Spam Email, Junk Mail, and Real Email

Mailboxes with no junk mail signs

Shauna McGee Kinney wearing sunglassesBy Shauna McGee Kinney

 

There are three distinct situations where junk mail is a common problem:

  1. In the inbox, as the recipient of too much email
  2. From a personal contact wanting a favour, or something from us
  3. In the form of a newsletter, promotion, or automated message we signed up for

How to Manage Your Inbox

Part 1 of 3

The first spam email problem is too much email. Yes, some of those many messages are legit. But too many messages are long winded, and vague. There are too many recipients or the message doesn’t inform me of information important to my work, or life. In addition to the volume of email, a few messages unintentionally get forgotten, and few others are mistaken as spam by my email software.

Here are some immediate solutions.

Expert Messaging Seminars by Chee Wong
Inside our offices, there is a culture of sending emails – instead of walking down the hall, or picking up the phone. And, the number of emails we send, and the length of the messages — and, and, and. Next, we have to deal with the emails we lose, sorting the emails we should act on, or even prioritising more actions than we have time to handle.

Learn how to be a lean, productive communicator. Get hands-on training on how to manage digital messaging from Chee. He has upcoming public seminars in Sydney and Perth. Or, contact Chee to +61 423267517 to book private training for your whole office.

http://www.expert-messaging.com.au/public/

Other Inbox (OIB)
If you love technology, you will love this group of software tools that will automate your email management. Other Inbox can be added into any number of platforms including webmail like Yahoo or gMail, your iPhone or iPad mail, or Android mail.

My personal favourites are the Organize and Unsubscribe software that  recognise most common domains, messages, and behaviours. Email is properly categorised into folders like Business, Entertainment, and Finance. And, if I decide I don’t want to be on “the list” anymore, I drag and drop the email into Unsubscribe. The rest of the unsubscribe process is done for me.

http://www.otherinbox.com/

Filters, and Rules (such as gMail)
There are times that outside software cannot be used, such as your corporate computer. Maybe you want to use the productivity tactics you learned from Chee at Expert Messaging? Don’t forget that both webmail, and desktop email programs like Outlook have filters, and rules to help you pre-sort common messages. These rules, and filters extend automating your email management beyond the spam email folders.

What About Sneaker-Net or Video Instead?

Sometimes your message is best delivered by video, phone, or by ‘sneaker-net’ (get up and walk to the desk near to you.) Ask a question, or share information. There are tremendous advantages to face-to-face communication.

1.  Facial expressions are more powerful, and persuasive than verbal content,
and intonation

Dr. Albert Mehrabian, UCLA (University of California Los Angeles)
http://www.kaaj.com/psych/smorder.html

2.  Use Power Questions to make your conversations more effective

Power Questions, by Andrew Sobel (book and audiobook)
http://andrewsobel.com/books-by-andrew/power-questions/

3.  A stand-up meeting can be 34% faster than a sit down meetings

http://nymag.com/scienceofus/2014/05/work-smarter-for-shorter-meetings-stand-up.html

Quick group meetings become even more powerful than including everyone in the To, or CC (Courtesy Copy) of a volley of messages. Combine the speed of a group discussion with the power of facial communication, and the efficiency of Power questions – and you might even find the number of deliverables increase, too.

4.  Use video when a group is spread across multiple locations

Video conferencing infographic by Pow Wow Now UK
People can focus longer in a video conference than audio conference. Keep in mind the attention span is still less than 1 hour.

Use voice and the phone (or voice) only when video is not practical. Be careful not to inundate people with screen shares, and slide shows. Remember there is power in a facial expression.

Junk Mail and the Digital Landfill

Next article, I am going to share some tips for effective follow-up email. Learn how to be thoughtful, and courteous with your messages. Avoid being selfish or desperate with your follow up. Learn what words and techniques will flag your legitimate messages as spam email.

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