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emails paradoxically end up polluting it by constantly interrupting us.
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According to the Mindjet survey,
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68% of employees receive up to 100 emails a day.
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A quarter of the emails don't even get opened.
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only a minority of employees read the attachments in their entirety,
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at the risk of missing relevant information for their work.
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considering the extent of the problem,
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suggest rules for good email use.
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there are 7 wise tips to help you improve your email usage
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and save time for those around you.
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send in fewer emails.
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Before sending that email,
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ask yourself the question,
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is this the best way?
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Wouldn't it be more appropriate
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to go and see the person,
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to wait for the next meeting,
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to gather all the points at the end of the day,
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to post the information on the collaborative platform.
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The fewer emails we send,
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the fewer we receive.
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Consider also sending your message via voice note.
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It's ideal for giving feedback or providing an explanation.
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You just leave your voice note.
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It takes much less time.
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if you use WhatsApp.
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you can use apps like Loom or Screencast or Jing.
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Make your emails easier to read
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so that your reader
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knows what it is all about.
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Write your key message in the object line,
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Miranda project delay.
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Then start your email with the most important piece of news,
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I estimate the delay will be 10 days.
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Get straight to the point while remaining courteous.
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At the beginning of the message,
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ask precisely what you are seeking.
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I'm waiting for your confirmation on the strategy.
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I'm suggesting to minimise the delay.
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Most emails aren't read entirely.
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Be concise in the object and the first three lines.
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Your interlocutor must know
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if it's necessary
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to continue reading either now or later
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and how they can quickly classify your message in the right directory.
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to save them time and later you can ask them
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Making reading easier also means
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using bulleted lists
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and being synthetic,
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and finally name your attachments precisely in
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a jargon that everyone can understand.
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Choosing the recipients.
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Who is the real recipient of the email?
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Who is it addressed to?
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I invite you to put in to
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the addressees who have to do something action,
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and in the CC box,
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the information.
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Banish the reply to all button.
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If you decide on a long grouped email,
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an email in which only a small part of the information is about Veronica,
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either you send to Veronica a separate email with only.
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Information that concerns her,
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or you segment your email into clear sections and
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provide a summary at the beginning of the email.
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Veronica can go directly to 0.5
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which concerns her.
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in these cases of information transmission or of individualised tasks,
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I recommend a collaborative application or platform.
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Collective email is really not the most appropriate tool.
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Some people systematically make too many copies of their email to
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protect themselves or because they don't know who is involved.
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especially if you are the manager,
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to try and find out the reason for these grouped mailings.
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Then establish the right list of recipients with this person.
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if you feel that one of your colleagues or a client sends you too
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many emails or unclear emails or copied emails that are not intended for you,
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talk to them about it.
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if you forward a message to someone,
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avoid doing it without saying anything.
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Make it easier for your recipient to read by explaining in one line
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why you are sending it and if you are waiting for reply.
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here is some useful information for the Andy Warhol project.
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What do you think of the second tip?
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highlight the section that your recipient is supposed to read.
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Quick reading and deleting.
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Delete all emails that do not concern you after a
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quick reading of the object and or the first lines.
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Notify the sender that you are not concerned
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if they regularly make the same mistake.
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If you delete a message too quickly and miss important information,
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then the object to the message and the first few lines were not clear.
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It's the sender's fault and not yours.
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Learn fast reading,
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a speed reading to
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quickly classify an email according to its object
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and or priority and delete it if necessary.
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Seriously take the risk of speed reading.
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There may be a few little missteps at first,
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but it will eventually readjust and you'll save so much time.
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prioritising and regrouping.
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What to do with all the emails you didn't decide
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to delete on the spot during your speed reading step.
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If you can process these emails in less than 3 minutes,
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otherwise file them first.
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The goal of filing and grouping is having an empty box.
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Everything is put away in the right folders.
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There are many possible filing types by project.
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The main projects have their directory
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3 directories urgent,
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to be reviewed every day,
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to be read at least once a week,
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or when you have a gap in your schedule for later to be read at least every 2nd week.
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Set appointments in your calendar to empty out your 3 directories entirely.
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Have you just got back from vacation and you feel overwhelmed with emails?
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Create 4 directories for reading
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4 reading folder,
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file the emails with the information that is relevant to you,
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but that require more than 5 minutes to read,
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either because the email is too complex or because you have an attachment to read.
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File the rest of the emails in directories according to their nature.
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Very important emails in the to be processed P0 directory.
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in the to be processed P1 directory
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and less urgent emails in to be processed P2.
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your inbox is now empty.
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It's just like a tidy office.
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If you have time right now,
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you can start processing P0 emails,
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your very important emails.
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Educate yourself on your messaging software.
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Most of us use only 1/5 of our email's potential,
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whether it is Outlook or another alternative.
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I invite you to get trained or to self-train.
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Most messaging software offer awesome tools for priority management,
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colours to quickly distinguish between 2 and CC,
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a deadline and action reminder for the recipient message tracking.
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Most messaging software offers the following organisational tools
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scheduling email sending,
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monitoring the recipients,
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sending a mailshot,
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making an instant message transfer.
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Our messaging software also offers filing options,
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creating directories for email filing,
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3 directories urgent,
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and to do later.
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Classify some senders as spam.
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Set up selective pop-up messages,
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write messages for when you're overworked and or unavailable.
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Do you constantly go to your email box more than 5 times a day?
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Are you an email addict?
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Is this really a problem for you?
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you will only change the situation if you
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feel that your addiction is really a problem.
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are very comfortable with regularly going back and forth to the email.
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If you want this to stop,
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the advice is basic and you know it.
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Disable all pop-ups,
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and other notifications.
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Unsubscribe from several newsletters.
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Keep 3 quality newsletters.
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Give yourself 2 time slots a day to check your emails.
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Notify others of the change and the fact that you will be less reactive.
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I recommend that you check your messages in the late morning
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and late afternoon.
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This will prevent you from rushing into your emails in the morning
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and will allow you to focus on your priorities.
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Send new emails while avoiding to check your inbox.
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What are the three changes that you decide to implement starting now
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after having watched this video?
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and you'll be able to save time on both the short and the long term.
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