself accountable for taking the steps to succeed.

You can always adapt your strategy or break your targets into smaller steps if you find that they aren’t attainable as you originally wrote them.

Hitting even the smallest target is cause for a celebration. It’s a step in the positive direction. Your success will make you crave more success.

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We often make excuses when we get tired or overwhelmed. Take away the option to make excuses. You will only be satisfied with the best effort from yourself.

7. Share your goals with others to motivate each other

There’s something so powerful about people sharing their goals and dreams with one another. Doing so gives voice to some part of us that could remain hidden (and therefore never be accomplished).

When other people know about your goals, they can cheer you on and hold you accountable. When people share their vision with you, you can do the same for them.

This strategy is particularly beneficial when you’re trying to develop healthy habits. Post about your workout on social media, or do a healthy eating challenge with your best friend. You’ll be less likely to slack when temptation arises, and you’ll probably encourage someone else to reach for their goals too.

8. Set a series of daily, weekly and long-term goals, complete with starting times and deadlines

Many goals never reach realization simply because the goal-setter doesn’t check their progress. People tend to forget what they set out to do, or their goal gets crowded out by other obligations.

Forcing yourself to revisit your goals at regular intervals breaks them into smaller steps and it reminds you to think about them.

Giving yourself regular deadlines for smaller tasks related to your goals also helps you reflect on your strategy. You’ll figure out what works for you, whether your timeline is realistic, and whether or not you need additional help to stay on track.

In addition, celebrating small wins helps you stay motivated. Here’s how:

How To Celebrate Small Wins To Achieve Big Goals

9. Take 10 minutes every day to imagine how great it will feel to achieve your goals

Visualization is such a powerful tool. Some of the most successful athletes, celebrities and business people take time each day to think about how success looks and feels for them.[2] Imagining that feeling of satisfaction can be a great motivator.

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When you do meet your goals, take some time to be grateful. Thank yourself for showing up and doing the work. Be grateful when the stars align properly to help you advance to the next step.

It’s not just getting to the destination of your goals that matters. How you take the journey is important too.

10. Take an action step toward reaching your goals every day

Your goals can easily get buried in the hustle and the bustle. Even the smallest step in the right direction is still moving you forward.

Keep chipping away at the work every day and before long, you’ll start to see those dreams come to life.

Maybe you didn’t start your business today but you designed the logo that’s going to go on your website and business cards. Doing that task well is going to help you so much in the long run.

Concrete actions day by day draw your dreams out of obscurity and into the realm of possibility.

Change begins today

Dreams can inspire and overwhelm us. By turning our dreams into goals that we can work toward, we increase our chances of success. Things that once seemed impossible are suddenly within reach.

It’s time to start turning your dreams into goals and your goals into realities.

Featured photo credit: Pexels via pexels.com

Reference

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