Monthly Archives: May 2015


How to get people to respond to your emails FASTER

By standss - Comments ( 1 ) Monday, May 25th, 2015

Are people either not responding or taking too long to respond to your emails? Here’s a quick tip that could greatly reduce the response times and increase the response rate to your emails.

The secret… unless absolutely necessary, make each email about one topic/project /subject only.

I am not saying that each email should only have one question, but at least make each email about a separate topic.

This will get you faster and more complete responses… and also simplify email filing and management.

Why does this work?

Whether we admit it or not, most people use their email lists as To-Do lists…. And it feels great to be able to knock things off that list.

If you send someone an email that they are able to respond to quickly (because it deals with one thing only), they will respond to it quickly because it makes them feel good to have the email out of their Inboxes.

Many productivity techniques preach the Two Minute rule which says you should respond immediately to an email if it will take less than 2 minutes. Make it easy for them to respond immediately!

This can be even more true if you send several emails about different things (that are all quick and easy to answer). They now get the joy of crossing several things off their email to-do list.

If you put several topics in the same email, you may find that…

You receive no response!

If you put several different topics on one email, the recipient may be able to answer some quickly but others may take more time. In the time-starved world we live in today, this could mean that he will not respond at all until he has more time.

Unless your email is very important to him, it could soon get buried under newer emails that have arrived in his Inbox.

At least if you had separated emails into several topics, you would have received a response to some things that were easy or important enough to respond to quickly.

You receive incomplete response

On the other hand, if you have several questions in one email, you may get answers to a few of the easy ones but not the difficult ones. Why?

The recipient responds to your email and then moves it out of his Inbox (one more thing crossed off that email list).

An added benefit of single topic emails… email management is much easier… and safer

Most Outlook users file emails into client or project based folders. Keeping each email about a separate project means that they are easy to file into folders (because the email only deals with one projects). You don’t have to waste time figuring out where an email needs to go (or making copies to file into more than one folder).

(If you do use client or project based folders for email filing, we recommend Quick File for Outlook)

You project folders will also be safer in case you need to share project information with others. This way you know that you emails do not contain unrelated information that could be accidentally shared with the wrong person.

I hope that you found this tip useful. Let us know if you agree or disagree by leaving a comment below.

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Categories : Outlook Email Tips, QuickFile Comments ( 1 )

Creating an Effective Email Signature

By standss - Comments ( 5 ) Tuesday, May 12th, 2015

A great email signature can help your business by building your image and credibility as well as making it easier for people to contact you. In this short post I look at what things a good signature block can do for you, what you want to put in, and what you should leave out.

The most important thing to remember… Your signature block needs to be as small as possible particularly since so many emails are only a few lines long… but it still has to achieve several objectives.

The objectives of a good signature block

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A good signature block should do most if not all of the following for you:

  1. Let people know who you are
  2. Let people know how they can contact you
  3. Show people who may not know you what you or your company does
  4. If possible, convince people who don’t know you that you are a credible person that they can safely work with
  5. If you use social media a lot, let them connect you via your preferred social media website.

What you should include:

  1. Your Name
  2. Your Title (Optional but very useful, particularly if you have an important or at least important sounding title)
  3. Your company name
  4. (Optional) Your company logo
  5. (Optional) Logo or text details of any awards or memberships that build your credibility. Keep this as short as possible. Don’t list too many things or it loses it’s impact.
  6. A tag line that makes it easy to understand what you and your company do (Optional only if your company name is immediately recognizable)
  7. Your Phone Number
  8. Your web site address

What you do not need to include

Personally I feel that it is a waste of space to include the following:

  1. Your email address (they already know that sine they received the email from you)
  2. You fax number (unless you are in an industry/country that still makes use of fax)
  3. Your postal or physical address (they can always ask for this if they need it)

 

What do you think?

I hope that you find this article useful.

Do you have your own tips for better email signatures? Please share your ideas with other readers by leaving a comment on this post.

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Categories : General, Office Tip, Outlook as a Business Tool Comments ( 5 )

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